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Administrative Coordinator

2 months ago

Georgetown, Texas, United States Diocese of Austin Catholic Parishes Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to support the Diocese of Austin Catholic Parishes' Faith Formation Office. This role plays a crucial part in facilitating the planning and execution of various events, managing registrations, and providing administrative support to ensure the smooth operation of our ministry activities.

Key Responsibilities
  • Event Planning Support:
    • Collaborate with ministry leaders to plan and organize youth events, retreats, and evangelization programs.
    • Assist in coordinating logistics, including venue selection, catering, transportation, and scheduling of activities.
    • Work closely with vendors and suppliers to ensure timely delivery of services and materials.
    • Help create and distribute promotional materials for events, both online and offline.
  • