Administrative Assistant for Priestly Vocations and Continuing Education for PriestsDiocese of Grand Rapids

POSITION TITLE: Administrative Assistant for Priestly Vocations and Continuing Education for Priests
REPORTS TO: Director of Priestly Vocations (primary), Director of Continuing Formation for Priests
LOCATION:  Onsite at the Diocese of Grand Rapids, MI
HOURS & FLSA STATUS: 35-40 hours per week, non-exempt

Do you love making people feel welcome, bringing people together, and helping things come together behind the scenes? This is a wonderful opportunity for someone who enjoys variety, connecting with others, and making a positive difference through their work. From welcoming visitors and coordinating events to supporting the important work of our priests and seminarians, you’ll play a meaningful role in serving the Church and supporting its mission. Your organizational skills, warm personality, and willingness to help will contribute to a welcoming and supportive environment for those who serve our diocesan community. If you’re looking for a role where your talents and gifts can make a difference, we’d love to have you apply!

SPECIFIC DUTIES:

Hospitality

Provide a warm welcome to those who call or visit the office, clarify their needs and work to resolve or create solutions.

Administrative Support

• Performs general administrative duties including taking messages, scheduling rooms, making copies, proof reading, etc.
• Manages various databases and prepares mailings.
• Processes invoices and check requests, and stipends.
• Manages and purchases necessary supplies.
• Substitute for the Executive Secretary to the Bishop as needed.

Event Coordination and Support

• Create and manage event registrations (mail, phone, e-mail and walk-in, online).
• Prepares and coordinates event materials and handouts for conferences (folders, name tags, presentation materials). Registration and follow-up.
• Provides logistical preparations (room arrangements, off-site locations, set up catering, clean up)
• Process evaluations for scheduled events.
• Process incoming and outgoing payments.
• Maintain ongoing project files.
• Process reimbursement requests for guest speakers and presenters.
• Arrange catering and menu planning.

Office of Priestly Vocations Support

• Maintain discerner and confidential seminarian database files.
• File and record expenditures, check requests and other pertinent documentation.
• Prepare annual seminarian handbook, annual National Vocation Awareness Week Materials, and other written materials promotion vocations in collaboration with the director.
• Make travel arrangements, especially transportation and accommodation, for Director.
• Manage the registration, presentation materials and logistics for programs, workshops and seminarian retreats.
• Design and prepare materials for promoting priestly vocations in collaboration with director.
• Prepare and distribute memos and letters as needed by the director.
• Plan meals for discernment meetings and correspondence with discerners on meeting information.
• Process and manage applications for sponsorship in seminary formation
• Assist Director in maintaining regular and direct communications with seminary administration and staff, seminarians, pastors/parish administrators, regarding the various stages of formation
• Coordinate with Offices of the Bishop and for Worship and Cathedral of St. Andrew staff for diaconate and priesthood ordinations as necessary
• Assist Director in maintaining regular and consistent communication (email, phone, etc.) with seminarians

Office of Continuing Formation for Priests Support

• Maintain database of attendance of priests at convocation or other gatherings sponsored by the Office.
• Assist the Director in planning, coordinating and executing the annual Convocation of Priests.
• Assist the Director in planning, coordinating and executing Clergy Days, Days of Recollection, and any other events sponsored by the Office
• File and record expenditures, check requests and other pertinent documentation.
• Design and prepare flyers, registration materials and mailings.
• Manage the registration, presentation materials, and logistics for programs, workshops, conferences, and retreats.
• Prepare memos and letters as needed by the director.

Other duties, as assigned.

QUALIFICATIONS:

• Fluency in English in both spoken and written word is necessary
• Three to five years of experience in an office setting, ministry experience and a degree in a related field desired
• Excellent secretarial, clerical, computer, event planning and organizational skills with high competency in MS Office Suite, Sharepoint, and internet navigation
• Ability to relate to a wide range of diverse cultures and to work independently
• Excellent communication, interpersonal, customer service and collaborative abilities
• Detail-oriented with ability to schedule and prioritize projects among multiple supervisors
• Discretion required: must be able to process and maintain confidential information
• Knowledge of office equipment
• Practicing Roman Catholic with broad knowledge of Catholic teaching. A familiarity with the parishes of the diocese is desirable.
• Strong commitment to ongoing spiritual, personal and professional development
• Must have flexibility to accommodate the scheduling needs of the office including occasional overnight travel.

TO APPLY

Please send a cover letter and resume to: [email protected]