The Diocese of Palm Beach Pastoral Center located in Palm Beach Gardens, FL is searching for a full time Diaconate Administrative Assistant.
The Administrative Assistant serves the mission of the Diocese by providing comprehensive administrative, organizational, and pastoral support to the Permanent Diaconate and the Office of Diaconate Formation. This position requires the ability to maintain confidentiality, communicate professionally with clergy and laity, and support the formation and ongoing ministry of permanent deacons in accordance with the teachings and mission of the Catholic Church.
The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese of Palm Beach offers a competitive benefits package to employee’s working 30 or more hours per work week consisting of comprehensive medical, vision, dental, LTD, group life insurance, optional life insurance. The diocese also provides a 403(b)-retirement plan to all employees. Information on our benefits and retirement programs can be found here (https://www.diocesepb.org/employment-center/employee-benefits/).
Essential Duties and Responsibilities:
Permanent Diaconate:
· Provide administrative support to the Episcopal Delegate for the Permanent Diaconate, including managing correspondence, telephone communications, filing systems, document preparation, and general office operations.
· Maintain accurate and confidential files for all permanent deacons serving within the Diocese.
· Develop, maintain, and enhance the diocesan database of permanent deacons using Microsoft Access.
· Create and maintain standardized procedures, templates, and workflows for processing requests related to faculties, transfers, incardination, changes in ministerial status, and other diocesan matters.
· Guide deacons and pastors through diocesan procedures related to faculties, transfers, and incardination.
· Prepare routine correspondence for the Bishop, Chancellor, or Episcopal Delegate regarding matters of the Permanent Diaconate.
· Coordinate the annual Permanent Deacons Retreat for deacons and their wives.
· Plan and coordinate the annual Feast of St. Lawrence Mass and Dinner.
· Monitor departmental expenditures through monthly budget reviews and quarterly audits.
· Assist in coordinating continuing formation opportunities and seminars for permanent deacons.
· Compile and submit annual reports to the Center for Applied Research in the Apostolate (CARA).
· Serve as a welcoming point of contact for pastors, deacons, spouses, and individuals seeking information about the Permanent Diaconate.
· Maintain regular communication with deacons and their wives throughout the Diocese.
· Review submitted information and provide recommendations to the Episcopal Delegate as appropriate.
· Maintain and update the Permanent Diaconate webpages, including the “Pray for Deacons” calendar and other diocesan resources.
Office of Diaconate Formation:
· Provide administrative support to the Director and Assistant Director of Diaconate Formation.
· Maintain confidential formation records for candidates throughout all stages of the Diaconate Formation Program.
· Manage and maintain the formation database using Microsoft Excel and/or Microsoft Access.
· Receive, process, and track applications for admission into the formation program, ensuring completion of all required documentation, Safe Environment requirements, fingerprinting, and Protecting God’s Children certification.
· Collaborate with the Director and Assistant Director to plan and facilitate orientation sessions for new aspirants and their wives.
· Respond to inquiries from pastors, applicants, candidates, spouses, and others regarding the Diaconate Formation Program.
· Serve as liaison among pastors, seminary faculty, vendors, formation personnel, and candidates throughout the formation process.
· Coordinate the procurement and distribution of required formation materials and books for new aspirants.
· Assist in developing and maintaining the annual formation calendar.
· Draft routine correspondence for the Bishop and Director regarding formation matters.
· Assist in organizing and coordinating the annual meetings of the Committee on Admissions and Scrutinies.
· Coordinate retreats for candidates and their wives, including the annual canonical ordination retreat.
· Coordinate liturgical and logistical preparations for Evening Prayer, ordination rehearsals, ordination liturgies, receptions, and related celebrations in collaboration with the Bishop’s Office, Cathedral staff, and Formation Office.
· Assist with planning and coordinating formation sessions for candidates’ wives in collaboration with the Director and Assistant Director.
· Support the ongoing development of the wives’ formation program.
· Schedule psychological evaluations and other required assessments for formation candidates.
· Review candidate records and documentation for consultation with the Director.
· Compile and submit annual CARA reports related to Diaconate Formation.
· Maintain and update the Diaconate Formation section of the diocesan website.
· Monitor departmental expenditures through regular budget review and auditing.
· Demonstrate a commitment to the mission, teachings, and values of the Catholic Church.
· Exercise discretion and maintain strict confidentiality when handling sensitive personnel, clergy, and formation matters.
· Foster respectful, charitable, and professional relationships with clergy, religious, diocesan staff, parish personnel, formation candidates, deacons, their spouses, and the faithful.
· Support the evangelizing mission of the Diocese through faithful, organized, and service-oriented administrative ministry.
Qualifications:
· Must be a practicing Catholic in good standing who understands and supports the mission, teachings, and values of the Catholic Church.
· Demonstrated knowledge of the Permanent Diaconate, including its ministry, formation, and role within the life of the Church.
· Strong organizational and administrative skills with the ability to effectively manage multiple priorities in a professional office environment.
· Excellent written and verbal communication skills, sound judgment, and a commitment to providing courteous and pastoral service to clergy, diocesan staff, parish personnel, and the faithful.
· Proficiency in Microsoft Office applications, including Word (mail merges and document templates), Excel (including advanced functions), Access databases, and Outlook.
· Ability to establish and maintain collaborative working relationships with the Bishop’s Office, diocesan departments, pastors, deacons, seminarians, formation candidates, spouses, parish staff, and representatives of outside organizations.
· Demonstrated ability to work independently, prioritize responsibilities, exercise sound judgment, and maintain attention to detail in a fast-paced environment.
· Proven ability to maintain strict confidentiality and exercise discretion in handling sensitive personnel, clergy, and diocesan matters.
· Possession of a valid driver’s license, reliable insured transportation, and the ability to travel throughout the Diocese of Palm Beach as needed.
· Commitment to supporting the evangelizing mission of the Diocese through professional, faith-filled service and a spirit of collaboration.
Physical Requirements:
· Occasional light lifting and carrying of under 15 pounds
· Occasional moderate carrying and lifting of 15 – 44 pounds
· Frequent use both hands and fingers (i.e. typing)
· Frequent extended periods of sitting
· Occasional periods of standing, kneeling and climbing
· Occasional ability of minimal hearing (i.e. driving) and routine hearing (i.e. listening to others in conversation)
· Occasional time spent working closely with others
The above is intended to describe the general context of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.
To apply, download and complete the Employment Application (https://www.diocesepb.org/employment-center/employment-applications.html) and submit along with your resume, salary requirements and list of references to the attention of Gretchen Wood, Human Resources Coordinator:
Via US Mail: Diocese of Palm Beach
9995 North Military Trail
Palm Beach Gardens, FL 33410-9650
Via Fax: (561) 775-9575
Via Email: [email protected]
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
