Administrative Associate

St. John Vianney College Seminary (SJV) Description and Mission

SJV is the largest college seminary in the United States, representing 18 dioceses throughout the nation, with 115 undergraduate men in formation. SJV is a vibrant and healthy environment that has the highest reputation for forming Men in Christ, Men of the Church, and Men for Others. SJV is located on the campus of the University of St. Thomas in St.

Paul, Minnesota. The formation of future priests is one of the most important and demanding tasks for the evangelization of humanity. ~ St. John Paul II

Serving as the usual first point of contact for the seminary, the Administrative Associate acts as an ambassador for our mission. He or she welcomes guests and manages daily operations with professionalism and hospitality. This role oversees office resources, manages seminary records, and provides essential administrative support to SJV.

• Front Desk and Office Coordination
  • Serve as the usual first point of contact, greeting guests and vendors, managing the general phone line, and routing incoming and outgoing mail.
  • Monitor and maintain office assets and supplies, including but not limited to phone system, copiers, and office and janitorial supplies.
  • Oversee the organization and cleanliness of staff common areas and guest accommodations, ensuring a well‑maintained and functional environment.
  • Coordination of building hospitality, as needed. (examples: Arranging catering for lunches and visitor meals)
  • Assist with the distribution of communications (print and electronic) as directed.
  • Responsible stewardship of SJV office resources.
• Administrative Support
  • Provide administrative support to the Office of Rector as directed by supervisor. This includes but is not limited to:
    • Assist in managing the SJV building and master calendars.
    • Assist in the oversight of student guest masters and use of guest suites.
    • Prepare routine correspondence and reports.
  • Provide collaborative administrative support to Department leads as directed by supervisor, including support to the Director of Business & Operations. This includes but is not limited to:
    • Assist, as needed, with facilities management and IT concerns (Examples: submission and follow‑up on repair tickets and coordination of IT subscriptions.)
    • Support human resource needs as requested (example: update and distribute employee handbook).
    • Draft and review routine correspondence and reports.
  • Oversee special projects and programs assigned by supervisor.
  • Participate in department, staff development, strategic planning meetings, and occasional seminary events as directed.
• Records Management
  • Act as the seminary registrar, ensuring all required documentation for current and incoming seminarians is completed and processed.
  • Develop and update the seminarian database.
  • Serve as liaison with relevant University of St. Thomas personnel.
  • Safeguard confidential student and institutional information.