Employment Opportunities

Pastoral Center

40 North Main Ave., Albany, NY 12203

Director of Vocations and University Ministry

The Senior Administrative Assistant will serve as the point of contact for seminarians, prospective seminarians, college students, families, priests, parish staff, university personnel, and other ministry partners. This position will provide administrative, organizational, pastoral, and operational support in the ministry of priestly and religious vocations and university ministry. The successful candidate will understand and respect the mission of the Catholic Church and represent the Director and the ministry with warmth, discretion, professionalism, and charity.

Administrative and Office Support – Vocations and University Ministry

·      Maintain an orderly and productive work environment sensitive to the needs of the many individuals and offices that connect with the Office of Vocations and University Ministry, doing so in an efficient and confidential manner.

·      Manage the Director's calendar, appointments, meetings, ministry commitments, and other scheduling needs.

·      Coordinate meetings with prospective seminarians, seminarians, college students, families, priests, university personnel, parish leaders, and other ministry contacts. Assist with travel accommodations and other logistical arrangements.

·      Receive and direct phone calls, take and forward messages, receive and distribute correspondence, and monitor and respond to routine inquiries, directing matters to the Director when appropriate.

·      Establish and maintain confidential and organized electronic and paper files, records, contact lists, ministry databases, and other office information.

·      In collaboration with the communications department, update the ministry website and other electronic media.

·      Assist with expense tracking, purchasing, reimbursements, invoice payments, office financial records, and monitoring of departmental budgets. Review and process reimbursement requests submitted by seminarians, ensuring accuracy.

·      Assist with preparation of the annual departmental budget, including gathering historical and projected expenses, organizing budget information, and monitoring expenditures throughout the year.

·      Prepare agendas, correspondence, forms, reports, worship aids, newsletters, mailings, announcements, publicity, and other administrative or ministry materials for meetings, retreats, vocation events, campus ministry activities and other programs.

·      Provide administrative support and hospitality details for meetings, meals, receptions, retreats, and ministry events.

·      Coordinate promotions, registrations, and communications for all events.

·      Plan and coordinate annual and ad hoc ministry events from initial scheduling and logistics through registration, hospitality, communications, execution, and follow-up.

·      Recruit and direct volunteers for special projects and coordinate their assignments as needed.

·      Work collaboratively with chancery support staff and other diocesan offices as needed.

·      Support the Director in other reasonable administrative and ministry-related responsibilities.

Vocations Ministry

·      Assist with communication and scheduling for men discerning a vocation to the priesthood or religious life.

·      Coordinate logistics for vocation retreats, discernment events, visits, interviews, and other gatherings.

·      Maintain professional and pastoral communication with prospective seminarians, seminarians, families, pastors, and vocation contacts as directed by the Director. 

·      Assist seminarians and discerners with questions and requests, directing matters to the Director when appropriate.

·      Maintain and monitor seminarian and international priest visa records and documentation, coordinate required renewals and updates, and communicate with appropriate diocesan, seminary, and governmental contacts as directed.

University Ministry

·      Assist in coordinating events and activities for Catholic college and university students.

·      Help organize campus visits, retreats, Bible studies, social gatherings, speaker events, service opportunities, and other ministry programs.

·      Communicate with campus ministers, university personnel, chaplains, priests, students, and volunteers.

·      Maintain accurate student and ministry contact information.

Required

·      Strong organizational and administrative skills.

·      Excellent written and verbal communication skills.

·      High degree of discretion and ability to maintain confidentiality.

·      Professional, dependable, and detail-oriented work habits.

·      Ability to manage multiple priorities and meet deadlines.

·      Comfortable working independently while also collaborating with clergy, staff, volunteers, students, and families.

·      Proficiency with email, calendars, Microsoft Office or Google Workspace, and basic database/spreadsheet functions.

·      Ability to communicate with a diverse group of people with warmth, patience, and professionalism.

·      Commitment to the mission and teachings of the Catholic Church.

