Position Summary: Assists the Pastor by supporting and coordinating parish functions, initiatives, and major events ensuring the effective, mission-aligned operation of the parish. This role oversees the administrative, facilities, personnel, and operational functions of the parish while fostering a healthy staff culture, strong systems, and transparent processes in support of parish mission.
Classification: Exempt, Full-time
Reports To: Pastor or Parish Administrator
Essential Duties and Responsibilities
Pastor Support & Parish-wide Coordination:
- Serve as a dependable point of coordination to keep parish priorities progressing by tracking action items, decisions, deadlines, and next steps; preparing materials for the Pastor; and ensuring timely communication and follow-up with staff and key stakeholders.
- Responsible for coordinating Mass announcements and internal communications.
- Coordinate with school leadership to ensure alignment between parish and school priorities, schedules, communications, and joint initiatives, including supporting the Pastor’s visibility within the school community as requested.
- Help ensure cross-ministry alignment by facilitating information flow between staff, ministry leaders, and volunteers as needed.
Office Operations & Administrative Systems:
- Oversee day-to-day parish operations by developing, documenting, and improving policies, procedures, and workflows while ensuring compliance with diocesan, civil, and parish standards.
- Strengthen office effectiveness by ensuring parish office emails, phone calls, and general inquiries are routed and handled in a timely manner, professionally and empathetically, reflecting the parish’s pastoral values and commitment to hospitality.
- Manage the master parish calendar, including liturgies, meetings, events, and facility use, coordinating with parish staff, ministries, external groups, and the school to prevent conflicts and ensure clarity. Proactively identify and resolve conflicts.
- Process or coordinate Mass intentions, sacramental record requests, eligibility letters, and parishioner inquiries with discretion and accuracy.
- Serve as a System Administrator for Flocknote to include providing donation reports to the Finance Administrator and other leaders as requested.
- Manage office IT systems including phones, printers, and computer hardware and software.
- Oversee and advise on risk management and legal compliance including: contract review, insurance coordination, and liability review practices.
- Ensure confidentiality and accurate handling of sensitive financial or personnel information by staff and volunteers.
Staff & Volunteer Coordination:
- Provide day-to-day people operations leadership for parish staff, ensuring coverage, clarity of responsibilities, and consistent administrative practices.
- Support hiring and onboarding processes as assigned (e.g., posting coordination, interview scheduling, reference coordination, onboarding checklists), ensuring alignment with diocesan/parish hiring protocols.
- Coordinate and maintain personnel documentation practices (as assigned and within confidentiality requirements), including onboarding paperwork routing, training completion records, and required acknowledgments.
- Help establish and maintain a healthy staff culture by:
- coordinating staff meetings/agendas and tracking action items,
- promoting consistent internal communication norms,
- supporting conflict-resolution and problem-solving pathways by elevating concerns appropriately.
- Support parish staff by coordinating administrative needs, schedules, and workflows.
- Maintain Safe Environment documentation for staff and volunteers including Virtus completion.
- Oversee Sunday Collection Counting Teams and assist with volunteer coordination.
- Events & Program Coordination: Support planning, logistics, and administrative needs for parish programs, retreats, meetings, and events in collaboration with staff and ministry leaders.
Facilities, Security & Physical Plant Oversight:
- Coordinate with the Facilities Coordinator to ensure effective maintenance schedules, vendor management, and project execution. Report facility issues to Pastor or appropriate leader.
- Ensure parish facilities are safe, welcoming, compliant, and supportive of worship, ministry, and community life.
- Provide oversight of parish security and safety practices, including building access,
emergency procedures, incident response coordination, and alignment with diocesan safety protocols.
- Assist in planning capital repairs, improvement projects, and long-term facility needs.
Acts as Pastor’s Delegate (When Assigned):
- When explicitly directed by Pastor and within parish/diocesan norms, act on behalf of the Pastor in coordinating pastoral functions and operational decisions with delegated authority limited to the scope and duration of the assignment.
- When delegated by the Pastor, coordinate with the Principal on campus-wide operational needs (schedule changes, emergency closings, and shared campus communications) to ensure unity, clarity, and execution.
- Other duties as assigned by the Pastor to support the effective operation of the Parish.
Measures of Success
- Pastor reports effective administrative support and follow-through.
- Parish operations run smoothly with minimal last-minute issues.
- Staff and parishioners report communications occur timely and professionally.
- Facilities are safe, compliant, and well-maintained.
Qualifications & Required Skills
- Bachelor’s degree in business administration, Nonprofit management, Organizational Leadership, Theology or a related field.
- 3+ years of experience in administrative, office management, or parish operations roles.
- Ability to serve as a System Administrator for parish communications and database platforms, including generating reports, maintaining records, and ensuring data integrity.
- Ability to work collaboratively and professionally as part of a parish team and engage effectively with clergy, staff, volunteers, and vendors.
- Strong organizational, communication, and multitasking abilities.
- Ability to maintain confidentiality with personnel, financial, and pastoral information.
- Proficiency in Microsoft Office Suite; ability to learn parish software and systems.
- Completion of diocesan Virtus safe environment training and background check.
- Practicing Catholic who upholds the teachings and mission of the Catholic Church.
Working Conditions/Physical Requirements:
- Ability to operate standard office equipment, including computers, copiers, and phones. Valid driver’s license required. This position involves standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders. Ability to lift and move up to 25 pounds to transport files or materials.
Willingness and ability to work some evenings and weekends as needed for scheduled events or meetings.
