Vocations Administrative Assistant - Pastoral Center
The Diocese of Palm Beach Pastoral Center, located in Palm Beach Gardens, FL is searching for a full time Vocations Administrative Assistant.
The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese of Palm Beach offers a competitive benefits package to employee’s working 30 or more hours per work week consisting of comprehensive medical, vision, dental, LTD, group life insurance, optional life insurance. The diocese also provides a 403(b)-retirement plan to all employees. Information on our benefits and retirement programs can be found here.
The Administrative Assistant assists the Director of Vocations and Seminarians and the Coordinator for Women’s Vocations in all areas of the ministry. He/She has transferable knowledge and skills in the area of office management. He/She is responsible for learning all aspects of vocations ministry and priestly formation through in-house education and attendance of appropriate seminars and conferences. He/She must be sensitive to confidential nature of this ministry. The administrative assistant is an integral part of the vocations staff and his/her insights are sought and valued.
- Prayer: The primary role of the Office of Vocations and Seminarians is to accompany individuals in the diocese as they seek to know God’s will in their lives and to respond to it. It is desirable that those working in the Office are themselves persons of prayer, discernment, and openness to God’s will. They ought to have daily prayer lives, attend Mass weekly, and be knowledgeable regarding discernment in ministry.
- Trust: This ministry requires a complete and total trust in God and His providence. From this, also flows a need to trust one another, especially those with whom we work. Since the Director’s responsibilities often require his absence from the office, the Assistant should be able to manage multiple projects when he is not present. The Assistant is likewise entrusted with being aware of and attentive to the various details accompanying events and projects.
- Collaboration: The Office of Vocations and Seminarians works with many other diocesan offices, parishes, schools, organizations, and individuals. This requires an ability to work effectively with others, receive input for creative thinking and building positive working relationships. An understanding of the Catholic faith and the seminary experience are desirable, as well as the ability to relate to young adults.
Essential Duties and Responsibilities:
- Manages reception duties courteously and efficiently: professionally interacts with visitors, directing or assisting them depending upon the nature of their visit; takes clear, concise messages and delivers to the respective person(s) them in a timely manner.
- Manages communications for the Office: receives, responds, and/or redirects incoming communication (phone, email, and mail) in a prioritized and timely manner, as appropriate.
- Processes mail for department: opens and distributes daily incoming mail; organizes and sends out bulk mailing and recurring event mail in a timely fashion; etc.
- Coordinates, sets-up, and assists with administrative needs for meetings or conferences and other events, as needed. Takes notes and distributes the minutes of the same, when applicable.
- Helps organize daily calendar and schedule for the Office and Director
- Organizes and maintains diocesan calendar of vocation events and coordinates with bishop’s office, parishes, schools, and other entities, as needed.
- Manages office budget in collaboration with Director: maintains accurate accounts receivable and accounts payable records; monitors monthly budget income and expenses with the finance office; compiles and adjusts annual budget for the Office and reviews information with the Director
- Monitors regular invoices for appropriateness and payment; manages reimbursements for office staff and seminarians.
- Maintains an accurate database for the Office
- Maintains inventory of office supplies and material, and restocks as necessary.
- Assures that seminarians and volunteers maintain background checks and safe environment training up to date.
- Communication and Technology
- Possesses transcription and word processing skills.
- Formulates and maintains a communication plan on behalf of the Office, including but not limited to newsletters and flyers to seminarians, prospects, and collaborators.
- Learns and utilizes various means of communication and scheduling.
- Regularly maintains and improves vocations website and various social media platforms utilized by the Office, collaborating with others, as necessary. Skills in this area are essential.
- Creates and publishes invitations to special events held throughout the year.
- Receives and organizes reservations and compile the data in an organized and efficient manner.
- Organizes several vocation related events (for as many as 1,500 people) with Director and Coordinator for Women’s Vocations, and works with other appropriate committees and ministries.
- Recruits and schedules volunteers for events. Helps developing a team spirit among volunteers.
- Helps in planning and implementing the needed events that are a part of the Office calendar.
- Prepares worship aides for various events, as needed.
- Annually reviews the Office calendar and plans for the next year with Director and Coordinator
- Seen as liaison in coordinating ordinations, liturgies, and receptions.
- Assist with special projects and events. Attend occasional evening and weekend meetings and events that are held by Vocations as required utilizing flex time. Overnight stays may be required for some events
- Creates, maintains, updates, and tracks confidential files/information of candidates throughout application process and beyond ensuring accuracy and completeness.
- Set up candidate meetings with psychologist and Seminarian Admissions Advisory Board members, tracking for promptness.
- Assemble, prepare and distribute confidential Board files for meetings.
- Develop professional and courteous rapport with seminarians so as to assist them as needed.
- Track financial needs and coordinate donations to seminarians.
- Maintain and update retrievable and confidential files of (1) inquirers, (2) candidates, and (3) seminarians. These include an archive of those who are no longer in the program.
- Practicing Catholic, preferred
- Fully bilingual, English and Spanish, in speech and writing, preferred.
- Ability to maintain confidentiality and consistently exercise discretion and good business judgment.
- Skilled in planning, analyzing and coordinating activities and establishing priorities.
- Skilled in both verbal and written communication.
- Skilled in establishing and maintaining effective working relationships.
- Excellent organizational skills.
- Ability to work with people from a variety of culturally diverse backgrounds.
- Proficiency in MS Office Suite, including Word, Excel, Outlook, and the Internet.
- Proficiency in graphic design and social media content creation, preferred.
- Proficiency in technology-based office management and office support.
- Professional telephone manner and interpersonal skills.
- Ability to work effectively with Diocesan employees, department heads, priests and religious, representatives of other agencies, young people, and the general public.
- Ability to multi-task, work independently and make responsible judgment calls.
- Occasional light lifting and carrying of under 15 pounds
- Frequent use both hands and fingers (i.e. typing)
- Frequent extended periods of sitting
- Occasional periods of standing, kneeling and climbing
- Occasional ability of routine hearing (i.e. listening to others in conversation)
- Occasional time spent working closely with others
The above is intended to describe the general context of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.
To apply, download and complete the Employment Application and submit along with your resume, salary requirements and list of references to the attention of Gretchen Wood, Human Resources Coordinator.
Via US Mail: Diocese of Palm Beach
9995 North Military Trail
Palm Beach Gardens, FL 33410-9650
Via Fax: (561) 775-9575
Via Email: email@example.com