Pastoral Care and Administrative Coordinator
3 weeks ago
JOB DESCRIPTION
Title: Pastoral Care and Administrative Coordinator
Type: Exempt, Full-Time, Salary
Department: Parish Office
Supervisor: Pastor, Parish Manager
Purpose and Scope
This position supports the pastor and staff in fulfilling the mission of the parish by administering parish office operations, including the human resources duties of the community. The role is responsible for ensuring the smooth operation of the administrative office in a mature, efficient, and professional manner while maintaining confidentiality.
Essential Job Functions
Funerals / Pastoral Care
- Coordinates and arranges funeral and memorial Masses.
- Meets with families of the deceased and contacts the mortuary, priest, deacon, sacristan, music minister, bereavement representative, and funeral reception ministry.
- Coordinates with the Director of Liturgy and volunteers to assist with the annual Mass of Remembrance.
- Organizes and oversees a grief support group program.
- Collaborates with priests, deacons, and ministers of the sick and homebound to enhance and coordinate pastoral care services.
- Refers parishioners who need professional help for counseling and other human services to appropriate resources.
- Works with volunteers in charge of pastoral care.
- Coordinates and arranges baptisms, ensuring that interviews, baptism preparation classes, and all necessary paperwork are completed before scheduling a baptism.
- Schedules deacons and priests for baptisms.
- Works with volunteers for the pre-baptismal instruction classes
- Manages and updates the annual parish calendar, ensuring accurate and timely input of all events into the website calendar.
- Coordinates with ministries and other groups regarding facility usage and setup information, and updates the website calendar accordingly.
- Coordinates the monthly Mass and Reconciliation calendar for the pastor, associate priest, and visiting priests.
- Schedules visiting priests as needed for Masses and penance services throughout the year.
- Oversees and ensures accurate Sacramental recordkeeping in coordination with other staff members.
- Provides backup support to the front desk as needed, including answering the main parish phone line and welcoming in-person visitors, addressing their needs effectively.
- Acts as a resource for the parish community by providing assistance over the phone and in person to office visitors concerning parish activities, functions, and services.
- Manages general correspondence, Mass Intention input, letters of recommendation, scholarships, certificates, and other data.
- Gathers detailed information in coordination with other staff members to complete and submit the annual Pastoral Report to the diocese
- Collaborates with other staff in parish-wide functions, such as the Parish Picnic, Volunteer Appreciation Dinner, and Lenten and Advent Missions.
- Performs any other job-related tasks deemed necessary and/or as assigned by the
pastor.
- Contributes to a team effort and demonstrates a cooperative attitude and effective working relationship with all employees, volunteers, ministries, and departments.
- Possesses knowledge of the Sacraments, particularly regarding infant baptisms, and a strong understanding of Catholic funerals and related policies and requirements.
- Strong knowledge of management, supervision, and administrative best practices.
- Must understand the needs and resources of parish community.
- Must be able to work under frequent interruptions.
- Exercises independent and competent judgment in making decisions relating to job responsibilities.
- Possesses effective communication, administrative, and ministerial skills.
- Knowledge of diocesan guidelines and procedures.
- Proficient in MS Office software, including Word, Excel, and Outlook.
- Possesses excellent organizational skills and the ability to multi-task.
- Maintain standards of confidentiality.
- Ability to work independently as well as in a team.
- Weekly work schedule (approx. 40 hours) consists mostly of Monday - Friday (some weekends and evenings will be required).
- Maintains strong relationships with the pastor, parish staff, ministries, and the parish community.
- AA degree or equivalent certificate.
- Three years' work experience in a related position.
- Active member of a Roman Catholic parish/faith community in good standing with the Church.
- Willing and able to support the mission of the Church, the Pastor, and the Diocese of Phoenix.
Work Environment:
This job operates in a professional office environment.
This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
Physical Demands:
This is largely a sedentary role; however, some filing is required, and this would require the ability to lift files, open filing cabinets and bend or stand, as necessary.
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