Part-Time Vocations/Student Center Administrative Assistant

Diocese of Beaumont•Beaumont, TX

3d•Hybrid

About The Position

The Office of Vocations and Lamar Catholic Student Center Administrative Assistant provide part-time administrative and organizational support to the Director of Vocations and the Director of Family, Marriage, and Youth. This role assists in managing events and communications, maintaining records, and supporting initiatives to foster vocations to the priesthood and religious life within the Diocese of Beaumont.

Requirements

Must be at least 21 years of age
Have a reliable means of transportation
Must provide a copy of valid driver’s license and proof of personal automobile insurance
Associate's degree or equivalent experience preferred.
At least 2 years of administrative support or managerial experience, preferably in a church or nonprofit setting.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
Familiarity with social media platforms.
Bilingual (Spanish) capabilities preferred.
A practicing Catholic leader who shows commitment to a parish and willingness to abide by the Code of Conduct (Appendix A. Code of Ethical Standards Pastoral Directives).
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of all sizes.
Ability to calculate figures and amounts such as discounts, interest, proportions, percentages.
Ability to perform math functions using units of American money and weight measurement, volume, and distance.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must have a current valid Texas Driver’s License
Must attend the Safe Environment Training and earn a certificate.
Understanding of Catholic Church ethics, traditions, procedures and organizational structures.
Able to organize and integrate the program of priestly formation.
Good public relations skills.
Computer knowledge with emphasis on Word processing software.
Able to utilize Excel, internet service and any required in-house programs (Parish Soft).
Ability to prioritize and plan well, flexible schedule, self-motivated, well organized, proper business appearance.

Nice To Haves

Bilingual (Spanish) capabilities preferred.

Responsibilities

Assist the Vocation Director with day-to-day administrative tasks, including scheduling, correspondence, filing, and handling phone inquiries.
Organize and manage vocation-related events, such as retreats, discernment programs, and promotional events.
Maintain an up-to-date database of discerners, inquiries, and key contacts; track communications and progress.
Draft, edit, and distribute communications related to vocations through newsletters, social media, emails, and other media.
Monitor expenses and assist in the preparation of the department's budget.
Work closely with parishes, schools, and other diocesan departments – as well as with the Texas 100 project and the Vocation Pathway initiative to promote vocation efforts.
Manage inventory and distribute vocation-related materials, such as pamphlets, posters, and prayer cards as requested.
Handle sensitive information, such as candidate applications and personal information, with the utmost confidentiality and discretion.
Ability to work with diverse groups of people
Organized and flexible
Able to work under pressure
Representative of the Bishop
Maintain good working relationships with co-workers and students
Maintain confidentiality of all materials
Able to multi-task and prioritize all work assignments
Ability to speak professionally to the public both in person and via telephone
Responsible for handling Reception/Front Desk duties and ability to respond to general questions
Receives and directs guests and visitors
Provide general clerical services as directed
Prepare Disbursement Requests in accordance with Diocesan and Department procedures
As directed, take and retrieve mail to and from Pastoral Center to do so:
Assist Coordinator of Campus Ministry with setting up for events
Assist with unlocking the center each morning, turning on the lights, adjusting the climate controls, reporting any maintenance requests to the Vocations Director/Director of the Office of Family, Marriage, and Youth, checking the Catholic Student Center mailbox