• Administration, Finance & Office
  • San Jose, CA
  • This position has been filled



The Administrative Assistant for the Office of the Vicar General provides essential administrative support to the Office of the Vicar General – file and records management, departmental social media, website maintenance and development, coordination of bulk mailings and other large projects, calendar/appointment coordination, word processing.

This position will be 18-20 hours

Number of vacancies: 2


(other duties may be assigned)

  • General Administrative Duties
    • Manages appointment calendar for Office of the Vicar General.
    • Receives and provides service to phone callers requiring assitance.
    • Prepares documents and correspondence as necessary
    • Supports e-mail correspondence
    • Supports posting of updates and helps monitor social media (Facebook, Twitter, Blog).
    • Prepares check requests as needed.
    • Prepares emails and newsletters using ExactTarget
    • Assists Office of the Vicar General in building budget
    • Assists in maintaining calendar and appointments with parishes, groups and individuals.
    • Oversees Intern in management and updating vocations with current volunteers, donors, organizations, and parish staff.
    • Oversees Intern in handling of donations, check requests, and seminarian/candidate files.
    • Directs Intern as needed for purchases, seminarian requests, and other administrative tasks.
    • Collaborate with Vocations Director and seminarians on a media and correspondence plan between seminarians and parishioners in the Diocese
    • Prepares the presiders’ schedule (Chancery Office Mass).
  • Specific Administrative Support for Vocation Promotion
    • Maintains calendar and confirms visits to parishes and schools
    • Administrative support for annual promotional events like Revs vs Sems Basketball Game and others (registration, coordination with St Patrick’s Seminary, parishes, and other hosts).
    • Coordinates Adopt-a-Seminarian, Seminary-in-Family programs.
    • Gather ideas from other dioceses on Vocations promotion.
    • Creates promotional material (posters, holy cards).
    • Coordinates bulk mailings
    • Maintains Vocations Office website
    • Updates, monitors social media
  • Specific Administrative Support for Vocation Discernment
    • Maintains records of candidates
    • Maintains calendar and confirms appointments with candidates
  • Specific Administrative Support for Vocation Formation
    • Upkeeps Seminarian Files.
    • Maintains calendar and confirms appointments with seminarians.
    • Coordinates reimbursements and payroll stipends for seminarians.
  • Event Coordination
    • Coordinates planning, registration, promotion, volunteers, facilities, and all other logistics for annual vocations promotion events.
    • Collaborates with Vocation Director, Diocesan offices, parish staff, seminarians, and local Catholic organizations to promote and run events.
    • 40 Hours Eucharistic Adoration for Vocations.
    • Quo Vadis/Fiat Retreats.
    • Women’s Discernment Weekend.
    • Field trip to Seminary.
    • Saints in the City.
    • Vocation promotion, pilgrimages and other planned activities.


  • Ability to assist the Vicar for Clergy Office in maintaining immigration status for non-citizen seminarians.
  • Strong organizational skills.
  • Back-up for receptionist.
  • Ability to work collaboratively with other administrative assistants and receptionists.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience: Post-secondary education (A.A. or B.A. preferred). Three to five years administrative experience. Experience in project coordination, and the ability to remain aware of long-term goals.

Language Skills: Superior written and oral communications skills, including the ability to proofread written materials. Ability to read, write, understand and speak Spanish strongly preferred.

Computational Skills: Ability to read and manage a budget and contribute to building a budget.

Reasoning Ability: Ability to solve practical problems and deal with a variety of issues. Initiative, judgement and tact in interactions with department heads, staff and outside contact.

Technical Skills: Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Front Page), Social Media (Facebook, Twitter), Web browsers (Mozilla Firefox, Internet Explorer), Graphics Packages (Adobe Photoshop, Microsoft Photo Editor, or equivalent); Familiarity with database programs (Microsoft Access).

Certificates, Licenses, Registrations: None Required.

Physical Demands: While performing duties of this job, the employee is regularly required to sit for extended periods, use hands in repetitive motion tasks, handle objects and talk or hear. The employee must frequently lift and/or move up to 10 pounds.

Physical Environment: While performing the duties of this job, the employee will work in an office or open space work environment. The noise level is moderate to high. The space is wheelchair accessible.

Working Conditions: The employee must be in physically present in the office, able to work cooperatively with other members of the staff and be able to multi-task. The employee is expected to work normal office hours (8:30 to 5:00) five days a week. Overtime and/or travel are seldom required.

Other Requirements:

  • Practicing Catholic
  • Knowledge of the Catholic Church structure, culture, and its mission.
  • Able to work cooperatively and collaboratively with other members of the staff as well as with staff members outside the department.
  • Able to multi-task and provide good customer service.
  • Travel and overtime (if applicable) may be required occasionally.

How to Apply: Interested candidates should submit a cover letter and resume to Jobs@dsj.org

Salary Range: $21.42 – $28.24 per hour, based on education and experience.