Administrative Assistant - Ministry Coordinator

Description

Employment Status: Full Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday thru Friday - 8am-5pm with 1 hour lunch (some evenings and weekends may be necessary)

Reports to: Business Manager

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan 
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Summary:

The Administrative Assistant – Ministry Coordinator provides essential administrative support to ensure the smooth functioning of the office with special attention and service given to parish Ministries. This role is responsible for the coordination of parish activities and assisting with the day-to-day operations, handling correspondence, organizing meetings, maintaining records, and assisting with general office tasks.

Position Responsibilities:

Administrative Assistant

• Answer phone calls, emails, and correspondence, redirecting as necessary.
• Organize and schedule meetings, appointments, and travel arrangements
• Provides administrative support to the Pastor, assisting with scheduling and preparing materials for meetings and handling various clerical tasks as needed.
• Prepare and edit documents, reports, and presentations
• Maintain filing systems, both physical and electronic
• Assist with financial tasks such as receiving payments for services and rentals
• Schedule and monitor the use or rental of parish facilities by external groups, parishioners or community organizations
• Monitors Rental Agreements and ensures collection of balances owed.
• Support various ministries with administrative tasks as required.
• Handle incoming and outgoing mail, packages, and deliveries
• Coordinates ministry events
• Coordinate and distribute parish communications, including bulletins, mass scripts, mass intentions, newsletters, flyers, and other announcements to parishioners.
• Recruits, trains and supervises parishioners who volunteer for money counting
• Develop and distribute parish calendar of events 
• Maintain and order supplies for the entire Parish (e.g. candles, wine, hosts, palms, etc.)
• Assist with fundraisers, raffles, and other outreach programs by coordinating logistics and managing materials.

Ministry Coordinator

• Nurturing a vibrant and cohesive spiritual community by creating and strengthening participation, engagement via the parish Ministries.
• Responsible for organizing sacramental events such as First Communions, Confirmations, Baptisms, Funerals, Weddings, Quinceaneras, and other special events.
• Serves as the point of contact for parish Ministries.
• Recruiting, training, and managing volunteers to ensure effective service and Ministry involvement.
• Facilitating communication among ministry staff, volunteers, and congregation members.
• Overseeing the creation and distribution of ministry-related materials, such as newsletters and brochures.
• Coordinating with other church departments to integrate ministry activities with broader church functions and events.
• Researching and implementing new ministry ideas and staying updated on trends and innovations in church ministry.
• Other duties as assigned by Pastor
• Assist with financial tasks such as receiving payment for services and rentals.
• Support various ministries with administrative tasks, as required.
• Handle incoming and outgoing mail, packages, and deliveries.
• Coordinate events, meetings, and conference calls.
• Overseeing the creation and distribution of ministry-related materials, such as newsletters and brochures.
• Coordinating with other church departments to integrate ministry activities with broader church functions and events.
• Researching and implementing new ministry ideas and staying updated on trends and innovations in church ministry. 

Other Requirements

• Excellent communication and interpersonal skills, with the ability to engage and work with diverse groups of people, including children, adults, volunteers, and parish staff.
• Assist with service opportunities, Vacation Bible School, Halloween Carnival, All Soul’s Day prayer service, Christmas Children’s Mass, Good Friday way of the cross, Easter egg hunt, and other events. 
• Strong organizational and time management skills. 
• Ability to work in fast-paced environment.
• Supports and upholds the philosophy of Catholicism and the mission of the parish. Must take opportunities offered to further own Faith Formation. Have self-knowledge and ability tot share the Catholic faith.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Adhering to safety training and protocols and taking precautionary measure to ensure the safety and well-being of self, others. 
• Responsible for protecting the confidentiality of any information or material obtained in the service to the parish.
• 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.

Requirements

Minimum Qualifications:

Education

• High school Diploma or equivalent
• Associate’s degree preferred

Experience

• At least four (4) years’ experience of working in an administrative role providing direct support 
• Bilingual in Spanish and English
• Working knowledge of computer, copy machine, printer/fax/scanner, business phone system, and other office equipment.

Knowledge, Skills, and Abilities

• Bilingual in English and Spanish 
• Proven intermediate level of proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Ability to handle sensitive information with integrity and discretion. Confidentiality is essential.
• Must have good critical thinking and problem-solving skills. 
• Must be detail oriented, organized, self-motivated, work well independently and on a team.

License And Credentials

• Reliable transportation
• Valid driver license
• Valid vehicle insurance 

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.