Vocations Administrative Assistant and Social Media Manager

SUPERVISOR

Fr. Samuel Hakeem, O.P., Promoter of Vocations, who reports to the Prior Provincial of the Province of St. Albert the Great

BASIC FUNCTIONS

Assist the Promoter of Vocations with in-office, administrative tasks, including preparing and sending mail, coordinating projects, assisting with vocations events, and preparing candidate files. Regularly update the province vocations website. Manage and coordinate posts for all vocations social media accounts.

DUTIES AND RESPONSIBILITIES

• Assist with administrative duties in the vocations office, including:
  • Prepare materials to be mailed, in both a bulk and an individual basis
  • Organize admissions files of applicants to the Dominican Friars
• Act as in-office vocations personnel when the Promoter of Vocations is on the road:
  • Answer and forward phone calls, emails, other contacts
  • Handle incoming and outgoing mail
  • Pack and prepare for upcoming events and vocations visits
• Assist with coordinating and logistics for events, including:
  • FOCUS Seek annual conference
  • Come and See discernment weekends
  • Other vocations fairs and campus visits
• Assist with communication with vocations candidate contacts:
  • Entries on the Zoho CRM vocations database
  • Occasional contact with vocations candidates, applicants, and postulants via email and phone
• Design, schedule, and post on vocations social media accounts (Facebook, Instagram) to highlight significant days in the Dominican Order and the Church and to highlight important vocations and province events
• Website design, maintenance, and updates for opvocations.org
• Assist with designing promotional materials including posters, stickers, brochures, prayer cards, and any other items used for promotional purposes
• Occasional out of town travel to vocations events (approximately three trips per year)
• Assistance with larger province projects and events, including assemblies, ordinations, professions, and galas
• Assist with receptionist duties (answering the door, receiving mail, handling Shrine purchases) when the Business Office Associate is absent

JOB SPECIFICATIONS

Education required: BA or BS in Communications, Administration, or related discipline, or the equivalent combination of education and experience, as well as specialized training in a wide range of administrative and communications disciplines

Education preferred: Graduate studies in Communications, Catholic Theology or Ministry

Experience required: Will consider a new graduate with the proper skill set

Experience preferred: 2-plus years of professional level administrative and/or social media management experience

Skills required: Ability to communicate clearly and effectively both verbally and in writing, competence with organization and file management, basic applications of Microsoft Word, Excel, and Outlook, Adobe Acrobat, Wix website platform, competencies in social media best practices, proper handling of confidential and sensitive information, and a willingness to adapt and learn new skills as needed

Skills preferred: Creativity and competence in graphic design using Adobe Photoshop, Illustrator, InDesign, Premiere Pro, and Express

Other required: A practicing Catholic with fundamental understanding of Catholic religious vocations and vocational discernment, an understanding of employment for the Dominican Friars as ministry