Executive Assistant Office Vocations and Permanent Diaconate

Job Description

EXECUTIVE ASSISTANT
OFFICES OF VOCATIONS AND PERMANENT DIACONATE
DIOCESE OF MADISON

JOB DESCRIPTION

Summary/Objective:
The Executive Assistant supports the Office of Vocations and Office of the Permanent Diaconate by managing seminarian and diaconate data, facilitating application processes, and providing administrative support to promote vocational discernment and formation. This role requires meticulous organization, confidentiality, and a commitment to supporting the Catholic Church's mission to foster vocations. This position carries substantial responsibility and requires a broad range of skills and the ability to exercise considerable judgement, initiative, discretion, and independence. The ideal candidate is detail-oriented, proactive, and capable of working with sensitive information in a professional and pastoral environment.
Essential Job Functions:

Office of Vocations
•Maintain and update confidential seminarian records, including personal information, academic progress, formation evaluations, and financial aid details.
•Organize and secure both physical and digital files in compliance with diocesan policies and privacy regulations.
•Track seminarian milestones, such as admissions, ordinations, or transitions between formation stages, and generate reports for the Director of Vocations.
•Coordinate the application process for prospective seminarians, including distributing application materials, collecting required documents (e.g., transcripts, recommendation letters, sacramental records), and ensuring timely submission.
•Schedule and organize interviews, psychological evaluations, and discernment retreats with applicants.
•Communicate with applicants, seminaries, and diocesan staff to provide updates and clarify requirements throughout the application process.
•Manage correspondence, calendars, and appointments for the Director of Vocations, including scheduling meetings with seminarians, clergy, or discernment groups.
•With coordination with the Office of Communications, prepare and distribute vocation-related materials, such as brochures, newsletters, promotional material or event announcements.
•With the Hospitality Coordinator and Office of Communications assist in planning and executing vocation-related events, such as discernment retreats and vocation awareness workshops. Maintain records of event attendance, budgets, and outcomes for reporting purposes.
•Ensure all seminarian files and applications comply with canon law, diocesan policies, and safe environment requirements.
•Prepare and provide seminarian information to the Office of Human Resources & Safe Enironment for the annual USCCB Safe Environment audit.

Office of the Permanent Diaconate
•Maintain accurate and confidential files for all permanent deacons, including personal, sacramental, and ministry-related records.
•Update deacon files with current assignments, continuing education, certifications, and other relevant documentation.
•Ensure secure storage and organization of physical and digital deacon records in compliance with diocesan policies.
•Prepare reports or summaries of deacon records as requested by the Director.
•Manage the application process for candidates to the permanent diaconate formation program.
•Review applications for completeness, verifying required documents such as baptismal and marriage certificates, letters of recommendation, psychological evaluations, and other materials.
•Coordinate with applicants, parishes, and formation team members to resolve discrepancies or obtain missing information.
•Track application progress and maintain a database of candidates throughout the formation process.
•Assist in preparing candidate files for review by the Director or diaconate admissions committee.
•Manage the Director's calendar, scheduling meetings, formation sessions, and diaconal events.
•Prepare correspondence, reports, and documentation related to the permanent diaconate program.
•Communicate updates, schedules, and requirements to deacon candidates and active deacons as directed.
•Assist with periodic audits or reviews of deacon records and formation program documentation.
•Maintain accurate records of ordinations, assignments, and continuing education credits.
•Prepare and provide deacon information to the Office of Human Resources & Safe Enironment for the annual USCCB Safe Environment audit.

Required Competencies:
•Should strive to personally know, love, and serve Jesus Christ through active participation in the life of the Catholic Church.
•Must publicly profess and strive to follow Catholic teachings as proclaimed by the Magisterium of the Church.
•Should have strong interpersonal skills, collaborating effectively and joyfully with people from diverse backgrounds.
•Demonstrate integrity, a striving for excellence in work.
•Ability to manage complex schedules.
•Proficiency in preparing, organizing and maintaining confidential documents.
•Competence in managing office operations and maintaining office systems.
•Strong ability to draft professional correspondence, reports and announcements.
•Ability to represent the Office of Vocations and the Office of the Permanent Diaconate's office in communications with the public, ensuring alignment with Church teachings and policies.
•Ability to manage confidential matters with utmost discretion.
•Strong moral character and adherence to Catholic values, ensuring trustworthy handling of sensitive ecclesiastical matters.
•A reputation for honesty, reliability, and professionalism in all interactions.
•Ability to effectively work with diocesan staff, parish leaders, and volunteers.
•Proficiency in Microsoft Office Suite and other productivity tools for reports, presentations, and data management.
•Ability to prioritize tasks in a fast-paced environment with competing demands.
•Willingness to adapt to irregular hours, including evenings or weekends, for diocesan events or urgent matters.
•Proactive approach to addressing challenges, such as logistical issues or scheduling conflicts, with minimal supervision.

Required Education & Experience:
•Bachelor's degree in business administration or a related field.
•Minimum of 5 years of administrative experience.
•Experience working in a church/chancery environment a plus
•Spanish speaking a plus

Work Environment & Physical Requirements:
•Office setting, open cubicle
•Regular full-time; in-office position
•Able to lift up to 30 pounds.
•Reliable transportation required.

Normal Workdays & Hours:
•Monday - Friday 8:00 am - 4:30 pm.
•Flexibility to work nights and weekends as required.

Classification:
•Full-time, Exempt.

Reports to:
•Director of Vocations.

This job description is not designed or intended to be a comprehensive or exhaustive list of all activities, duties or responsibilities that are required of an employee in this job. Duties, responsibilities, and activities may change at any time with or without notice, at the discretion of the Bishop of Madison.

About the Employer

We serve to ensure that every individual is graciously invited every day to meet the person of Jesus Christ, risen from the dead, face to face and be changed by him.