Vocation Office Administrative Assistant

Reports To: Vocation Director

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

FLSA Status: NonExempt Fulltime

Summary: The Administrative Assistant in the Vocation 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 vocation programs scheduling presentations and collaborating with various groups to foster and strengthen a culture of vocations within the archdiocese. Additionally the position includes creating and designing materials for both digital and print. The Administrative Assistant also networks and collaborates with individuals and organizations involved in the vocation ministry to the priesthood and consecrated religious life.

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan
• Medical Dental Vision Life
• Employee Assistance Program
• Shortterm/Longterm Disability

Position Responsibilities:

Vocation Office Administration

• *Responds promptly to phone calls and emails greeting and directing office visitors and discerners to the appropriate areas.
• *In collaboration with the Associate Vocation Director (AVD) prepares and organizes meetings. Provide meeting support to include but not limited to record minutes and notes create display boards and PowerPoint presentations etc.
• *Creates spreadsheets reports and statistics for the Vocation Director (VD) and AVD.
• *Prepares the Vocation Offices annual budget for approval by the VD ensuring submission to the Business Office and maintaining accountability. Prepares and submits check requests and spreadsheets for expenses related Vocation Office. Submits credit card reports for the VD and AVD and prepares Cash Collection Sheets for donations received.
• *Composes and sends acknowledgment and thankyou letters to benefactors upon receipt of donations.
• *Prepares grant proposals reports and statistics collaborating on the planning and maintenance of the grant budget. Supports new projects and maintains communication with funded organizations providing reports and statistics as needed.
• Maintains memberships in vocation and professional organizations (e.g. NCDVD NRVC RXVC) coordinating with staff on travel arrangements and conference expenses.
• *Maintains databases and mailing lists for various groups including Lay Vocation Promoters (LVP) the Vocation Committee (VC) Youth Ministers DREs and Pastors.
• *Ensures the smooth daytoday operations of the Vocation Office and discernment program. Ensures inventory is up to date.
• *Assists with translations and Spanishlanguage ministry.

Vocation Awareness and Promotion

• *Assists in the creation planning and coordination of various vocation activities including Discernment Retreats Discernment Days and Vocation Presentations at schools and parishes in collaboration with the VD and AVD. Responsible for logistics hospitality and venue reservations for retreats and discernment events.
• *Develops and implements comprehensive marketing initiatives to promote the Vocation Offices programs.
• *Creates and designs materials for digital social media print and promotional efforts. Continuously explores new avenues for publication and outreach. Composes and sends letters with current vocational materials to pastors DREs and Catholic schools at the beginning of each semester. Monitors and replenishes resources from publishers as well as promotional items used at vocation events.
• *Manages and maintains the Vocation Offices annual event calendar coordinating with staff the Vocation Committee Assumption Seminary Bishops and other event collaborators. Purchases and sends letters with annual materials for National Vocation Awareness Week and Good Shepherd Sunday to pastors LVPs and Catholic schools as needed.
• *Maintains close communication with discerners lay vocation promoters the vocation committee and other organizations and archdiocesan staff providing ongoing support as needed for activities events and resources
• *Provides resources to vocation regions and LVPs serving as the lead office contact for Lay Vocation Promoters and Parish Vocation Committees (PVCs). Attends archdiocesan youth and young adult gatherings adult and family events retreats and conferences to promote vocation awareness. Offers guidance and support to organizations and parishes interested in fostering vocation programs. Visits parishes with the AVD to help establish vocation committees.
• *Collaborates with departments within the Pastoral Ministry Center and Catholic Schools to enhance vocation awareness and foster a supportive vocation culture in the Archdiocese.
• Contributes to the Vocation Issue of Todays Catholic and coordinates related advertising efforts.

Discernment Program and Discerners

• *Responsible for processing applications for the Propaedeutic Program and Seminary Formation including scheduling psychological assessments medical testing and interviews with the admission board at the seminary the vocation office interview board and the Archbishops office. Collects all required application documents and ensures the complete file is submitted to the formators by the specified deadline.
• *Assists new discerners with their transition into the discernment program. Coordinates moveins and reports any breakages damages or safety issues to Assumption Seminary for repairs.
• *In collaboration with the AVD updates and maintains the discerners database to ensure the office has an uptodate record of each discerners progress allowing the office to respond to their specific needs.
• *Maintains regular communication with men discerning a call to the priesthood providing ongoing support as needed for activities events and resources.

Minimum Qualifications:

Education:

• High School Diploma or equivalent
• Associates degree preferred

Experience:

• Minimum of five 5 years working in an administrative role
• Previous experience in outreach promoting events and event coordination
• Previous ministry related experience

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills:

• Bilingual in English and Spanish;
• Practicing Catholic;
• Must have knowledge of 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 FlockNote Excel Publisher Photoshop Access database and social media;
• Public Speaking Skills (bilingual);
• Must be detail oriented organized selfmotivated work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problemsolving skills.

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