Diaconate Administrative Assistant - Pastoral Center

About the role

The Diocese of Palm Beach Pastoral Center is searching for a full-time Diaconate Administrative Assistant to support the mission of the Diocese.

Responsibilities

• Provide administrative support to the Episcopal Delegate for the Permanent Diaconate, including managing correspondence, telephone communications, filing systems, document preparation, and general office operations.
• Maintain accurate and confidential files for all permanent deacons serving within the Diocese.
• Create and maintain standardized procedures, templates, and workflows for processing requests related to faculties, transfers, incardination, changes in ministerial status, and other diocesan matters.
• Guide deacons and pastors through diocesan procedures related to faculties, transfers, and incardination.
• Prepare routine correspondence for the Bishop, Chancellor, or Episcopal Delegate regarding matters of the Permanent Diaconate.
• Coordinate the annual Permanent Deacons Retreat for deacons and their wives.
• Plan and coordinate the annual Feast of St. Lawrence Mass and Dinner.
• Monitor departmental expenditures through monthly budget reviews and quarterly audits.
• Aid in coordinating continuing formation opportunities and seminars for permanent deacons.
• Compile and submit annual reports to the Center for Applied Research in the Apostolate (CARA).
• Serve as a welcoming point of contact for pastors, deacons, spouses, and individuals seeking information about the Permanent Diaconate.
• Maintain regular communication with deacons and their wives throughout the Diocese.
• Review submitted information and provide recommendations to the Episcopal Delegate as appropriate.
• Maintain and update the Permanent Diaconate webpages, including the “Pray for Deacons” calendar and other diocesan resources.
• Provide administrative support to the Director and Assistant Director of Diaconate Formation.
• Maintain confidential formation records for candidates throughout all stages of the Diaconate Formation Program.
• Manage and maintain the formation database using Microsoft Excel and/or Microsoft Access.
• Receive, process, and track applications for admission into the formation program, ensuring completion of all required documentation, Safe Environment requirements, fingerprinting, and Protecting God’s Children certification.
• Collaborate with the Director and Assistant Director to plan and facilitate orientation sessions for new aspirants and their wives.
• Respond to inquiries from pastors, applicants, candidates, spouses, and others regarding the Diaconate Formation Program.
• Serve as liaison among pastors, seminary faculty, vendors, formation personnel, and candidates throughout the formation process.
• Coordinate the procurement and distribution of required formation materials and books for new aspirants.
• Assist in developing and maintaining the annual formation calendar.
• Draft routine correspondence for the Bishop and Director regarding formation matters.
• Assist in organizing and coordinating the annual meetings of the Committee on Admissions and Scrutinies.
• Coordinate retreats for candidates and their wives, including the annual canonical ordination retreat.
• Coordinate liturgical and logistical preparations for Evening Prayer, ordination rehearsals, ordination liturgies, receptions, and related celebrations in collaboration with the Bishop’s Office, Cathedral staff, and Formation Office.
• Assist with planning and coordinating formation sessions for candidates’ wives in collaboration with the Director and Assistant Director.
• Support the ongoing development of the wives’ formation program.
• Schedule psychological evaluations and other required assessments for formation candidates.
• Review candidate records and documentation for consultation with the Director.
• Compile and submit annual CARA reports related to Diaconate Formation.
• Maintain and update the Diaconate Formation section of the diocesan website.
• Monitor departmental expenditures through regular budget review and auditing.
• Exercise discretion and maintain strict confidentiality when handling sensitive personnel, clergy, and formation matters.
• Foster respectful, charitable, and professional relationships with clergy, religious, diocesan staff, parish personnel, formation candidates, deacons, their spouses, and the faithful.
• Support the evangelizing mission of the Diocese through faithful, organized, and service-oriented administrative ministry.

Qualifications

• Must be a practicing Catholic in good standing who understands and supports the mission, teachings, and values of the Catholic Church.
• Demonstrated knowledge of the Permanent Diaconate, including its ministry, formation, and role within the life of the Church.
• Strong organizational and administrative skills with the ability to effectively manage multiple priorities in a professional office environment.
• Excellent written and verbal communication skills, sound judgment, and a commitment to providing courteous and pastoral service to clergy, diocesan staff, parish personnel, and the faithful.
• Proficiency in Microsoft Office applications, including Word (mail merges and document templates), Excel (including advanced functions), Access databases, and Outlook.
• Ability to establish and maintain collaborative working relationships with the Bishop’s Office, diocesan departments, pastors, deacons, seminarians, formation candidates, spouses, parish staff, and representatives of outside organizations.
• Demonstrated ability to work independently, prioritize responsibilities, exercise sound judgment, and maintain attention to detail in a fast-paced environment.
• Proven ability to maintain strict confidentiality and exercise discretion in handling sensitive personnel, clergy, and diocesan matters.
• Possession of a valid driver’s license, reliable insured transportation, and the ability to travel throughout the Diocese of Palm Beach as needed.
• Commitment to supporting the evangelizing mission of the Diocese through professional, faith-filled service and a spirit of collaboration.

Physical Requirements

• Occasional light lifting and carrying of under 15 pounds
• Occasional moderate carrying and lifting of 15 – 44 pounds
• Frequent use both hands and fingers (i.e. typing)
• Frequent extended periods of sitting
• Occasional periods of standing, kneeling and climbing
• Occasional ability of minimal hearing (i.e. driving) and routine hearing (i.e. listening to others in conversation)
• Occasional time spent working closely with others