Senior Administrative Assistant

The Senior Administrative Assistant will serve as the point of contact for seminarians, prospective seminarians, college students, families, priests, parish staff, university personnel, and other ministry partners. This position will provide administrative, organizational, pastoral, and operational support in the ministry of priestly and religious vocations and university ministry. The successful candidate will understand and respect the mission of the Catholic Church and represent the Director and the ministry with warmth, discretion, professionalism, and charity.

• Maintain an orderly and productive work environment sensitive to the needs of the many individuals and offices that connect with the Office of Vocations and University Ministry, doing so in an efficient and confidential manner.
• Manage the Director's calendar, appointments, meetings, ministry commitments, and other scheduling needs.
• Coordinate meetings with prospective seminarians, seminarians, college students, families, priests, university personnel, parish leaders, and other ministry contacts. Assist with travel accommodations and other logistical arrangements.
• Receive and direct phone calls, take and forward messages, receive and distribute correspondence, and monitor and respond to routine inquiries, directing matters to the Director when appropriate.
• Establish and maintain confidential and organized electronic and paper files, records, contact lists, ministry databases, and other office information.
• In collaboration with the communications department, update the ministry website and other electronic media.
• Assist with expense tracking, purchasing, reimbursements, invoice payments, office financial records, and monitoring of departmental budgets. Review and process reimbursement requests submitted by seminarians, ensuring accuracy.
• Assist with preparation of the annual departmental budget, including gathering historical and projected expenses, organizing budget information, and monitoring expenditures throughout the year.
• Prepare agendas, correspondence, forms, reports, worship aids, newsletters, mailings, announcements, publicity, and other administrative or ministry materials for meetings, retreats, vocation events, campus ministry activities and other programs.
• Provide administrative support and hospitality details for meetings, meals, receptions, retreats, and ministry events.
• Coordinate promotions, registrations, and communications for all events.
• Plan and coordinate annual and ad hoc ministry events from initial scheduling and logistics through registration, hospitality, communications, execution, and follow-up.
• Recruit and direct volunteers for special projects and coordinate their assignments as needed.
• Work collaboratively with chancery support staff and other diocesan offices as needed.
• Support the Director in other reasonable administrative and ministry-related responsibilities.

• Assist with communication and scheduling for men discerning a vocation to the priesthood or religious life.
• Coordinate logistics for vocation retreats, discernment events, visits, interviews, and other gatherings.
• Maintain professional and pastoral communication with prospective seminarians, seminarians, families, pastors, and vocation contacts as directed by the Director.
• Assist seminarians and discerners with questions and requests, directing matters to the Director when appropriate.
• Maintain and monitor seminarian and international priest visa records and documentation, coordinate required renewals and updates, and communicate with appropriate diocesan, seminary, and governmental contacts as directed.

• Assist in coordinating events and activities for Catholic college and university students.
• Help organize campus visits, retreats, Bible studies, social gatherings, speaker events, service opportunities, and other ministry programs.
• Communicate with campus ministers, university personnel, chaplains, priests, students, and volunteers.
• Maintain accurate student and ministry contact information.

• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• High degree of discretion and ability to maintain confidentiality.
• Professional, dependable, and detail-oriented work habits.
• Ability to manage multiple priorities and meet deadlines.
• Comfortable working independently while also…