Executive Administrative Assistant

Job Description

Job Description

St. Charles Borromeo Seminary

St. Charles Borromeo Seminary is seeking a full time Executive Administrative Assistant for their new location at 1400 Evans Road, Ambler, PA 19002

This is a benefit-eligible full-time position. We offer competitive rates and a comprehensive benefits package. Available August 2024.

Summary :

Perform standard and advanced duties for the Office of the Vice Rector with limited direction and provide administrative support to the Vice Rector.

Perform special projects as assigned. Position requires excellent organizational and communication skills. Work requires thorough ability to maintain confidentiality;

excellent skills in dealing with the public; advanced computer literacy familiarity with Microsoft Word, Microsoft Access, Microsoft Excel, and Adobe Acrobat Professional.

Ability to record and transcribe minutes of meetings. Ability to work independently and with a high degree of confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following :

Admissions Coordinator

• Handle all paperwork related to the admissions process.
• Review applications submitted by Vocation Directors to ensure all accompanying documents are complete and in proper order for the Seminary Admissions Review Committee.
• As new applications are received update Access database and provide weekly reports to rector, deans and other clergy and staff.
• Inform the Vice Rector of the progress of applications and advise any questions that arise in the application review.
• When necessary, follow up with Vocation Directors to secure additional documentation.
• Coordinate documentation with Director of Counseling Services prior to Admissions Review and maintain strict confidentiality.
• Schedule admissions review and provide members of committee at least one week to review.
• After admissions committee submits recommendations to Rector and upon Rector’s approval, draft acceptance letters for Vice Rector’s signature.
• Acceptance letter will include instructions for new seminarian’s required clearances.
• Follow-up on the progress of clearances and provide additional support if any questions arise.

Foreign Seminarians

• Extensive coordination with vocation directors in foreign countries to facilitate and admissions process.
• Facilitate the visa process for foreign seminarians by providing appropriate documents needed by consulates / embassies.
• When necessary, coordinate with seminary attorneys for complex immigration issues.

Current Foreign Seminarians Visa / Passport Status

• Maintain a current list of foreign seminarians and their passport / visa status.
• Facilitate travel arrangements for foreign seminarians who are renewing their visas.

New Men Photo Directory

Prior to the beginning of the academic year provide a New Men Photo Directory to the Rector, Vice Rector, and other clergy, faculty, and staff to assist in welcoming the New Men.

Safe Environment for Seminarians.

• Knowledgeable in Safe Environment policies of the Archdiocese of Philadelphia and Saint Charles Borromeo Seminary.
• Maintain Safe Environment printed and electronic records and database for all seminarians.
• Ensure clearances are provided to parishes for seminarian Apostolates.
• Ensure that all seminarians are compliant with Safe Environment training and state and federal clearances per Pennsylvania Law, and the policies of the Archdiocese of Philadelphia and Saint Charles Borromeo Seminary
• Prepare documentation, prepayments, and registrations for state and federal clearances, currently, Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal Record Check and FBI Clearance.
• Assist seminarians to obtain required state and federal clearance.
• Assist seminarians in completion of all required Safe Environment training.
• Planning and set up of Safe Environment training workshop for new seminarians.
• Planning and set up of Harassment presentation by Director, Office of Child and Youth Protection for new seminarians.
• Ensure communication, distribution, and fulfillment of new requirements to administrators, staff and seminarians, as needed.
• Provide required information to the coordinator of Employee Safe Environment for the annual USCCB audit by the Archdiocese of Philadelphia Office for Child and Youth Protection.
• Follow-up with non-compliant seminarians and report all clearance and training issues to the Vice Rector.
• Following ordinations in May, send clearances for newly ordained to the Office for Clergy.

Master Calendar

• Maintain the seminary Master Calendar
• Assure the appropriate number of class dates are provided for each semester.

Contracts

Summer Schedule

Obtain summer schedule for all resident priests.

Faculty Annual Review

• Schedule faculty annual reviews with Vice Rector and Vice President for Academic Affairs after conclusion of spring semester.
• Schedule yearly performance appraisals for faculty and administrators who report to Vice Rector.
• Update Job Descriptions, as needed, after performance reviews.

Yearly Performance Appraisals

General Faculty Meeting

Guest Master

• Provide support to Vice Rector in his work as Guest Master for visiting clergy and discernment groups.
• Ensure that letters of good standing are received for clergy guests prior to visits.

Special Projects

• Provide administrative support to the Vice Rector on special projects, as needed.
• Schedule regular seminarian formation meetings for Vice Rector.
• Assist in budget planning.
• Assure timely coding of invoices and processing to Finance Office.

Seminarian Formation

Budget

General Duties

• Office Management : Office supplies, copy machine, stationery, etc.
• All regular Vice Rector correspondence memos, letters, etc.
• Greet visitors, answer phones for office, and refer calls to other departments / administrators.

QUALIFICATIONS Knowledge, Skills / & Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, possess excellent interpersonal, verbal and written communications skills, with strong organizational skills and attention to details, and must be able to multi-task.

The requirements listed are representative of the knowledge, skill, and / or ability required.

EDUCATION / EXPERIENCE

Individual must be proficient in Microsoft Office Suite : Word, Outlook, Excel, Power Point, and Publisher. College degree preferred or demonstrated proficiency with secretarial responsibilities and the communication arts.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is occasionally required to stand, walk; sit; reach with hands and arms;

talk and hear, climb stairs.

Must be able to carry and lift items weighing up to 15 pounds.

Saint Charles Borromeo Seminary is the oldest Catholic institution of higher learning in the Archdiocese of Philadelphia.

Our mission is to form priests to be shepherds after the heart of Jesus Christ, and permanent deacons, religious and lay men, and women for various forms of ministry, service, and discipleship.

All employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Churc h.

St. Charles Borromeo Seminary is an equal Opportunity Employer M / F / V / D