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Website Catholic Diocese of Dallas Catholic Diocese of Dallas

Catholic Diocese of Dallas

General Summary of the Position

Responsible for all administrative functions in the Office of Vocations. Primary communicator of telephone, email and general correspondence. Involved with confidential matters necessitating discretion (seminary applicants and seminarians). Duties contain frequent new and varied work situations. Professionalism and promptness are necessities in this position. Responsible for administrative support for the Director of Seminarians and the Director of Vocations.

Essential Duties and Responsibilities of the Position

Vocations Office聽

路聽聽聽聽聽聽聽聽 Be committed to living a life of discipleship as a Catholic who has encountered Jesus in a personal way.

路聽聽聽聽聽聽聽聽 Accept all the teachings of the Catholic Church and live in conformity with them.

路聽聽聽聽聽聽聽聽 Strive for ongoing personal growth as a disciple and ongoing professional development.

路聽 聽 聽 聽 聽Process general and confidential correspondence.
路聽 聽 聽 聽 聽Responsible for coordinating correspondence relating to Office of Vocation with Parishes, Parish Vocation Committees and Serra Clubs.
路聽聽聽聽聽聽聽聽 Collaborate with both the Director of Vocations and Director of Seminarians for all vocation and seminarian events.

路聽聽聽聽聽聽聽聽 On occasion, assist the Clergy Office and the Vicar for Clergy in organizing and communicating clergy events.

路聽 聽 聽 聽 聽Perform all other such duties as the Director of Vocations and Director of Seminarians may assign that are not listed below.


Assistant to Director of Seminarians

– Maintain confidential files for incoming and present seminarians.
– Maintain safe environment documentation on seminarians.

– Update background checks on present seminarians.
– Work with Business Office on setting up monthly stipends for seminarians.
– Work with Human Resources on setting Seminarians up with insurance benefits.
– Liaison between Human Resources and Seminarians regarding ExponentHR setup.
– Assist Director of Seminarians to compile and track annual budget for Education of Seminarians.
– Order and maintain office supplies, as approved by Director of Seminarians.
– Process invoices and check requests relating to Education of Seminarians; medical, tuition, room and board, psychologists and other requests requiring payment.
– Coordinate correspondence with RSVP Chairman of the Knights of Columbus and maintain record of scholarships awarded to seminarians.
– Work with Director of Seminarians and seminarian(s) on Rite of Candidacy, Transitional Diaconate ordinations and Priesthood ordinations (i.e. required documentation, receptions, invitations, etc.).
– Assist Director of Seminarians with arrangements for Seminarian Convocation (i.e. coordinating speakers, photographer, meals, and prepare materials)
– Coordinate Seminarian Formal Dinners during Convocation and for Christmas (i.e. location, caterer, and environment).
– Provides administrative support for Pre-Ordination Formation Board.
– Prepares ordinand portfolios that are presented to the Personnel Board before presbyteral ordination.
– Coordinate servers (seminarians) for Episcopal and Diocesan Masses as requested by the Worship Office.


Assistant to Director of Vocations

– Assist the Director of Vocations (and Associate Director for Women) with the promotion and coordination of Vocation Awareness programs (St. Andrew Dinners, Marian Dinners and Discernment Groups).
– Assist the Director of Vocations in coordinating speaking engagement visits with parishes and youth directors.
– Responsible for ordering and maintaining vocation resources and supplies for distribution.
– Order and maintain office supplies, as approved by Director of Vocations.
– Assist Director of Vocations with arrangements for Seminarian Summer Propaedeutic Program
– Liaison between Office of Vocations and Serran鈥檚 Vocation Awareness Program Committee.
– Assist Director of Vocations to compile and track annual budget for Office of Vocations.
– Process invoices and check requests for the Office of Vocations.
– Coordinate with Webmaster announcements and events to promote on the Office of Vocations website with Director of Vocations approval.
– Provide administrative support for Vocation Admission Board.
– Responsible for keeping up with application documentation for prospective seminarians.
– Process background checks on all prospective seminarians.


Position Requirements

聽Knowledge, Skills and Abilities:

– Good organizational and communication skills
– Proficiency in Microsoft Word, Outlook, Excel, PowerPoint, Access
– Bilingual in English and Spanish is preferred
– Strong interpersonal skills

Education and Experience:

5-7 years of experience in administrative work
Special Requirements:

– Ability to maintain high degree of confidentiality
– Knowledge of Catholic faith, parishes and priests of the Diocese of Dallas
– Working knowledge of Catholic Church structures
– Work Monday through Friday with some additional weekend hours as necessitated
Physical Requirements Specific to the Job:

路聽聽聽聽聽聽聽聽 N/A



This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas 鈥 Pastoral Center.


The Diocese of Dallas 鈥 Pastoral Center reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee鈥檚 at-will employment status.

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