Vocations Office Assistant

POSITION SUMMARY:

The Vocations Office Assistant performs as an ecclesial minister in support of the Diocese’s mission to whom the Vocations Director entrusts the responsibilities of the Vocations Office. This position aids the Vocations Director in the fostering and on-going support of vocations to the priesthood and religious life in the Diocese of Boise. This position provides key office support to the Vocations Director in his vocations work. Other duties may be assigned as needed.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Must have a working knowledge of and a strong commitment to the mission of the Diocese of Boise and be a practicing Roman Catholic in full communion with the Church.

• Does not espouse any doctrine inconsistent with the teachings of the Roman Catholic Church.

• Working knowledge of the systems, structures, and teachings of the Catholic Church.

• Advanced knowledge of English grammar, letter writing, and business correspondence.

• Knowledge of required clerical procedures: typing, word processing, filing.

• Demonstrated proficiency with various computer programs such as Microsoft Word, Outlook, Excel and Publisher. Familiarity with website and social networking is also important.

• Demonstrated organizational skills. Strong attention to detail.

• Knowledge of bill processing, banking, and record keeping.

• Strong telephone and email etiquette skills.

• Knowledge of diocesan organizational procedures and precedents.

• Strong organizational and planning skills. Ability to coordinate schedules.

• Flexibility and capacity to multi-task on a variety of projects. Ability to prioritize tasks.

• Desire to work cooperatively and collaboratively with clergy, religious, co-workers, supervisors, and the general public.

• Skill in gathering information and conducting research as needed or requested.

• Familiarity with issues that might arise in the vocations office.

• Ability to travel as needed and/or requested.

• Ability to meet qualifications of parish and diocesan safe environment policies and successfully pass a criminal background check.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintain schedule of seminarian’s current locations, assignments, and contact info, including list of possible candidates for discernment and seminary training.

• Support candidates throughout the seminary application process. Arrange psychological evals and work closely with the seminaries to coordinate and submit applications.

• Maintain regular communication with seminarians and seminaries.

• Ensure the vocation director has a current Letter of Good Standing on file with each seminar, or for other travel, where required.

Financial

• Process seminarian and general donations and with finance department.

• Help Vocations Director prepare the annual budget.

• Prepare and send “thank you” acknowledgements to donors.

• Prepare and submit bills, reimbursements, and seminary financial billings for timely processing of payment with finance department.

• Prepare the monthly seminarian stipend report for the Diocese.

• Coordinate reimbursements for Vocations Director and seminarians.

• Coordinate KC financial support for seminarians.

Office Organization

• Answer and screen calls.

• Create email distribution lists, Excel spreadsheets, and reports as needed/requested.

• Schedule appointments for vocation director, as needed.

• Generate and type correspondence for the Vocations Director.

• Make flight and travel arrangements for Vocation Director or seminarians, as needed.

• Maintain all seminarian files and vocations office records. Archive files off-site.

• Oversee inventory of office supplies and vocation materials. Order as needed.

• Manage paperwork for vocation events: seminary visits, wilderness camp, etc. Retain records of minor youth attendees of diocesan vocation events.

• Prepare fundraising mailings and activities.

• Receive and distribute all mailed correspondence. Prepare all bulk mailings.

Communications & Vocations Promotion

• Provide support during diocesan events at the vocations exhibit table. Work closely with event organizers.

• Identify updates needed on the websites and assist with social networking, if needed.

• Work with parish-based vocation committees and organizations that desire to communicate with and support seminarians. Provide vocation promo materials as requested.

• Promote vocation-related events: seminary trips, camps, annual golf tournaments, etc.

• Maintain promotional materials supply including informational brochures, books, prayers cards, etc. for the vocations kiosk at St. Paul’s Student Center, BSU.

• Post vocation news and announcements in the weekly diocesan Dispatch.

• Act as contact between: Director and seminarians, as needed; Director and organizations: KC’s, CCW, Serra Club, Cathedral Vocations Seekers, etc.; Director and ICR; Director and finance office; Director and seminaries

Knights of Columbus

• Determine annual seminarian assignments to state councils and assemblies.

• Prepare and mail the annual Knights of Columbus seminarian assignment letters with bios. Send departure letters when a seminarian leaves formation.

• Maintain ongoing communication with the Knights of Columbus on behalf of the seminarians, including regular contact with the various Councils.

• Assist councils with the seminarian sponsorship program, including record keeping of all incoming support donations. Process support donations with the finance department.

• Notify seminarians when support checks are received and provide them with the mailing address to send their thank you cards.

QUALIFICATIONS:

Education and Experience

• High school education or equivalent.

• Successful experience in administrative, secretarial, or clerical positions.

Additional Qualifications

• Good interpersonal skills; friendly and welcoming towards people.

• Strong attention to detail.

• Ability to be flexible.

• Capacity to work well with a wide range of personalities.

• Must maintain a high level of confidentiality (Oath of Confidentiality required).

• Preferred bilingual skills.

Working for the Diocese of Boise offers:

MEANINGFUL WORK ▪ SERVICE ORIENTED AND RESPECTFUL WORK ENVIRONMENT ▪ WORK-LIFE BALANCE ▪ PAID HOLIDAYS ▪ DAILY MASS ▪ FREE TUITION FOR YOUR CHILDREN ENROLLED IN OUR DIOCESAN SCHOOLS ▪ GENEROUS BENEFITS, INCLUDING MEDICAL/DENTAL/VISION INSURANCE, VACATION TIME, PENSION PLAN, 403(B) RETIREMENT PLAN AND MORE…