Administrative Assistant to the Rector

Administrative Assistant To The Rector

The Administrative Assistant to the Rector assists the Rector by providing clerical support, maintaining a reliable information management system, and executing administrative duties on his behalf. The Administrative Assistant performs such additional duties as the Rector may assign.

Essential Duties and Responsibilities :

• Coordinating Admissions - Coordinate Admissions process and main point of contact for men discerning the priesthood who have been assigned by their bishop to attend Mount St. Marys Seminary.
• Schedule Admissions Committee meetings and review of admissions files by Admissions Committee members.
• Notify Admission Committee members of changes in status of seminary applicants files.
• Notify vocation director / applicant of missing information.
• Input data onto Workday, Slate, and Jenzabar 1 database and several statistical files, and maintain various lists used by the Seminary and University community.
• Produce nametags for each of our current seminarians and members of faculty and staff on an annual basis as needed.
• Co-produce New Men Photo Directory and Seminarian Directory.
• Send Rectors Acceptance Letter and Acceptance Packet.
• Provide clerical assistance to the Vice Rector and Coordinator of Human Formation.
• Manage the required fingerprinting background checks and implementation of Archdiocesan required child protection online training.
• Provide assistance to seminarians in getting their medical requirements for on-campus living met.
• Maintaining seminarian personal files - Maintain highly active, confidential paper files on each of our current seminarians, plus men who have left the seminary.
• Maintain confidential e-binders on One Drive for each of our current seminarians which contain counseling information, Formation Advisor Reports, Seminarian Final Evaluations, Monthly Formation Record, Admissions Committee Observations, Peer Composite Evaluations, Formation Team Minutes, canonical paperwork and other confidential information.
• Assisting the Formation Program - Assist Coordinator of Human Formation with organizing information for Seminary Formation Program.
• Assist in the establishment of the formation calendar for the academic year.
• Schedule Formation Team One and Formation Team Two meetings, produce running minutes for each class, and take minutes on an as needed basis.
• Manage the selection process of new Formation Advisors on an annual basis.
• Coordinate the electronic production of Formation Advisor Reports (FARs), Seminarian Final Evaluations (SFEs), and Monthly Formation Record.
• Coordinate the visits of the Vocation Directors to the Seminary including their meeting with the Rector, Vice Rector and the formation advisors of the seminarians.
• Prepare bulk mailings to be sent to dioceses regarding priesthood, diaconate, acolyte, lector and candidacy candidates.
• Prepare rectors testimonials and rectors observations concerning diaconate, priesthood, acolyte, lector and candidacy candidates.
• Prepare materials for several dioceses whose canonical schedules are different than ours.
• Prepare and distribute appropriate packets to seminarians as they progress through their canonical ministries.
• Coordination of arrival of several foreign students and provide assistance with the numerous irregularities that present themselves as a student transitions from one culture to another.
• Coordinating Scholarships - Maintain financial and recipient information on an annual basis.
• Notify seminarian and his bishop and vocation director of receipt of scholarship monies and coordinate thank you letters for scholarships.
• Coordinate communication regarding Ancient Order of Hibernian Scholarship, Western Catholic Union and Knights of Columbus Scholarships.
• Maintain Archive and Record keeping which includes all individual seminary alumni files, manage the seminar archives / records room, handle correspondence and answer inquiries when necessary, and enter Ministries and Orders into Master Roll book.
• Various clerical duties - Interface with many other offices on campus, providing up to date information on our seminarians to numerous offices on campus such as key return and parking stickers.
• Assist the Rector in sending Christmas cards.
• Provide clerical assistance to Seminary faculty and Seminary counselors.
• Photocopying, answering phone (main seminary line), retrieving information and mailing, scanning.
• Provide clerical assistance to Executive Assistant to the Rector and other Seminary personnel.
• Assist in maintenance of Seminary Guest Room register.
• Update bulletin board on an as-needed basis.
• Upkeep of rector and vice rector calendars.
• Assist in the ATS and CARA reporting process.
• Other duties - Coordinate or assist with extra activities on an as needed basis such as, Annual Fr. Darin Didier Run for Life, Vianney Soccer Tournament, Counseling, NCDVD Convention, NCEA Convention, leftover Flex Dollars at the end of the year, and American Red Cross Blood drives on campus.
• Act as liaison between seminarians and local community such as Mother Seton School, Daughters of Charity.
• Coordinate the seminarians to receive the required Flu Shot.
• Count and report on donation boxes located in St. Bernards Chapel, on donations to DuBois Barbershop - Catoctin Pregnancy Center Fund, the Bar Jonah Coffee Bar money and the Pepsi money in conjunction with the house job assigned to the soft drink machine.
• Report work orders / maintenance problems to Physical Plant personnel.
• Assist in coordinating of guest visits to the seminary.
• Handle various requests for priests, including Mass coverage, help with confessions, retreats, etc.
• Responsible for coordination of fingerprinting of seminary priest faculty.

Job Requirements : Education, Experience and Skills :

Skills, Knowledge and / or Abilities :

Salary / Hours / Benefits Minimum Pay Rate