Administrative Assistant at Archdiocese of San Antonio – San Antonio, Texas

Reports To: Director of Seminarians/Vocation Director

Schedule: Monday-Friday 8:30am-5:00pm, weekends and evenings as needed.

FLSA Status: Non-Exempt, Full-time

Summary: The Administrative Assistant in the Office for Seminarians and Vocations of the Archdiocese of San Antonio works closely with the Director of Seminarians/Vocations and the Associate Vocation Director by providing financial and administrative support to the office. This position accompanies seminarians through the welcome process and onboarding through their transition to ordination.

Position Responsibilities:

Financial & Budget Support

• *Prepare and monitor the annual budget for the Vocation Office and Office of Seminarians for approval by the VD and submission to the Archdiocesan Business Office.
• *Track expenditures and maintain accountability across all operational and formation-related expenses.
• *Process check requests, reimbursements, and expense documentation.
• *Reconcile credit card statements and ensure accurate financial reporting.
• *Prepare cash collection documentation and donation reports.
• *Complete required financial and funding reports, including Archbishop’s Appeal and grant reporting.
• *Maintain financial spreadsheets, reports, and statistical summaries as requested.
• *Coordinate and process payments for seminarian tuition, room and board, academic fees, books, medical expenses, retreats, counseling, immigration/legal fees, and related formation costs.
• *Track living allowances and sponsorship donations (e.g., Knights of Columbus and other benefactors), ensuring equitable distribution.
• *Maintain accurate financial records for each seminarian.
• *Communicate with seminaries, academic institutions, healthcare providers, and vendors to reconcile billing inquiries.
• *Assist international seminarians by directing them to appropriate Archdiocesan resources regarding legal and visa requirements.

Operational Systems & Administrative Support

• *Maintain and oversee seminarian and discerner databases, ensuring accurate records of personal information, formation progress, ministry placements, and relevant documentation.
• *Maintain confidential seminarian files in accordance with Archdiocesan policies.
• *Support onboarding of new seminarians by coordinating required documentation, direct deposit setup, and procedural guidance.
• Assist in updating and maintaining the Seminarian Handbook in collaboration with VD and AVD.
• *Prepare reports, correspondence, and statistical summaries as needed.

Grants & External Funding Support

• Assist in the preparation of grant proposals and required reports.
• *Track grant budgets and maintain communication with funding organizations as needed.

Mission Integration & Collaboration

• Collaborate with the Coordinator to maintain updated databases and mailing lists.
• Support major seminarian events when needed.
• Promote a culture of stewardship, accountability, and mission-centered service within the office.

Other

• Adheres to safety training and protocols on a daily basis, taking precautionary measures to ensure the safety and well-being of self, others
• Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors’ names and gifts, internal and external investigations or results of any investigations, and financial information
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned

Minimum Qualifications:

Education:

• High School Diploma or equivalent
• Bachelor’s degree in business administration or related area preferred

Experience:

• Minimum of 3-5 years’ experience in bookkeeping, financial administration, non-profit operations or related field.

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills:

• Practicing Catholic;
• Bilingual in English and Spanish preferred;
• Experience with computer software and Microsoft Office Suite;
• Strong proficiency in excel and spreadsheets;
• Demonstrated ability to handle confidential information with discretion.
• Must have good time-management skills, the ability to prioritize effectively, and to multitask;
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have excellent written and verbal communication skills;
• Must have good critical thinking and problem solving skills.

Travel Requirements: Travel requirements for the position includes up to 10% local and 0% overnight.