Administrative Assistant - Dominican Province of St. Martin de Porres

Job Description

Job Description

The Administrative Assistant for the Office of Vocations for the Dominican Province of
St. Martin de Porres supports the vocation promotion program of the Province and its related needs.
This is accomplished primarily through managing the Vocations Tracker database in Airtable, helping
applicants with the novitiate application process, and distributing vocation materials, as well as
providing any other relevant assistance needed by the Director. This position requires someone who
is dependable, trustworthy, and highly organized. The administrative assistant position is
part-time, requires in-person staff interaction, and reports to the Director of Vocations.

Essential Job Functions of the Administrative Assistant
• Database Management
To create and keep updated records in Airtable for inquirers and applicants to the novitiate. To
maintain the database of campus ministries, parishes, and religious communities and to advertise
the Come & See Weekends. Also, to update the registries in the Angelic Warfare Confraternity
database.
• Assist in the Application Process
To facilitate organization and timely submission of application materials by maintaining frequent
communication with each applicant and reviewing all submitted materials with the Director.
• Organization of Materials and Events
To manage the mailing of materials for events and keep an updated inventory of said materials. To
keep an updated registration spreadsheet for each Come & See Weekend.
• Fiscal Assistance
To prepare and submit in a timely manner all payment requests, including those for credit card
payments, stipends, and reimbursements. To maintain records of all payment requests and assist, as
needed, with budget preparation.

Job Qualifications
• Strong and demonstrated interest in serving the mission of the Dominican Province of St.
Martin de Porres, especially with its vocation promotion program.
• Advanced written and oral communications skills.
• A degree or previous work experience in database management.
• Microsoft Office Suite, Airtable, and other communications-related software.

The Order of Preachers, often referred to as the Dominicans, is a Roman Catholic religious Order
originally established in 1216 to follow in the footsteps of Saint Dominic. The Dominican Friars of
the Province of St. Martin de Porres have served the Southern United States since 1979. Inspired
by the charism of their patron, Saint Martin de Porres, these preachers are animated by their
common life and study and remain committed to proclaim God's Word in pulpits and in print, in
classrooms and in the media and arts, in the Southern United States and beyond.

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