·      Ability to work occasional evenings and weekends for ministry events

Preferred

·      Previous experience as senior level administrative assistance or executive assistant, parish operations employee, campus ministry staff member, or in a similar role.

·      Familiarity with Catholic parish or diocesan life.

·      Experience working with college students, young adults, seminarians, or vocation ministry.

·      Experience coordinating events and maintaining confidential records.

·      Knowledge of diocesan or parish administrative systems.

Personal Qualities

·      Faithful: Demonstrates respect for and commitment to the Catholic Church and her mission. Trustworthy: Handles sensitive pastoral and personal information with exceptional discretion. Organized: Anticipates needs, follows through, and keeps information and schedules in order. Personable: Creates a welcoming environment for students, families, clergy, and visitors.

·      Pastorally Sensitive: Understands that vocation and university ministry often involve personal, spiritual, and family matters requiring care and discretion.

·      Self-Motivated: Able to identify what needs to be done and take initiative.

·      Flexible: Comfortable with the changing demands of ministry and occasional evening or weekend responsibilities. Professional: Represents the Director and the diocese/parish with maturity, courtesy, and good judgment.

Confidentiality

Because of the nature of vocation, formation, and pastoral ministry, the Senior Administrative Assistant will have access to sensitive personal and pastoral information. The employee is expected to exercise the highest degree of confidentiality and discretion and to comply with all applicable diocesan policies concerning privacy, safeguarding, records, and communications.

Salary:  $25 per hour – 35 hours per week

Diocesan.HR@rcda.org   Reference Job Title

In collaboration and under the supervision of the Pastor, the Parish Business and Operations Manager (Manager) serves as a staff resource in the support of the Pastor, fulfilling parish needs in office operations, human resources, finance, facilities, and parishioner interactions. The Manager must be able to work collaboratively with the Pastor and other leaders in the parish and school in regularly fulfilling the mission of the parish, especially in implementing processes and procedures that improve efficiency and accomplish tasks.

·      Oversee the operation of the parish office, including the supervision of the parish staff.  

·      Recruit and supervise office volunteers to assist with clerical tasks.

·      Ensure the maintenance of Sacramental records.

·      Manage and monitor the operating budget for the parish.

·      Oversee counting, recording, and depositing of parish revenue.

·      Oversee payroll, maintain benefit programs and process invoices for payment.

·      Attend staff, finance, and other parish committee meetings as appropriate as well as Diocesan meetings when necessary.

·      Oversee the scheduling of use of parish facilities and ensure all liability and maintenance needs are coordinated.

·      Coursework in business administration, accounting or finance is preferred and experience in pastoral administration, pastoral ministry or office management is desired.

·      A strong understanding of and respect for the teachings and traditions of the Roman Catholic faith.

·      Knowledge of accounting, bookkeeping and budgetary principles and practices.

·      Understanding and compliance with diocesan policies including the completion of sexual abuse training, cleared criminal background check, and compliance with Code of Conduct.

·      Knowledge and appreciation of the mission and purpose of the parish.

·      Ability to work with compassion, kindness and professionalism when dealing with staff, parishioners, and the public.

·      Strong written and verbal communication skills as well as working knowledge of computers and database management.

Salary:  $25 - $27 per hour

Send Resume to Diocesan.HR@rcda.org

• Records management for Faith Formation and Youth Ministry for:

- Attendance

- Calendar

- Registrations

- Tuition

- Training

- Sacramental records

• Prepare and distribute materials for Faith Formation sessions

• Set up and prepare meeting rooms and hall/gym for Faith Formation gatherings

• Maintain adequate supplies for Faith Formation program including ordering supplies asnecessary

• Assist with retreat preparations and sacramental celebrations

• Assist with Vacation Bible School (VBS) planning and during the week of VBS

• Assist with volunteer opportunities for children and teens

• Supervise and work with volunteers including maintaining volunteer record keeping

• Attend diocesan professional development opportunities

• Schedule baptisms and prepare liturgical items needed for baptisms

• Available to work at either Christ Our Light or Church of St. Clare sites and on nights andweekends

