Family Faith Formation Administrative Assistant & Baptism Coordinator
Position Summary
St. Joseph Catholic Church seeks a practicing Catholic who is highly organized, bilingual, and mission-driven to serve as the Family Faith Formation Administrative Assistant & Baptism Coordinator.
This role participates directly in the Church’s mission of evangelization by accompanying families as they prepare for the Sacrament of Baptism and begin (or continue) their life of faith within the parish community. As the primary point of contact for many families, this position helps ensure that all administrative, sacramental, and communication processes are carried out with clarity, accuracy, and genuine pastoral care.
The ideal candidate is detail-oriented and responsive, with the ability to manage multiple priorities while offering a welcoming, compassionate, and professional presence – reflecting the heart of the Church in every interaction.
General Qualifications
Practicing Catholic in good standing with a love for the Church and her mission
Bilingual (English/Spanish) required
High school diploma required; additional education or parish experience preferred
Dependable, flexible, and mission-focused team player willing to respond as needed beyond regular hours
Strong administrative, organizational, and time management skills
Excellent written and verbal communication skills
Able to manage multiple responsibilities and shift priorities throughout the day
Proficient in Microsoft Office and comfortable learning database systems
Able to maintain confidentiality and handle sensitive information with discretion
Meets all Parish and Diocesan Safe Environment requirements
CORE RESPONSIBILITIES
Front Office & Family Support
Serve as the primary point of contact for families in person, by phone, and via email
Welcome and assist walk-in families, many of whom are Spanish-speaking
Support families with registration for Family Faith Formation programs
Provide clear guidance regarding requirements, timelines, and next steps
Baptism Coordination
Manage all incoming Baptism intake forms and initiate communication with families
Guide families through the full Baptism preparation process, including:
Explaining required documentation and expectations
Collecting and tracking sacramental documents
Maintaining accurate and complete family files
Maintain organized tracking systems, including:
Pending files (incomplete requirements)
Completed files (ready for scheduling)
Ensure families complete required preparation (including initial formation session) before scheduling
Coordinate closely with ministry staff to finalize Baptism readiness
Assist in preparing materials and logistics for upcoming Baptisms
Collaborate weekly to ensure all documentation and materials are prepared for weekend celebrations
Sacramental Records & Data Management
Maintain accurate records of sacramental preparation and participation
Input attendance and requirement completion into parish database systems
Assist with collection and organization of sacramental documentation
Support communication between ministry and parish office to ensure accurate record keeping
Financial Tracking & Registration Support
Process and track payments for Family Faith Formation, including payment plans
Maintain accurate records of payments and outstanding balances
Assist families with registration during peak seasons (May–July and beyond)
Ensure timely follow-up with families regarding incomplete registrations or payments
Program & Ministry Support
Prepare and distribute weekly children’s bulletins (Catholic Kid) for weekend Masses
Maintain organization of ministry forms, files, and office systems
Assist with sacramental rehearsals, hospitality, and special events as needed
Support preparation and distribution of program materials and resources
Collaboration & Communication
Work closely with clergy & ministry staff to ensure smooth communication and coordination
Maintain timely and professional responses to emails and phone messages
Participate in staff meetings, staff retreats, and departmental collaboration
Schedule
Monday–Thursday: 9:00 AM – 3:00 PM (in office)
Occasional evenings or weekends for special events as needed
What Success Looks Like in This Role
Families feel welcomed, informed, and supported from their first interaction
Baptism files are consistently complete, accurate, and well-organized
Communication is timely, clear, and proactive
Registration and payment processes run smoothly
The office operates with order, efficiency, and professionalism
Important Note About This Role
This position requires someone who:
Thrives in a structured, detail-heavy environment
Is highly responsive and follows through consistently
Can shift between administrative tasks and personal interaction with ease
Understands that their role directly shapes a family’s first experience of the Church
Interested candidates should submit the following:
A current résumé
A brief cover letter (1 page or less) describing:
Your interest in this position
Your experience working with families, administration, or parish life
How you approach conversations that require both compassion and clarity (especially when explaining policies or expectations)
Please send all materials to Christie McGee at christiem@stjosephcc.net with the subject line:
“FF Admin & Baptism Coordinator Application – [Your Name]”
Applications without a cover letter will not be considered.
