Administrative Assistant - Office for Priestly Vocations

Job Description

Resumes are now being accepted for the position of Administrative Assistant in the Office for Priestly Vocations and Department of Pre-Ordination Formation in the Diocese of Pittsburgh. This is a full-time, non-exempt position located at the Diocese of Pittsburgh Pastoral Center.

This position provides proactive and detailed administrative assistant support for the Director of the Office of Priestly Vocations while aiding in the promotion of Vocations through the use of advertising and coordinating events and programs while using organizational, problem-solving, technical, interpersonal, event planning, and communication skills. This position also assists the administrative needs of the Pre-Ordination Formation Program and Saint Paul Seminary - including the Rector/Director, Vice Rector, Apostolic Works Coordinator, Spiritual Director, and the Director of Pastoral Formation.

Minimum Qualifications:

EDUCATION: High School Degree or Equivalent

EXPERIENCE: Three (3) years in an Administrative Assistant role

KNOWLEDGE/SKILLS:
• Good telephone and interpersonal skills.
• Strong organizational skills with attention to detail.
• Able to operate office equipment including computer, copier, and telephone.
• Proficient in Microsoft Office Business Suite (Word, Excel, Outlook, Access, PowerPoint, and Publisher), social media platforms, video editing, Photoshop.
• Ability to protect confidential information.
• Ability to solve complex problems under tight timeframes.
• Must be self-motivated.

ROUTINE DUTIES AND RESPONSIBILITIES:
• Assist in the promotion of Vocations through the use of materials and media related to events and programs for Vocations by designing ads through Facebook, the Pittsburgh Catholic Magazine, flyers and banners.
• Coordinate correspondence between youth and local leaders and Parish Vocation Councils responsible for Vocations promotion.
• Coordinate the production of online Vocation videos for marketing purposes.
• Design and distribute Vocation materials for promotional needs.
• Create quality events for Vocational awareness by coordinating and facilitating all aspects of events including: securing venue for date/time of event; fulfill schedule; coordinate seminarian involvement; schedule catering; advertising event; coordinating event presenters; coordinate event logistics; ensure technology needs are planned; attendee registration; attend events; prepare follow-up after event.
• Coordinate with Vocation Director and others partnering in the Diocesan Catholic Kennywood Day.
• Send/gather application packets. Coordinate psychological evaluations for men applying to the seminary.
• Communicate and coordinate with the Vocation Director regarding the Serra Club correspondence and event planning.
• Design & sell Diocesan and Seminarian apparel and vocation promotion items.
• Edit/Update Seminarian and Propaedeutic Stage Handbooks.
• Design and order Seminarian posters, worship aids, ordination invitations, and other graphic art design needs for the Department of Pre-Ordination Formation.
• Work with Vocation Director to plan and execute Vocation Events.
• Maintain Department of Pre-Ordination Formation, Vocation Office, and St. Paul Seminary calendars.
• Write bulletin announcements, social media posts, Pittsburgh Catholic Magazine articles, etc.
• Update PGHPriest.com with all current events, event banners, forms, seminarian bios, contact information, etc.
• Answer questions from discerners about events.
• Maintain Department of Pre-Ordination Formation, Vocation Office, and St. Paul Seminary calendars.
• Assist with details related to the seminarians' Apostolic Works, Spiritual Formation, summer pastoral experience, and the Pastoral Formation Year Program.
• Answer telephone for incoming calls from inquirers with Vocations.
• Respond to email in a timely manner.
• Schedule meetings and appointments for the Director of the Office of Priestly Vocations.
• Typing, authoring, copying, and distributing general correspondence.
• Handle confidential matters and correspondence.
• Maintain office files.

A competitive salary will be offered to the successful candidate as well as a full-benefit package.

Qualified applicants should submit a resume and a letter of interest to:
Deacon Jeff Hirst, Director of Human Resources, at jhirst@diopitt.org.

Application materials must be received by January 26, 2026.

About the Employer

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