Administrative Coordinator

Description

Position Summary

The Parish Administrative Coordinator provides high-level administrative and operational support to the parish office and serves as an important point of connection between parishioners, clergy, staff, ministries, and the broader community.

This position helps ensure the parish office operates efficiently, professionally, and in a manner consistent with the mission and values of St. Joseph Catholic Church. The Parish Administrative Coordinator manages a variety of administrative responsibilities, assists with parish records and sacramental processes, coordinates office activities, supports parish ministries and events, and provides welcoming and responsive service to parishioners.

The ideal candidate is organized, dependable, service-oriented, able to manage multiple priorities, and comfortable working in a fast-paced parish environment where confidentiality, professionalism, and compassion are essential.

Essential Duties and Responsibilities

Parish Office Administration

· Provide administrative support to the Director of Operations, clergy, and parish staff as assigned.

· Assist with the daily operation of the parish office and help ensure administrative needs are addressed efficiently.

· Answer and direct telephone calls, emails, and parishioner inquiries in a professional and welcoming manner.

· Welcome parishioners, visitors, vendors, and guests and connect them with the appropriate staff member or ministry.

· Prepare correspondence, letters, forms, reports, meeting materials, and other parish documents.

· Maintain organized electronic and physical files and administrative records.

· Maintain calendars and assist with scheduling meetings, appointments, rooms, and parish activities.

Parishioner & Sacramental Support

· Assist parishioners with parish registration, record updates, forms, certificates, and general parish information.

· Maintain accurate parishioner information within the parish database.

· Assist with sacramental records and documentation, including Baptism, First Communion, Confirmation, Marriage, and other records as assigned.

· Prepare sacramental certificates, letters, and supporting documentation in accordance with parish and diocesan procedures.

· Coordinate requests for sacramental records and ensure records are handled confidentially and accurately.

· Direct pastoral or sacramental questions requiring clergy or ministry staff assistance to the appropriate person.

Safe Environment & Compliance

· Support compliance with diocesan Ethics and Integrity in Ministry (EIM) requirements and parish policies as assigned.

· Maintain confidentiality of parishioner, employee, financial, sacramental, and other sensitive information.

· Follow applicable diocesan policies, parish procedures, record-retention requirements, and internal controls.

· Immediately communicate safety, facility, compliance, or operational concerns to the appropriate supervisor.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish of St. Joseph Catholic Church (SJCC), which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. To fulfill his mission, the Pastor employs suitable collaborators (clerics, religious, or lay people). He shares his mission with them and entrusts various responsibilities to them.

Positions at St. Joseph help extend the Pastor’s ministry in particular ways, as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

Requirements

Required

· High school diploma or equivalent.

· Previous administrative, office coordination, customer service, church, nonprofit, or related experience.

· Strong organizational and time-management skills.

· Excellent written and verbal communication skills.

· Strong attention to detail and commitment to accuracy.

· Ability to prioritize multiple responsibilities and meet deadlines.

· Ability to work independently while collaborating effectively with clergy, staff, volunteers, and ministry leaders.

· Proficiency with Microsoft Office, Google Workspace, or similar office technology.

· Ability to learn parish databases, scheduling systems, and other software.

· Demonstrated discretion and ability to maintain strict confidentiality.

· Professional, welcoming, and service-oriented demeanor.

Preferred

· Previous experience working in a Catholic parish, church, school, nonprofit organization, or ministry environment.

· Experience with parish management/database software.

· Bilingual English/Spanish communication skills.

· Familiarity with Catholic parish structure, ministries, sacraments, and terminology.

Knowledge, Skills & Abilities

· Exceptional organization and follow-through.

· Strong interpersonal and customer-service skills.

· Sound judgment and problem-solving abilities.

· Ability to handle interruptions and changing priorities while maintaining accuracy.

· Ability to communicate effectively with individuals from diverse backgrounds and circumstances.

· Ability to handle sensitive or emotional situations with professionalism and compassion.

· Strong computer and administrative skills.

· Initiative and willingness to identify needs and assist without requiring constant direction.

· Ability to work collaboratively as part of a ministry-focused team.

· Respect for the teachings, mission, and values of the Catholic Church.

Physical & Scheduling Requirements

· Ability to perform general office duties, including prolonged periods of sitting and computer use.

· Ability to occasionally lift and carry office or event materials.

· Ability to move throughout parish facilities as needed.

· Occasional evening or weekend work may be required for parish events, meetings, liturgies, or special activities.