Part-Time Vocations/Student Center Administrative Assistant at Diocese of Beaumont

Beaumont, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Jan, 26

Salary

0.0

Posted On

08 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Event Coordination, Database Management, Communications, Budget Assistance, Collaboration, Resource Management, Confidentiality, Organizational Skills, Public Relations, Clerical Services, Bilingual, Microsoft Office Suite, Google Workspace, Problem Solving, Time Management

Industry

Construction

Description

Description 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 SPECIFIC TO VOCATIONS • Administrative Support: Assist the Vocation Director with day-to-day administrative tasks, including scheduling, correspondence, filing, and handling phone inquiries. • Event Coordination: Organize and manage vocation-related events, such as retreats, discernment programs, and promotional events. • Database Management: Maintain an up-to-date database of discerners, inquiries, and key contacts; track communications and progress. • Communications: Draft, edit, and distribute communications related to vocations through newsletters, social media, emails, and other media. • Budget Assistance: Monitor expenses and assist in the preparation of the department's budget. • Collaboration: 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. • Resource Management: Manage inventory and distribute vocation-related materials, such as pamphlets, posters, and prayer cards as requested. • Confidentiality: Handle sensitive information, such as candidate applications and personal information, with the utmost confidentiality and discretion. SPECIFIC TO CATHOLIC STUDENT CENTER • 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: • 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 • 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 SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. EDUCATION and/or EXPERIENCE 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). LANGUAGE SKILLS 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. MATHEMATICAL SKILLS 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. REASONING ABILITY 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. CERTIFCATES, LICENSES, REGISTRATIONS Must have a current valid Texas Driver’s License and must attend the Safe Environment Training and earn a certificate. OTHER QUALIFICATIONS 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. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, and climb stairs. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, typical of an office with computers and printers. This position is twenty hours per week for Vocations and five hours a week for the Catholic Student Center. Occasional evenings and weekends for events may be required. Some travel may be required within the Diocese for events and meetings.

Responsibilities

The Administrative Assistant provides part-time administrative and organizational support to the Directors of Vocations and Family, Marriage, and Youth. Responsibilities include managing events, maintaining records, and fostering vocations within the Diocese of Beaumont.