Pastoral Center
St. Petersburg
Position Purpose
The purpose of all Pastoral Center Offices in the Diocese of St. Petersburg is to foster effective evangelization, collaboration, and communication among the priests, deacons, religious, and lay faithful; leverage the collective gifts and talents of the local Church to proclaim the Gospel in word and deed; and share, under the guidance of the Bishop, the love of our Lord Jesus Christ in joyful expectation of a new Pentecost. Pastoral Center staff courageously live the Gospel and reflect a commitment to the Church’s overall mission of evangelization.

The Assistant to the Office, under the direction and guidance of the Executive Director of Mission Advancement, provides direct administrative, clerical and computer support in order to further the mission and provide exceptional customer service to clergy, employees and parishioners of our parishes, schools and diocesan entities. This position works collaboratively with the Chancellor for Administration/Chief Operating Officer, diocesan leadership and the administrative support of the Pastoral Center.

Major Duties and Responsibilities

Assures that all secretarial/administrative duties for the Office of Mission Advancement are accomplished in a timely and efficient manner. Incumbent accomplishes this by receiving and placing telephone calls, scheduling appointments as requested, draft and typing/word processing written communications (letters, reports, memos), filing, developing publishable materials in MS PowerPoint, MS Publisher or the equivalent and processing of mail.

Greets and refers visitors to the appropriate ministers, services, or agencies. Provides backup support to the Pastoral Center reception area as needed. Provides general information to persons calling or visiting the Pastoral Center by utilizing other church, social service, and/or government directories to provide accurate and helpful information to such persons.

Assures the establishment of office record keeping systems and serves as Secretary for the Board of Trustees of the Catholic Foundation. Incumbent accomplishes this by attending Board meetings, maintaining minutes, fund reporting and communication, developing and maintaining filing systems and production of agendas and other meeting materials in respective binders and filing system.

Generates “Requests for payment” form for Mission Advancement diocesan credit cards, as well as for other vendors or services needed. Obtains W-9 forms for vendors prior to submitting the requests for payment. Secures and submits receipts for any charges incurred.

Confidentially coordinates all Mission Advancement related mailings from inception to post-office deposit and in a timely manner. Provides clerical support and coordinates volunteer teams for mailings and other efforts as designated by Executive Director. Prints address labels for mailings, Pastoral Center staff, and other diocesan organizations and projects as requested. Handles correspondence and files of confidential and sensitive nature.

Assists the Executive Director and Associate Directors of Mission Advancement in preparing for meetings and gathering. Incumbent accomplishes this by scheduling the logistics for meetings, conferences, speaking engagements or events, prepares for and tears down rooms and needed technical equipment. Assures the equipment is functioning and assists during the meeting to run any utilized technology. Develops and designs graphic materials and announcements utilizing MS Publisher, Canva or other design tools as needed to support office meetings.

Assist in preparing and arranging flight itineraries, lodging and transportation for members of the Mission Advancement staff, Catholic Foundation Board of Trustees and any guest speakers as requested. Ensures such travel is approved by the Chancellor for Administration prior to making commitments.

Assists the Office of Mission Advancement with developing and maintaining relationships between pastors, clergy, lay employees and parishioners. This is accomplished by generating and mailing personalized letters, utilizing data maintained in the diocesan development database and updating the database with name/address/email/phone number changes.

Assists with the diocesan “Catholic Ministry Appeal” and Mater Dei Societies. Assists in the letter design and review, signatures, personal letters to parishioners and pastors as requested by Executive Director or Associate Directors of Mission Advancement.

  • Maintains confidentiality about all official matters. Provides and receives information requiring strict discretionary judgment, maintaining confidentiality and knowledge of diocesan policies and procedures.
  • Performs these duties according to the mission and values of the Catholic Church and the policies and procedures outlined in the Diocesan employee handbook.

Collaborative Relationships

  • Collaborates with various departments within the Diocese, as well as with Catholic leadership throughout the Pastoral Center and Diocese, including priests, parish staff, diocesan agencies, schools, Catholic apostolates, and organizations.
  • Develop and sustain positive and mutually rewarding relations between the various ministries of the Diocese of St. Petersburg.
  • Collaborate with other offices, programs and parishes within the Diocese as assigned on projects. 
  • Continuously seek improvements and efficiencies in programs and procedures to obtain better results.
  • Perform all duties and responsibilities in alignment with the mission, vision, and values of the Diocese of St. Petersburg.
  • Other duties as assigned. 

Qualities and Skills

  • Master’s degree and three (3) years’ experience or bachelor’s degree and (6) years’ experience in marketing and/or communication and/or resource development in the non-profit environment.  A minimum of three years prior experience in an office setting is required. Computer Experience is required.
  • Must be supportive of the mission and tenets of the Roman Catholic Church. Experience in a Roman Catholic environment is a plus. Must be a Catholic in good standing.
  • Good oral and written English-language communication skills is a must, including a clear speaking voice. Spanish competency encouraged. 
  • Skilled in cultivating and building relationships. The ability to work with others in a collaborative team environment. Excellent customer service skills required. 
  • Proficiency in MS Outlook, Word, Excel, PowerPoint is required. WordPress, social media platforms is preferred.
  • Logistics planning is required. 
  • Type at least 60 wpm with 90% accuracy.
  • Knowledge of fundamentals of project management required. Good time management skills including ability to manage several projects at the same time is required.
  • Must have professional demeanor and the ability to maintain information highly confidential.
  • Weekend and/or evening work hours may be necessary; light travel within the Diocese may be necessary.

Candidate must successfully pass a Level II FBI Background Screening and complete Safe Environment Training before employment.

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