Coordinator (Events, Communications and Programs)

Description

Reports To: Director of Seminarians/Vocation Director

Schedule:  Monday – Friday 8:30 AM – 5:00 PM (7.5 hours), weekends and evenings as needed  

FLSA Status: Non-exempt, Full-time

Summary: The Coordinator in the Vocation and Seminarian Office works closely with the Vocation Director and Associate Vocation Director to guide, support, and accompany candidates throughout their discernment journey. This role involves assisting with programs, scheduling presentations, planning events and collaborating with various groups to foster and strengthen a culture of vocations within the archdiocese. The Coordinator plays a key role in creating relational pathways for discerners, seminarians, parishes, and benefactors, ensuring consistent engagement and mission-driven communication. Additionally, the position includes creating and designing materials for both digital and print. The Coordinator also networks and collaborates with individuals and organizations involved in the vocation ministry to the priesthood and consecrated religious life. 

Requirements

Position Responsibilities:

Vocation Awareness & Outreach

• *Coordinate and implement vocation programs including discernment retreats, discernment days, Melchizedek Project, and parish/school presentations.
• *Manage logistics for vocation events including venue coordination, hospitality, materials preparation, and on-site support to include volunteer outreach as necessary. 
• *Serve as primary liaison to Lay Vocation Promoters (LVPs), Parish Vocation Committees (PVCs), youth ministers, and Catholic schools.
• *Attend archdiocesan gatherings, youth events, and conferences to promote vocation awareness.
• *Collaborate with archdiocesan departments and Catholic schools to cultivate a culture of vocations. 

Communications & Marketing

• *Develop and implement marketing strategies to promote vocation programs and initiatives.
• *Coordinate and develop the design and produce digital, print, and social media materials.
• *Maintain the annual event calendar in coordination with key stakeholders.
• *Coordinate promotional efforts for National Vocation Awareness Week and Good Shepherd Sunday.
• *Contribute to vocation-related publications and advertising initiatives.
• Maintain mailing lists and communication channels with discerners, benefactors, clergy, and vocation leaders.

Discernment Program Support

• *Process applications for discernment and seminary formation in collaboration with VD and AVD.
• *Coordinate psychological assessments, medical evaluations, interviews, and submission of completed files to appropriate formation authorities.
• *Maintain regular communication with men discerning a call to priesthood, providing guidance, event information, and resources.
• *Update and maintain discerners’ database to track progress and engagement.

Seminarian Engagement & Support

• *Coordinate major seminarian events such as Seminarian Family Day, Sending Forth Masses, Fellowship Week, and Diocesan Brother Nights.
• *Assist with ordination preparation logistics and invitation coordination.
• *Maintain communication with seminarians and support event scheduling.
• *Assist with publication of seminarian prayer calendars and benefactor communications

Other

• Provide meeting preparation support, including agenda preparation and minute-taking.
• *Serve as receptionist in the front office.
• Coordinate travel arrangements as necessary. 
• Maintain inventory of promotional materials and resources.
• Adheres to safety training and protocols on a daily basis and takes precautionary measures to ensure the safety and well-being of self, others.
• Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors’ names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

* Essential Functions - ADA 

Minimum Qualifications:

Education:

• High School Diploma or equivalent 
• Bachelor’s degree in communication, marketing or business-related field preferred

Experience:

• Minimum of three (3) to five (5) years’ experience in communications, outreach, promoting events or event coordination
• Previous ministry related experience preferred

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills:

• Bilingual in English and Spanish;
• Practicing Catholic;
• Must have willingness to learn about Vocation and Seminary Formation Ministry; 
• Ability to form committees; 
• Experience with computer software, Microsoft Office Suite, and Adobe software; 
• Extensive Microsoft Excel experience;
• A solid grasp of Constant Contact, Canva, FlockNote, Excel, Publisher, Photoshop, Access database, and social media;
• Public Speaking Skills (bi-lingual);
• Demonstrated ability to handle confidential information with discretion;
• Strong project management skills;
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem-solving skills.

Travel Requirements: Travel requirements for the position includes 30% local and 0% overnight.