Office of Vocations Administrative Assistant

Job Description

The Office of Vocations, located at the Archdiocesan Pastoral Center in Miami Shores, Florida, is seeking a full-time Administrative Assistant to support the activities of the Archdiocese of Miami Office of Vocations in its mission to Encounter the Living Christ through the promotion and support of priestly vocations. This position provides administrative and project management support to the Director of Vocations and plays an essential role in the effective development and formation of priestly vocations. Primary duties include answering phones and responding to email inquiries, scheduling meetings, data entry, filing, preparing correspondence, providing customer service, and following up on requests related to Office of Vocations policies, procedures, and programs. The Administrative Assistant performs all duties and responsibilities in alignment with the mission, vision, and values of the Catholic Archdiocese of Miami.

Schedule: Monday - Friday, 8:30 A.M. to 5:00 P.M. Occasional evening and weekend hours as needed for events and programs.

Responsibilities include:
• Provide exemplary customer service to employees, seminarians, prospective candidates, clergy, parish personnel, and others who contact the Office of Vocations by phone, email, or in person by directing them to the appropriate parties, answering basic questions regarding Office policies and procedures, and documenting concerns for escalation to the Director.
• Compile and accurately maintain Archdiocesan Office of Vocations records, including seminarian files and correspondence, expense reimbursement and check requests, and other interoffice documentation.
• Maintain the strictest confidentiality in accordance with Office of Vocations policies and procedures, as well as applicable laws and security requirements.
• Update records as needed.
• Create, compile, and maintain accurate and accessible files for seminarians and applicants; coordinate the transfer of information to and from seminaries; and assist seminarians with background check requirements.
• Create and maintain a database of seminarians of the Archdiocese of Miami, including electronic files, and ensure the accurate and timely distribution of information to relevant Archdiocesan offices.
• Accurately compose, format, and prepare correspondence, reports, bulletins, memoranda, meeting minutes, and other requested documents.
• Assist in the development of presentations.
• Assist in the development, coordination, and implementation of special projects, large-scale meetings, and vocational events, including Vocation Awareness Week, Focus 11, St. Andrew's Discernment Gathering, and the Archdiocesan Vocation Chalice. This includes securing meeting locations, managing participant communications and RSVPs, and preparing and ordering necessary materials and meals.
• Process reimbursements, credit card statements, and supporting receipts accurately and in a timely manner.
• Coordinate and process seminarian stipends accurately and in a timely manner in collaboration with the Office of Human Resources.
• Maintain and update the Office of Vocations website and recommend enhancements to its design and functionality.
• Collaborate with the Communications Office to enhance the Office of Vocations' digital presence, including managing social media content and posting events and related information on digital platforms and the intranet, ensuring regular updates as needed.
• Design and produce visually engaging promotional materials, including flyers, digital graphics, and social media content, using Canva and other design tools to support vocational initiatives and events.
• Assist with vocations-related and general Office of Vocations duties as assigned by the Director of Vocations.
• Develop and maintain working knowledge of the terminology and procedures of the Office of Vocations to effectively communicate messages, policies, and information.
• Maintain and manage the Office of Vocations calendar, scheduling events, workshops, presentations, and other key activities.
• Pick up, deliver, and distribute mail on a regular basis.
• Maintain office supply inventory and order materials as needed, exercising sound stewardship and cost-consciousness.
• Coordinate travel arrangements for seminarians and the Director of Vocations as needed.
• Participate in staff meetings, retreats, and other team-building and formation activities.
• Perform other duties as assigned by the Director of Vocations.

Qualifications:
• Associate degree and three (3) years of administrative experience in a customer service environment, or an equivalent combination of education and experience, required. Experience working in a Roman Catholic environment is required.
• Bachelor's degree and related experience working in a Church or diocesan environment, preferred.
• Willingness to learn and demonstrate a clear understanding of the Church's vision for vocations and its application within established processes and procedures.
• Excellent customer service skills, including the ability to maintain professionalism and composure in challenging situations, both in person and by phone.
• Strong time management skills, including the ability to manage multiple projects simultaneously.
• Ability to multitask while maintaining accuracy in a fast-paced environment with competing deadlines and minimal supervision.
• Knowledge of website content management systems and digital communication software.
• Proficiency in creating promotional materials, flyers, and social media content using Canva or similar graphic design platforms.
• Typing proficiency of at least 60 words per minute with 90% accuracy.
• Strong computer literacy, including the ability to effectively navigate online applications and search engines.
• Proficiency in Microsoft Outlook, Word, and Excel; working knowledge of PowerPoint and presentation software preferred.
• Strong spelling and grammar skills in both English and Spanish.
• Strong oral and written English communication skills, including a clear and professional speaking voice.
• Strong oral and written Spanish communication skills (required).
• Knowledge of the basic tenets of the Catholic Church and parish structures, and a demonstrated respect for and support of the mission and teachings of the Roman Catholic Church.
• Professional demeanor and modest appearance consistent with a Church environment.

To apply: Please submit resume with cover letter, addressed to Vocations Director, Reverend Milton Martinez Blass, at mmartinez@theadom.org and careers@theadom.org.
Subject line should read: Administrative Assistant, Office of Vocations.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.