Administrative Assistant

Administrative Assistant
Published: 03/09/2026

The Office of Vocations, located at the Archdiocesan Pastoral Center in Miami Shores, Florida, is seeking a full-time Administrative Assistant to support the activities of the Archdiocese of Miami Office of Vocations in its mission to Encounter the Living Christ through the promotion and support of priestly vocations. This position provides administrative and project management support to the Director of Vocations and plays an essential role in the effective development and formation of priestly vocations.

Primary duties include answering phones and responding to email inquiries, scheduling meetings, data entry, filing, preparing correspondence, providing customer service, and following up on requests related to Office of Vocations policies, procedures, and programs. The Administrative Assistant performs all duties and responsibilities in alignment with the mission, vision, and values of the Catholic Archdiocese of Miami.

Schedule: Monday – Friday, 8:30 A.M. to 5:00 P.M. Occasional evening and weekend hours as needed for events and programs.

• Provide exemplary customer service to employees, seminarians, prospective candidates, clergy, parish personnel, and others who contact the Office of Vocations by phone, email, or in person by directing them to the appropriate parties, answering basic questions regarding Office policies and procedures, and documenting concerns for escalation to the Director.
• Compile and accurately maintain Archdiocesan Office of Vocations records, including seminarian files and correspondence, expense reimbursement and check requests, and other interoffice documentation.
• Maintain the strictest confidentiality in accordance with Office of Vocations policies and procedures, as well as applicable laws and security requirements.
• Update records as needed.
• Create, compile, and maintain accurate and accessible files for seminarians and applicants; coordinate the transfer of information to and from seminaries; and assist seminarians with background check requirements.
• Create and maintain a database of seminarians of the Archdiocese of Miami, including electronic files, and ensure the accurate and timely distribution of information to relevant Archdiocesan offices.
• Accurately compose, format, and prepare correspondence, reports, bulletins, memoranda, meeting minutes, and other requested documents.
• Assist in the development of presentations.
• Assist in the development, coordination, and implementation of special projects, large-scale meetings, and vocational events, including Vocation Awareness Week, Focus 11, St. Andrew’s Discernment Gathering, and the Archdiocesan Vocation Chalice. This includes securing meeting locations, managing participant communications and RSVPs, and preparing and ordering necessary materials and meals.
• Process reimbursements, credit card statements, and supporting receipts accurately and in a timely manner.
• Coordinate and process seminarian stipends accurately and in a timely manner in collaboration with the Office of Human Resources.
• Maintain and update the Office of Vocations website and recommend enhancements to its design and functionality.
• Collaborate with the Communications Office to enhance the Office of Vocations’ digital presence, including managing social media content and posting events and related information on digital platforms and the intranet, ensuring regular updates as needed.
• Design and produce visually engaging promotional materials, including flyers, digital graphics, and social media content, using Canva and other design tools to support vocational initiatives and events.
• Assist with vocations-related and general Office of Vocations duties as assigned by the Director of Vocations.
• Develop and maintain working knowledge of the terminology and procedures of the Office of Vocations to effectively communicate messages, policies, and information.
• Maintain and manage the Office of Vocations calendar, scheduling events, workshops, presentations, and other key activities.
• Pick up, deliver, and distribute mail on a regular basis.
• Maintain office supply inventory and order materials as needed,…