JOB DESCRIPTION

JOB TITLE:                          Administrative Director

CLASSIFICATION:            Exempt / Full-time; On Site

DEPARTMENT:                  Vocation Office for the Diocesan Priesthood

REPORTS TO:                     Vocation Director

DIRECT REPORTS:           Program & Outreach Coordinator

SUMMARY

The Administrative Director for the Vocation Office for the Diocesan Priesthood (hereafter, ‘Office’) exercises discretion and independent judgment, having the authority to formulate, amend, evaluate, and establish norms for the operation of the Office connected to the mission.  The Administrative Director is the direct supervisor of all office employees and volunteers and collaborates carefully with the Vocation Director in the oversight of all programs/events sponsored by the Vocation Office for the Diocesan Priesthood. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for the quality and professionalism of the Office with regards to all materials produced for public consumption, including, but not limited to, letters, social media, website, flyers, etc.
• Supervise all Vocation Office employees (regular and contracted), interns and volunteers, advising on work techniques, schedules, addressing concerns and overseeing all work to provide a standard of quality control for all office marketing, outreach and communication.
• Oversee Office operations, schedule and conduct regular office staff meetings, and manage administrative functions to ensure efficient and effective office procedures.
• Prepare, in conjunction with the Vocation Director, an annual budget for Archdiocesan approval.
• Prepare all materials for the Archdiocesan Admissions Board, including, but not limited to, preparation of application packets and correspondence with Board Members, Archdiocese and Seminary personnel.  Responsible for collecting and maintaining all documents and files for applicants to study as seminarians for the Archdiocese of Philadelphia. 
• Maintain and up-keep a data base of young men who participate in programs and are interested in the priesthood.
• Oversee all discerner-related programs/events such as Come & See Weekends, Days/Nights of Discernment, St. Andrew Dinners, etc. in conjunction with the Program & Outreach Coordinator.
• Assist the Vocation Director in scheduling and monitoring Apostolate Seminarians and visits.
• Develop print and electronic materials designed to promote vocations to the priesthood, including newsletters that highlight various aspects of vocations and discernment, as well as detailing Office events/activities.  
• In conjunction with Program & Outreach Coordinator, support parishes through regular distribution of vocation materials and updates on events, activities, etc., related to vocations.   
• Create, develop, schedule and publish content on Office social media platforms (Facebook, Instagram, X/Twitter, etc.) in alignment with mission of the Office and using digital metrics to tailor posting strategy.
• Plan and maintain digital content calendar for social media posting ensuring that each platform receives due coverage.  
• In conjunction with the Vocation Director, collaborate with outside marketing and/or communication agencies who assist in the implementation of the advancement of the Office mission.
• Maintain regular and strong contact with the Office for Ministry with Youth, Office for Ministry with Young Adults, Office for Catechetical Formation and Office of Catholic Education, as well as other youth and young adult-related/vocation-oriented offices/organizations, both within and outside the Archdiocese of Philadelphia.
• Maintain correspondence with, and oversee tasks of, video/website production agency, including website editing/design, seminarian poster/videos, and additional videos/marketing materials.
• Update events on website as needed (WordPress, Squarespace)
• Other duties as assigned.

• Maintain personnel files, including safe environment records, tracking sick days, paid time off and comp time for all employees.

• Oversee all expenditures for the Office; maintain accounts payable/receivable, ensuring all Office programs/events/activities stay within budget. Submit all invoices, bills, and financial documents with appropriate documentation for payment and reconcile monthly credit card statements.
• Oversee all areas of development and management of donations to the Office.  Primary interface with fundraising entities. 

GENERAL QUALIFICATIONS:

• Practicing Catholic, registered in a Catholic parish with the ability to obtain a Letter of Good Standing from his/her Pastor, who embraces in word and deed the Church's teachings on faith and morals as articulated by the Church's magisterium.
• Respect and love for the Catholic Priesthood.

• Working knowledge of structure of the Catholic Church Archdiocese of Philadelphia
• Demonstrate dynamic interpersonal skills.
• Mature, positive individual with a vision for ministry.
• Excellent managerial and communication skills.
• Ability to establish, cultivate and maintain good relationships with staff and colleagues.
• A team player and team builder that has a passion for and commitment to achieving excellence in all aspects of the Office mission while fostering a high level of respect for colleagues.
• Knowledge of budget process and how to limit spending within the budget.
• Ability to work within and maintain a yearly budget for the Office as well as individual programs/events.
• Excellent computer literacy/aptitude/organization skills.
• Commitment to handling all confidential material professionally and sensitively.
• Demonstrated ability to manage others and respect cultural diversity of staff, volunteers and applicants.
• Keen eye for professional marketing and development and an ability to oversee quality control of all Office production.
• Demonstrate ability to work a flexible schedule (e.g., available evenings and weekends).
• Ability to establish and maintain effective working relationships with all Archdiocesan entities and Parishes.

EDUCATION AND EXPERIENCE

• Minimum of Bachelor’s Degree required.
• Minimum of 3 to 5 years’ experience in administration and/or leadership positions.
• Ideal candidates will have experience in program management and church ministry.
• Preference for candidates who have volunteered or worked in a parish setting and/or with youth or young adults.
• Proficiency in computer/technical skills (Microsoft Office 365, Windows, Hubspot, Canva, social media marketing, email marketing, etc.)