Associate Director

Job Description

Job Description

POSITION DESCRIPTION

Position: Associate Director

Department: Office of Vocations

Reports To: Director of Priestly Vocations

Classification: Exempt

General Description

The Associate Director will work in collaboration with the Vocation Director in creating and implementing the objectives of the Vocations Office and managing the administration for men in the Propaedeutic Stage.

Vocations

• Coordinate the application processes established by the Archdiocese for the admission of candidates to the seminary and provide support to the Seminary Admissions Board
• Handle initial screening of inquirers
• Assist Vocations Director in development and management of discernment programs including all aspects of Vocations Pathways
• Manage staff of full- and part-time employees working to promote a culture of vocations

Propaedeutic Stage

• Assist in the transition process as men enter into the Propaedeutic Stage; oversee the application into a Propaedeutic House
• Act as a liaison between the Archdiocese of Newark and their assigned seminary for men in the Propaedeutic Stage, ensure their full participation in all Communio events, retreats, and trips
• With the Vocations Director, coordinate summer assignments and evaluations for college men and for those who are completing their Propaedeutic Stage
• Manage/oversee the application process for propaedeutic men entering both college seminary and major seminary

As an administrator, the Associate Director exercises discretion and independent judgment. The Associate Director recognizes this office serves on behalf of the Archbishop and in collaboration with other offices of the Archdiocese and the Seminary.

Specific Duties/Responsibilities: Vocations

The following specific responsibilities are representative of duties required in this position regarding the Vocations aspect of the position. They may be unilaterally but reasonably changed based on the working environment and ministerial needs.

• Oversee administration of the Office of Priestly Vocations and manage office employees and event volunteers
  • Events and Communications Coordinator—coordinates major events, handles diocesan communication, creates and supervises outreach through social media, newsletters, and journal ads
  • Administrative Assistant for Outreach (part-time and bilingual)
  • Administrative Assistant for Office support (part-time)
  • Volunteers and stipend associates at summer camp (Quo Vadis)
• Support the Vocation Director in developing and managing discernment programs
• Maintain and enhance programs and events to foster collaborative relations with parishes, schools, and institutions within the Archdiocese of Newark to promote Vocations. These include but are not limited to: Called by Name, Quo Vadis Camp, Cathedral Server Corp, Cardinal’s Essay Contest, seminarian visits to parishes and schools, vocation director presentations at parishes and schools
• Oversee and manage financial operations of the Office:
  • Approve purchases and expenses
  • Review monthly statements from Archdiocesan accounting department
  • Prepare an annual budget for Office of Priestly Vocations for Archdiocesan approval
  • Assist the Vocation Director in negotiating contracts and service agreements with vendors and contracted professionals
• Create opportunities for inter-seminary fraternity (Communio) at convocations, milestone events, and social gatherings
• Manage seminary applications and admissions process
  • Complete intake forms for inquirers, maintain database of their information, prepare summaries for Vocation Director
  • Ensure that the protocol and processes as defined by the Archdiocese and Church documents are being followed in a timely, accurate, and confidential manner
  • Coordinate with the necessary offices, contracted professional services, and designated officials, including psychologists and background screening firms, for evaluation of candidates
• Serve as Secretary of the Archdiocesan Seminary Admissions Board
  • Prepare all application materials and documents for Vocations Board Meetings
  • Record minutes and issue meeting summaries
  • Report to the Archbishop’s Office and provide drafted acceptance letters to the Cardinal
  • Maintain contact with all members and coordinate meeting dates/times
  • Provide access to Church and Archdiocesan guidelines for seminary acceptance to the admissions board
• Oversee outreach efforts of the office including social media and website management, marketing/informational campaigns, and newsletters
• Maintain relationship and contact with the National Conference of Diocesan Vocation Directors (NCDVD), attend conventions and workshops as required
• Administer the summer assignment for Newark college seminarians—planning, monitoring and evaluating the assignment.
• Other duties and special projects as assigned

Specific Duties/Responsibilities: Propaedeutic Stage

The following specific responsibilities are representative of duties required in this position regarding the administration of the Propaedeutic Stage. They may be unilaterally but reasonably changed based on the working environment and ministerial needs.

• Supervise the coordination of the application to the Propaedeutic House or Seminary that accepted applicants will be attending.
• Act as a liaison between the Archdiocese of Newark and the Propaedeutic House or Seminary
  • Ensure that men in the Propaedeutic Stage are included in all Communio events including but not limited to: Seminarian poster, ICS/Newark pilgrimages, Chrism Mass, Ordination, annual convocation
  • Communicate regularly with administration of Propaedeutic Seminary so they are aware of RCAN requirements for our men
• Administer the summer assignment for Propaedeutic Men including planning and evaluations by both the supervising pastor and the man
• Coordinate transition of men from propaedeutic stage to either college or major seminary, managing all paperwork from the men to the admissions office of Seton Hall and the rector’s office of their assigned seminary
• Coordinate mission trip and pilgrim trip as developed by the Vocations Director
• Prepare an annual budget for the Propaedeutic Stage for Archdiocesan approval
• Other duties as assigned.

Qualifications/Skills

• Fidelity to the teaching of the Catholic Magisterium; commitment to a regular prayer life and regular participation in the sacramental and liturgical life of the Church.
• Commitment to representing the Catholic Church and the Archdiocese of Newark in a professional manner at all times
• Respect and love for the Catholic Priesthood
• Mature, positive individual with a vision for mission and ministry
• Must be a person of strong character who can be trusted to maintain and protect the confidentiality of sensitive information of those presenting themselves as potential candidates as well as the evaluations of seminarian candidates.
• Dynamic interpersonal and management skills
• Financial management and knowledge of budgeting processes; demonstrated ability to work within or under budgets
• Proficiency in Microsoft Office including Excel, SharePoint, and Teams
• Computer literacy with ability and willingness to learn various software applications used in the Vocations Office and Archdiocese of Newark
• Ability to be a self-starter, demonstrate an ability to be solutions oriented; demonstrated ability to successfully manage multiple projects simultaneously
• Knowledge of and commitment to ongoing learning of Church teaching, especially relating to the Diocesan Priesthood
• Ability to organize and staff projects as assigned

Education and/or Experience (Preferred)

• Bachelor's degree in theology, religious studies, or business-related field, master's degree preferred
• Experience in program management within Church, parish, or Catholic schools
• Three or more years’ experience in family faith, youth, young adult, campus ministry, or Catholic schools

Physical Demands

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Rev. 04/2026

Monday - Friday, 8:45 AM - 4:45 PM.
This position will be located in South Orange, NJ
35 hours weekly, BENEFITS: A) Health Insurance B) Dental Insurance C) Life Insurance D) Pension E) Disability and F) Voluntary 403b Plan.