Administrative Assistant for the Office of Vocations

Job Description

The Administrative Assistant for the Office of Vocations for the Dominican Province of St. Martin de Porres supports the vocation promotion program of the Province and its related needs. This is accomplished primarily through managing the Vocations Tracker database in Airtable, helping applicants with the novitiate application process, and distributing vocation materials, as well as providing any other relevant assistance needed by the Director. This position requires someone who is dependable, trustworthy, and highly organized. The administrative assistant position is part-time, requires in-person staff interaction, and reports to the Director of Vocations.

Essential Job Functions of the Administrative Assistant
• Database Management
To create and keep updated records in Airtable for inquirers and
applicants to the novitiate. To maintain the database of campus
ministries, parishes, and religious communities and to advertise the
Come & See Weekends. Also, to update the registries in the Angelic
Warfare Confraternity database.
• Assist in the Application Process
To facilitate organization and timely submission of application
materials by maintaining frequent communication with each
applicant and reviewing all submitted materials with the Director.
• Organization of Materials and Events
To manage the mailing of materials for events and keep an updated
inventory of said materials. To keep an updated registration
spreadsheet for each Come & See Weekend.
• Fiscal Assistance
To prepare and submit in a timely manner all payment requests,
including those for credit card payments, stipends, and
reimbursements. To maintain records of all payment requests and
assist, as needed, with budget preparation.

Job Qualifications
• Strong and demonstrated interest in serving the mission of the
Dominican Province of St. Martin de Porres, especially with its
vocation promotion program.
• Advanced written and oral communications skills.
• A degree or previous work experience in database management.
• Microsoft Office Suite, Airtable, and other communications-related
software.

The Order of Preachers, often referred to as the Dominicans, is a Roman Catholic religious Order originally established in 1216 to follow in the footsteps of Saint Dominic. The Dominican Friars of the Province of St. Martin de Porres have served the Southern United States since 1979. Inspired by the charism of their patron, Saint Martin de Porres, these preachers are animated by their common life and study and remain committed to proclaim God's Word in pulpits and in print, in classrooms and in the media and arts, in the Southern United States and beyond.

About the Employer

In the footsteps of Saint Dominic and inspired by the charism of Saint Martin de Porres, we friars preachers embrace the mission of Jesus Christ to proclaim the Kingdom of God to a changing world. Animated by our common life and study, we commit ourselves to proclaim God's Word in pulpits and in print, in classrooms and in the media and arts, in the Southern United States and beyond.