Administrative Associate

St. John Vianney College Seminary (SJV) Description and Mission: SJV is the largest college seminary in the United States, representing 18 dioceses throughout the nation, with 115 undergraduate men in formation. SJV is a vibrant and healthy environment that has the highest reputation for forming Men in Christ, Men of the Church, and Men for Others. SJV is located on the campus of the University of St. Thomas in St. Paul, Minnesota.

The formation of future priests is one of the most important and demanding tasks for the evangelization of humanity. ~ St. John Paul II

Position Summary: Serving as the usual first point of contact for the seminary, the Administrative Associate acts as an ambassador for our mission. He or she welcomes guests and manages daily operations with professionalism and hospitality. This role oversees office resources, manages seminary records, and provides essential administrative support to SJV.

Essential Functions of the Position:

• Front Desk and Office Coordination
  • Serve as the usual first point of contact, greeting guests and vendors, managing the general phone line, and routing incoming and outgoing mail.
  • Monitor and maintain office assets and supplies, including but not limited to phone system, copiers, and office and janitorial supplies.
  • Oversee the organization and cleanliness of staff common areas and guest accommodations, ensuring a well-maintained and functional environment.
  • Coordination of building hospitality, as needed. (examples: Arranging catering for lunches and visitor meals)
  • Asist with the distribution of communications (print and electronic) as directed.
  • Responsible stewardship of SJV office resources.

• Administrative Support
  • Provide administrative support to the Office of Rector as directed by supervisor. This includes but is not limited to:
    • Assist in managing the SJV building and master calendars.
    • Assist in the oversight of student guest masters and use of guest suites.
    • Prepare routine correspondence and reports.
  • Provide collaborative administrative support to Department leads as directed by supervisor, including support to the Director of Business & Operations. This includes but is not limited to:
    • Assist, as needed, with facilities management and IT concerns (Examples: submission and follow-up on of repair tickets and coordination of IT subscriptions.)
    • Support human resource needs as requested (example: update and distribute employee handbook).
    • Draft and review routine correspondence and reports.
  • Oversee special projects and programs assigned by supervisor.
  • Participate in department, staff development, strategic planning meetings, and occasional seminary events as directed.
• Records Management
  • Act as the seminary registrar, ensuring all required documentation for current and incoming seminarians is completed and processed.
  • Develop and update the seminarian database.
  • Serve as liaison with relevant University of St. Thomas personnel.
  • Safeguard confidential student and institutional information.
    

Job Requirements (Knowledge, Skills and Abilities):

• Strong organizational skills: Ability to manage multiple projects simultaneously and effectively prioritize in a fast-paced environment with many interruptions.
• Administrative Expertise: Knowledge of administrative principles, including goal setting, implementation, and evaluation of processes.
• Records & Database Management: Ability to implement best practices for maintaining and organizing records and databases.
• Technical Proficiency: Strong competency with Microsoft Office Suite, including collaborative tools like Teams and Planner, and other related software for communication, project management, and document sharing. Experience with CRM platforms beneficial.
• Confidentiality: Exceptional demonstrated capacity to handle confidential information with reverence and discretion.
• Office Practices & Procedures: Familiar with standard office practices, procedures, and the operation of office equipment. Excellent written and verbal communication skills.
• Mission Representative: Ability to interact with a variety of stakeholders including bishops and other clergy, seminarians and their families, vendors, university staff, and benefactors in a professional and courteous manner, resolving issues promptly and effectively.
• Faith-Based Office Environment: Familiar with the Catholic faith and enjoys working in a mission-driven environment.

Job Qualifications (Education and Experience):

• Associate’s Degree (Bachelor’s preferred) in business, office management, or a related field. We also value candidates with liberal arts degrees or other demonstrated foundations in critical thinking and problem-solving.
• 3-5 years of relevant experience in an administrative or office support role.

Physical Requirements:

• Ability to sit or stand for prolonged periods of time
• Ability to use computer keyboard for communication/document preparation
• Ability to lift 25 lbs using proper techniques
• Ability to work required hours per week
• Ability to participate in occasional evening/weekend events and be backup on-call for facility or security concerns

Schedule

• Primarily Monday-Friday office hours; occasional evenings and weekends as needed. Summer and holiday flexibility.
• The responsibilities of this position require the work to be accomplished primarily on site at SJV.

Statement on Working for SJV:  We are a Catholic formational environment and employment by SJV is substantially different from secular employment. Our employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of SJV and the Catholic Church. Behavior of our employees must not violate the faith, morals or laws of the Church or the Archdiocese of Saint Paul and Minneapolis, nor can it embarrass the Church or give rise to scandal. It is preferred that this employee be a Catholic. It is expected that all employees respect Catholic doctrine and religious practices. Reasonable accommodation for religious practice of employees not of the Catholic faith will be provided.

Please send a cover letter and resume to humanresources@sjvseminary.org