Administrative Assistant - Dominican Province of St. Martin de Porres

Archdiocese of New Orleans • New Orleans, LA

1d • Onsite

About The Position

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.

Requirements

• 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.

Responsibilities

• Create and keep updated records in Airtable for inquirers and applicants to the novitiate.
• Maintain the database of campus ministries, parishes, and religious communities and advertise the Come & See Weekends.
• Update the registries in the Angelic Warfare Confraternity database.
• Facilitate organization and timely submission of application materials by maintaining frequent communication with each applicant and reviewing all submitted materials with the Director.
• Manage the mailing of materials for events and keep an updated inventory of said materials.
• Keep an updated registration spreadsheet for each Come & See Weekend.
• Prepare and submit in a timely manner all payment requests, including those for credit card payments, stipends, and reimbursements.
• Maintain records of all payment requests and assist, as needed, with budget preparation.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree