Administrative Assistant - Dominican Province of St. Martin de Porres

About the role

The Administrative Assistant for the Office of Vocations supports the vocation promotion program of the Dominican Province of St. Martin de Porres. This role involves managing the Vocations Tracker database in Airtable, assisting applicants with the novitiate application process, distributing vocation materials, and providing other relevant assistance to the Director. The position is part-time, requires in-person staff interaction, and reports to the Director of Vocations.

The Order of Preachers (Dominicans) is a Roman Catholic religious Order established in 1216. The Dominican Friars of the Province of St. Martin de Porres have served the Southern United States since 1979, committed to proclaiming God’s Word in various settings.

Responsibilities

• Database Management
  • Create and maintain updated records in Airtable for inquirers and applicants to the novitiate.
  • Maintain a database of campus ministries, parishes, and religious communities, and advertise Come & See Weekends.
  • Update registries in the Angelic Warfare Confraternity database.
• Assist in the Application Process
  • Facilitate organization and timely submission of application materials through frequent communication with applicants.
  • Review all submitted materials with the Director.
• Organization of Materials and Events
  • Manage the mailing of materials for events and maintain an updated inventory.
  • Keep an updated registration spreadsheet for each Come & See Weekend.
• Fiscal Assistance
  • Prepare and submit payment requests for credit card payments, stipends, and reimbursements in a timely manner.
  • Maintain records of all payment requests and assist with budget preparation as needed.

Requirements

• Strong and demonstrated interest in serving the mission of the Dominican Province of St. Martin de Porres, particularly its vocation promotion program.
• Advanced written and oral communication skills.
• A degree or previous work experience in database management.
• Proficiency in Microsoft Office Suite, Airtable, and other communications-related software.
• Dependable, trustworthy, and highly organized.