Events Coordinator

1 week ago

Bedford, United States Catholic Diocese of Fort Worth Full time
General Position Summary:

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Principal Accountabilities:

General Administration
  • Serves as the primary point-of-contact for event and parish resource scheduling
  • Provides consistent, predictable, organized, and proactive assistance to event hosts and requestees
  • Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law
  • Responsible for the operating administrative budget (as it applies to his/her respective position) according to Diocesan and parish policies.
    • Coordinates with the Business Manager for next-year budget submissions in accordance with promulgated deadlines.
    • Coordinates with the Finance/Accounting Manager for the submission of monthly budget reports.
  • Demonstrates dynamic problem-solving skills through adaptable and flexible leadership. Clarifies the needs and directives of supervisors, supervises and manages logistics, and clearly communicates resulting needs and barriers to success in a timely, professional manner
  • Communicates and cooperates with parish and diocesan organizations
  • Foster mutually responsive relationships with parish staff and the parish community at large
  • Mitigates conflicts quickly and charitably.
  • Works independently and within teams on special nonrecurring and ongoing projects as assigned.
  • Establishes professional relationships with vendors, Catholic talent, and parish leaders to ensure a positive experience for all who participate in parish or diocesan events.
Event Scheduling
  • Responsible for facilitating administrative compliance in all events, including but not limited to policies and procedures for safe environment, safety and security, general administration, contracts/agreements, and speaker authorizations.
  • Assists those interested in scheduling events: provides a welcoming and charitable experience, fields and answers event or scheduling related questions, assists in connecting parties with other requests with the appropriate staff or clergy member, assists in the scheduling process, and follows the scheduling process through approval or denial.
  • Responsible for driving the scheduling process: advises, reminds, and coordinates with applicable staff or clergy members in the approval process as well as designated approvers to ensure event feedback to requesters within 7 days.
  • Assists the Business Manager in the overall management of the scheduling system
  • Coordinates with Department Heads and the Facilities Manager to identify and implement practices which improve the efficient use of parish spaces.
Event Planning
  • Responsible for planning and coordinating the parish events calendar
  • Responsible for coordinating future event calendar inputs from departments, ministries, and parishioners for annual, quarterly, and monthly outlooks.
  • Confirms upcoming events with approved hosts 60 days prior to the event and follows up with hosts once more, 30 days and 7 days prior to the event.
  • Schedules and conducts monthly event overview meetings with the Business Manager, Finance Manager, Chief of Staff, and Pastor.
  • May be required to work occasionally on Sundays to facilitate a welcoming and familiar presence to parishioners.
Event Duties:
  • Facilitates the scheduling and resources approved or needed for upcoming events.
  • Ensures the proper breakdown or cleanup after events.
  • Not responsible to attend events hosted by ministries, parishioners, or external entities (unless specifically requested by the Pastor or Chief of Staff).
  • Attendance at parish and diocesan events required, as necessary, to host and manage event logistics and participant experience - may include weekends and/or evenings.
RECORD RETENTION RESPONSIBILTIES:
  • Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law
  • Securely maintains a current work process binder for each project or major area of responsibility
  • Volunteer and training schedule archives
  • Security maintains an inventory of correspondence
Typical Decisions and/or Recommendations Made in This Position:
  • Accountable for financial decisions within administrative unit/ department.
  • May provide input to the budgeting process.
  • May make routine event-related logistics decisions within prescribed budget limits and boundaries
Internal Contacts:
  • Diocese Pastors, Priests, School Presidents, Principals, Business Managers, and employees.
External Contacts:
  • Diocese vendors, local, state, and federal agency representatives, and auditors.
Working Conditions and/or Physical Requirements:

This position works in both a typical office environment and in public spaces but is subject to stress due to the evolving and quickly expanding business needs, tight deadlines and heavy workloads.
  • This role routinely uses standard office equipment: calculator, computers, phones, photocopiers, filing cabinets, etc.
  • This is partially a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary, extending arms and reaching files stored in multiple levels on file shelves; climbing up a stepladder to access files.
  • Database entry via computer keyboard that requires hand and wrist movements.
  • Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.
  • This role will occasionally require prolonged periods of standing or walking, including walking up and down steps and frequent or prolonged periods outdoors.
Travel Requirements:
  • Infrequent travel, by car, may be required to Diocese Parishes and/or schools.
Education and Experience Preferred:
  • High school /GED
  • Ability to communicate effectively
Knowledge and Skills Preferred:
  • Knowledge of the Catholic Church, Catholic sacraments, Catholic rites, and liturgies.
  • Experience in administrative management, office practices, record keeping techniques, and file maintenance.
  • Skill in strategic planning.
  • Skill in coordinating large scale events.
  • Excellent organization, prioritization, time management, and communication skills.
  • Ability to carry out multiple tasks, complete tasks per established guidelines, and meet deadlines.
  • Ability to receive, understand, retain, and complete verbal and written tasks.
  • Ability to work independently as well as in teams.
  • Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
  • Ability to work some nights and weekends.
  • Basic familiarity with AV equipment, software, and databases.
  • General ability to work with, troubleshoot, learn, and teach how to use technology.
  • Strong computer skills in Microsoft Office Suite, especially in Word and Excel
  • Demonstrated history of good judgement.
  • Ability to honor and maintain confidentiality.
  • Ability to work well with people from a diverse variety of audiences
  • Demonstrated aptitude for adaptability and flexibility
  • Bilingual (Spanish/ English) is highly desirable, but not required.


FLSA Designation: Non-Exempt, Part-time 25 hours/week

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