Vocations Coordinator

Position Summary

The Vocations Coordinator provides comprehensive administrative, organizational, and programmatic support to the Director of Vocations for the Archdiocese of St. Paul and Minneapolis. This position supports seminary recruitment and admissions, vocation discernment initiatives, event planning, communications, and office operations. The role requires a high degree of confidentiality, professionalism, and collaboration to advance the mission of fostering vocations to the priesthood and consecrated life.

• Serves as the primary point of contact for men discerning the priesthood and women discerning consecrated life within the Archdiocese.
• Coordinates visits and admissions-related activities for prospective candidates to St. John Vianney College Seminary, The Saint Paul Seminary, and other formation programs.
• Manages and tracks the seminary admissions process in collaboration with the Director of Vocations, ensuring timely communication and follow-up with candidates.
• Coordinates application documentation, references, psychological evaluations, and correspondence, maintaining strict confidentiality.
• Maintains and updates vocation and seminarian databases, including application progress, event participation, and communications.
• Schedules psychological evaluations and communicates testing requirements and deadlines.

• Plans and executes vocation recruitment and discernment events, Archbishop’s Retreats, Andrew Dinners, Miriam Dinners, Vianney Visits, seminary information nights, and other vocation-related gatherings.
• Coordinates event logistics including advertising, registration, communications, volunteer coordination, hospitality, contracts, invoicing, and post-event follow-up.
• Collaborates with designers and communications staff to develop promotional and marketing materials.
• Develops and maintains vocation-related webpages and manages online registration platforms.
• Communicates event information to parishes, pastors, youth ministers, campus ministry staff, religious communities, and discerners.

• Provides direct administrative support to the Director of Vocations, including calendar management, meeting coordination, correspondence, and communications with the Archbishop’s Office, Auxiliary Bishops, seminaries, and Archdiocesan departments.
• Schedules one-on-one meetings between the Director of Vocations and discerners, seminarians, and clergy.
• Maintains confidential seminarian and candidate files in compliance with Archdiocesan policies.
• Oversees office workflows, filing systems, and record retention.
• Manages invoicing, deposits, budget tracking, and accounting records for the Office of Vocations.
• Prepares bulletin announcements, Archdiocesan communications, newsletters, and social media content related to vocations.
• Updates and maintains the Office of Vocations website and electronic communications platforms.

• Coordinates administrative details for diaconate and presbyteral ordinations, including timelines, communications, and receptions.
• Collaborates with Archdiocesan offices and parish partners to ensure ordination-related logistics are completed accurately and on time.
• Assists with clergy formation events and initiatives as requested.

• Coordinates the application and preparation process for seminarians selected to study at the Pontifical North American College in Rome.
• Manages documentation, travel arrangements, stipends, reimbursements, and ongoing communication with seminarians studying abroad.
• Maintains compliance records and supports annual reporting requirements.