Administrative Assistant to the Director of Priestly Vocations - St. John Paul II Seminary - Washing

Job Description

Job Description

The mission of the Catholic Archdiocese of Washington is to spread the light of the Gospel of Jesus Christ to the world. In the faithful pursuit of this mission, the Archdiocese is seeking an Administrative Assistant to the Director of Priest Vocations.

The Administrative Assistant to the Director of Priest Vocations is responsible for working with the Director of Priest Vocations to act as a point of contact for the candidates to the formation program. The Administrative Assistant will handle a diverse set of administrative tasks, including assisting with the application process, helping publicize and coordinate vocations events, and updating the social media accounts. The ability to multi-task, focus on detail, and professionally communicate with various internal and external constituents is essential.

The Administrative Assistant reports to the Director of Vocations.

This is a part-time role (20 hours per week)

Duties and Responsibilities

• Answer phone calls and emails to the Vocations office; fulfill requests for information and forms.
• Help plan, coordinate and sometimes execute vocation events
• Send out vocations-related communications to students, parents, priests, schools, and Parish Vocation Representatives. Oversee printing, packing, and distribution of annual vocations materials campaign.
• Update dcpriest.org with ongoing news, events, photos, videos, and vocations stories.
• Compile monthly submissions for Clergy News and Parish Briefings.
• Reserve ad space in the Catholic Standard and El Pregonero. Create and submit ads for print.
• Act as a point of contact for applicants to the formation program and oversee the “next steps” in the application process. Maintain file for each applicant.
• Compile each applicant’s packet of materials for review by Admissions Board; email Admissions Board as needed.
• Maintain multiple databases for mailing lists—for Parish Vocation Representatives, principals, religious sisters, high-school boys, and college-age and older men.
• Help plan and promote vocations events, including discernment excursions for high-schoolers, retreats for men, and middle-school student activities. Coordinate yearly Parish Vocation Representative Workshop.
• Coordinate with seminary faculty and staff regarding vocation events at JPII Seminary
• Assist priests with arrangements to visit high schools.
• Process vocations-related credit card statements, invoices, and check requests in conjunction with Seminary Business Manager.
• Participate in Ministerial Leadership meeting on a rotating basis with Seminary faculty and staff.
• Other duties related to supporting St. John Paul II Seminary where the Vocation Office is located.

Qualifications

Knowledge, Skills, and Abilities

Applicant should be

• a practicing Catholic in good standing
• able to handle paperwork and conduct conversations while maintaining the utmost discretion and confidentiality
• skilled in verbal and written communications
• comfortable multitasking
• highly organized
• attentive to detail
• service oriented

Required Education and Experience

• High-school diploma
• Three- to five-years of administrative experience; demonstrated ability to handle sensitive information
• Outstanding Microsoft Office skills
• Event-planning experience
• Social media experience