Administrative Assistant - Office of Vocations and Seminarians

The Administrative Assistant provides comprehensive administrative, operational, and project support to the Office of Vocations and Seminarians. This role ensures effective coordination across diocesan offices and supports diocesan initiatives, communication, and event planning.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Vocations and Seminarians This role serves as the first point of contact for individuals inquiring about vocational discernment to priesthood or religious life. It responds to initial inquiries, answers questions, and offers guidance with warmth, clarity, and pastoral sensitivity, while ensuring that all messages and substantive inquiries are promptly forwarded to the Director of Vocations. In addition, this role supports the work of the Director of Seminarians by assisting in the accompaniment and guidance of seminarians in priestly formation, helping to facilitate communication, coordinate schedules and meetings, maintain appropriate records, and provide general administrative support that fosters continuity, attentiveness, and care in the formation process. Draft and prepare letters, memos, emails on behalf of Directors Travel arrangements for Directors and/or Seminarians Prepare check requests and reimbursements for Directors and Seminarians Reconcile receipts with credit card statements Distribution of vocation promotion material such as seminarian's poster Provide ancillary support for vocation-promotion initiatives (e.g., distribution of promotional materials and event coordination). Assist with organization of retreats and other events o Can include organizing catering, lodging, set-up Assist and guide candidates applying for acceptance as a seminarian o Send application packet to candidate o Receive completed application and any supporting documentation Assist and guide new seminarians with their seminary application process o Work together with Seminary to ensure the seminarian submits all required information and that the overall process is as smooth as possible Purchase textbooks for seminarians Maintain Seminarian files Update website and social media pages, as needed Assist Vocations Director in production and dissemination of invitations, posters, and promotional materials as needed. Order Office Supplies

QUALIFICATION REQUIREMENTS

Fully initiated, practicing Catholic who fully adheres to the teachings of the Catholic Church. Must be able to execute all responsibilities with sensitivity, empathy, and patience. Employment is contingent upon applicants satisfactorily passing criminal background and reference checks. Completion of Safe Environment Training-Protecting God's Children is required upon hire. Must have a clean driving record, current valid Texas Driver's License, reliable transportation, and valid vehicle insurance.

EDUCATION AND EXPERIENCE

High school diploma or equivalent required; higher education preferred. Three (3) to five (5) years administrative support experience.

KNOWLEDGE, SKILLS, AND ABILITIES

Manage confidential information with the highest level of discretion. Strong organizational and time-management skills. Excellent communication and interpersonal abilities. Professionalism, discretion, and ability to maintain confidentiality. Proficiency in Microsoft Office Suite. Ability to multitask and work independently. Strong written and verbal communication skills. Ability to manage multiple priorities. Strong attention to detail.

SALARY:

To commensurate with experience.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be provided to enable employees with disabilities to perform the essential functions of their job. While performing the duties of this job, employees must be able to talk, hear, and see. They must have the ability to observe details at close range and be able to communicate and exchange accurate information so others will understand. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. The employee is regularly required to stand, sit, walk, use hands/fingers to handle or feel. Employees must be able to remain in a stationary position 50% of the time. Occasionally they will need to move around in the office and position themselves to access or maintain files in filing cabinets, or to operate office machinery, etc. They will constantly be operating a computer, calculators, copiers, printers, or scanners, etc. The employee must be able to climb stairs or step ladders. Employees must be able to stoop, kneel, or crouch to position self to maintain files from filing cabinets, etc. Employees must be able to carry, lift and/or move up to ten pounds and occasionally carry, lift, and/or move up to twenty-five pounds.

WORKING CONDITIONS

The working conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position is full-time, averaging 40 hours per week. Primarily works in an office environment, using computers and other standard office equipment. The noise level is usually moderate. The work environment can be dynamic with frequent interruptions. Employees may undergo stressful situations due to the nature of their work. The Diocese fleet vehicles are available for employees. If no fleet vehicle is available for use on a given day, the use of personal vehicles with mileage reimbursement is available for diocesan business use. Working hours : Monday through Friday; 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m. Rest breaks (15 minutes): 10:00 a.m. and 3:00 p.m.

Lunch Hour:

12:00 noon to 1:00 p.m.

Job Type:

Full-time Pay:

From $13.00 per hour

Benefits:

Dental insurance Health insurance Health savings account Life insurance Paid time off Parental leave Retirement plan Application Question(s): Have you previously worked in a Catholic diocese, parish, chancery, or faith‑based organization in an administrative or executive support capacity? Are you professionally fluent in Spanish and English (reading, writing, and speaking)? Have you handled highly confidential information related to clergy, personnel, financial, or diocesan governance matters with discretion and professionalism? Are you comfortable working directly with bishops, priests, deacons, and diocesan leadership in a hierarchical environment that requires professionalism, diplomacy, and respect for ecclesial protocol? Have you managed complex calendars, meetings, and scheduling for one or more senior leaders, including preparation of agendas, materials, and follow‑up documentation? Are you able to draft, edit, and format formal correspondence, memoranda, and communications on behalf of diocesan leadership with minimal supervision? Do you have experience coordinating logistical and administrative support for events such as trainings, retreats, assemblies, or large meetings (e.g., scheduling, materials, vendors, hospitality)? Are you proficient in Microsoft Word, Excel, PowerPoint, Outlook, Teams, Zoom, and Adobe Acrobat, and able to learn diocesan systems as needed? Are you willing and able to successfully complete a criminal background check, Safe Environment (Protecting God's Children) training, and meet diocesan transportation requirements (valid driver's license and insurance)? I acknowledge that this position requires absolute confidentiality, professionalism, and fidelity in supporting diocesan leadership, clergy administration, and diocesan governance. Please indicate yes or no if you acknowledge and agree. Are you able to work full‑time on site and accommodate occasional evening hours, diocesan events, or schedule changes to support the Office of Vocations and the Office of the Permanent Diaconate? Do you have at least three (3) years of administrative experience supporting senior leadership?

Work Location:

In person