• Ability to show initiative, leadership, and organizational skills

• Good written and oral communication skills

• Ability to be flexible and adaptable

• Ability to multi-task and show attention to detail

• Maintain a positive attitude

• Pastoral approach to people along the entire age spectrum

• Respect for the teachings and traditions of the Roman Catholic faith

• Working knowledge of computer operations and parish office equipment, including demonstrated ability in Microsoft Office applications (Word, Excel, and Publisher) and Google applications (Sheets and Forms)

• Ability to learn and implement diocesan record keeping requirements

• Ability to communicate with and offer assistance to parish staff and organization

Salary $19.00 to $21.00 per hour

Send resumes to: Kari.Kurtz@rcda.org

35 Adams Place, Delmar NY

Facilities Manager

• Areas to be cleaned, on a daily/weekly schedule, include: the church and two chapels with adjoining spaces, our gathering hall, bathrooms, and the rectory with parish office. This includes cleaning all surfaces, i.e. vacuuming/washing/dusting floors, carpets, glass doors, furniture, pews.
• Maintain storage room and stock. 
• Be responsible for unlocking and locking interior and exterior spaces.
• Coordinate daily tasks, with church activities, accessing online calendar.
• Maintain exterior church signage.

• Strong organizational skills. 
• Requires reading, writing and basic computer skills.
• A cordial attitude toward other staff members, parishioners and visitors. 
• Must be able to work with a high level of independence, with minimal supervision.
• Must be flexible in approach to work.
• Must demonstrate respect for the traditions and teachings of the Roman Catholic faith.
• Must be able to maintain strict confidentiality re: what occurs in the office environment.

• Ability to communicate clearly.
• Ability to stand/walk for extended periods of time.
• Ability to climb stairs, unaided
• Ability to lift and carry objects, up to 25 lbs., without accommodation.
• Ability to use cumbersome equipment (ie: vacuum cleaner, floor cleaner)

 $16 to $18 per hour.

Please send resume with letter of interest to Patricia Holm, Pastoral Associate, St. Thomas the Apostle Church, or via email to pholm@stthomas-church.org

Parish Communications & Media

• Coordinate parish communications across digital and print platforms, including: Parish website, Facebook, Instagram, YouTube, Flocknote, and other communication channels as assigned

• Create and publish content promoting parish ministries, liturgies, events, and community activities.

• Take photographs and video at parish events for use in parish communications and archives.

• Maintain an organized archive of parish photos, videos, graphics, and communication materials.

Website & Digital Content

• Assist with ongoing maintenance and updates to the parish website.

• Update website content regularly to ensure information remains current and accurate.

• Support future website enhancements and improvements as needed.

Parish Communications Support

• Create and produce the weekly parish bulletin.

• Design promotional materials for parish ministries, programs, and special events.

• Prepare newsletters, announcements, email communications, and parish mailings.

• Maintain outgoing voicemail and recorded phone messages as needed.

• Assist in maintaining the parish calendar of events and communication schedules.

Flocknote Support

• Coordinate parish communications through Flocknote.

• Assist parish staff and ministry leaders with basic training and support related to Flocknoteusage.

• Experience or coursework in communications, graphic design, marketing, media, or a related field preferred.

• Experience managing websites, social media, and printed communications preferred.

• Photography, videography, and content creation experience a plus.

• Strong written and verbal communication skills.

• Knowledge of graphic design principles and digital communications.

• Proficiency with Microsoft Office and common communication tools.

• Familiarity with social media platforms and website content management systems.

• Strong attention to detail in both language and visual presentation.

• Ability to manage multiple projects and deadlines effectively.

• Ability to work independently while collaborating with parish staff and volunteers.

• Appreciation for and respect toward the teachings, traditions, and mission of the Roman Catholic Church.

• Ability to sit and work at a computer for extended periods.

• Ability to move throughout parish facilities, including stairs.

• Occasional lifting of materials or equipment up to 25 pounds.

The salary range is $20.00 - $22.00 per hour

Resumes can be sent to malundy@olalatham.org