The Administrative Assistant provides support to the Director of the Vocations Office (VO) of the Archdiocese of Vancouver and supports all administrative, communication and event planning functions of the office. The incumbent is the primary contact and “face” of the VO and the critical link between the Director and the seminarians, applicants, and discerners. As the first point of contact, it is imperative that the incumbent carries out all duties in a professional, hospitable, and efficient manner.

Responsibilities

The Administrative Assistant is responsible for such duties as:

1. Performing general administrative functions, such as:

• Responding to phone, mail and e-mail inquiries;
• Maintaining the VO database, files and records;
• Maintaining the VO calendar and scheduling various meetings for the Director;
• Processing deposits and expense claims;
• Tracking all formation activities including non-academic components;
• Coordinating Vocations Advisory Committee meetings as well as interviews for prospective seminarians;
• Serving as non-voting secretary to the Vocations Advisory Committee, preparing all documentation;
• Assisting and supporting the Director with new initiatives and efforts to promote vocations.

2. Communication:

This role is responsible for proactively managing formal office communications through:

• Assisting with assembling content and updating the Vocations website and social media platforms;
• Assisting with the compilation of the newsletter for donors and supporters;
• Collaborating with the Communications Office to develop posters and other materials to promote vocations and events;
• Drafting email communication to priests, deacons, sisters, parishes, schools, seminarians on behalf of the Director;
• Preparing and sending thank you and seasonal cards.

3. Event Planning:

This role is responsible for planning, managing and executing all Vocations Office events through:

• Finding and booking appropriate venues;
• Coordinating with external third parties such as venue, caterers, florists, and other suppliers;
• Coordinating and managing volunteers to ensure appropriate human resources for events and other office activities;
• Ensuring the smooth operation of all events from set-up to take down.

Desired Skills and Experience

• Personal commitment and dedication to promote and foster vocations especially to the priesthood;
• Excellent organizational skills with the ability to work independently, to track projects, and meet deadlines;
• Ability to display a high level of professionalism, tact, judgment and discretion working in a confidential and sensitive environment;
• Ability to work independently without onsite supervision;
• Exceptional communication skills, both verbal and business writing skills;
• Superior time management and multitasking skills, initiative in problem solving without frequent supervision, with the ability to identify issues requiring the Director’s attention.

Working Environment

• This is a 3-day per week position. Flexibility in schedule may be required infrequently to accommodate office requirements, additional days, weekend, and evening work.
• Excellent benefits package including pension plan.
• This is a permanent part-time position.

Please submit a résumé and cover letter with “Administrative Assistant- Vocations Office” in the subject line to:

Human Resources Office

Roman Catholic Archdiocese of Vancouver 

Email: [email protected] 

Website: www.rcav.org/employment

 Thank you for your interest; only shortlisted candidates will be contacted.