Executive Administrative Assistant to the Rector

JOB SUMMARY

This full-time position provides high-level administrative support to the Rector/Vice President, enabling him to serve efficiently in the mission and goals of The Saint Paul Seminary School of Divinity as its leader. This position also receives direction from and provides occasional administrative support to the Special Assistant to the Rector.

ESSENTIAL FUNCTIONS

Provide primary administrative support to the Rector
- Manage calendar of internal and external appointments
- Use professional judgment in prioritizing or delegating meeting requests and other time demands
- Work with the Special Assistant to the Rector and other staff to ensure proper briefing materials and resources are ready and available prior to each engagement - this includes conducting research and gathering relevant background and analysis when needed
- Provide support for meetings, including agendas, minutes, materials, logistics and prompt follow up
- Greet callers and visitors (internal and external) with professionalism and hospitality

Review, prioritize and determine actions for all incoming correspondence and draft responses as appropriate

Initiate and coordinate paperwork process for seminarians' advancement to the ministries of lector and acolyte and to the orders of transitional diaconate and priesthood, as well as year-end review letters
- Track reception of all ministries and orders
- Prepare Rector's acceptance letters for incoming seminarians and set up personnel files for the Rector's office
- Prepare first draft of year-end letters of recommendation for priesthood ordination, transitional diaconate ordination and year-end letter review for all other seminarians from the Rector to the seminarians' bishops

Coordinate completion and delivery of various annual reports including:
- The Association of Theological Schools Report
- The Rector's Annual Report
- CARA Survey

Maintain and update calendars, charts and rosters for The Saint Paul Seminary School of Divinity including, but not limited to:
- Master calendar
- Overall organizational chart
- Administrators, faculty, and staff rosters
- Board of Directors roster
- Committee rosters
- Seminarian roster

Serve as the primary administrative liaison to the Board of Trustees
- Facilitate effective, professional communication and working relationships on behalf of the Rector with the members of the Board of Trustees and their administrative assistants
- Create and manage invitations and RSVPs to trustees for Board meetings and committee meetings
- Takes professional minutes at Board meetings
- Provide follow up as needed to Board members
- Manage venue, food and beverage arrangements, parking, technology, Board members' travel reimbursement for board meetings and committee meetings
- Order gifts and draft citations of gratitude for outgoing Board members

Develop and establish standards and procedures and recommend solutions to ensure smooth, efficient operation of the Rector's Office, in coordination with the Special Assistant to the Rector
- Promote a positive image of the Rector's Office while maintaining competency in a fast-paced work environment

Provide administrative support for the Special Assistant to the Rector

Other duties as assigned by the Rector

JOIN OUR COMMUNITY

The Saint Paul Seminary School of Divinity is a college of the University of St. Thomas. The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:
- Up to 100% tuition remission for employees, spouses, and dependents upon eligibility
- A generous Employer retirement contribution of 9.4% of annual salary upon eligibility
- Medical, dental, and vision options
- Employer-paid disability, life, and AD&D benefits

The University of St. Thomas invites qualified candidates to apply for an Administrative Assistant supporting the Rector/Vice President for the Saint Paul Seminary School of Divinity.

The University of St. Thomas embraces diversity, inclusion, and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion a diverse, equitable and inclusive environment. We welcome applicants who are committed to helping us build a team that represents a variety of backgrounds, perspectives, and skills. This commitment is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, work skillfully, and act wisely to advance the common good. A successful candidate will possess a commitment to the ideals of this mission.

Minimum Qualifications
- High school diploma or the equivalent
- Five years of high-level administrative support experience, preferably within an executive office.
- Fully vaccinated for COVID-19 or eligible for legally required exemption such as a medical or religious reason
- The successful candidate will:
--Have enthusiasm for the vision and mission of The Saint Paul Seminary School of Divinity, namely,
----Vision: The Church on fire with the Holy Spirit, a world transformed in Jesus Christ.
----Mission: To provide integrated, Catholic formation for those called to serve as priests, deacons or lay leaders in their local Church.
-Have a strong background in and/or knowledge of the Catholic Church, with a demonstrated commitment to the mission of the Church and full assent to all magisterial teaching.

Hiring will be contingent up the successful completion of the Archdiocese of Saint of Saint Paul-Minneapolis' "E3" Requirements of Safe Environment Training (see https://safe-environment.archspm.org/essential-3/).

HOW TO APPLY

All interested candidates must apply online at https://www.stthomas.edu/jobs/. Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.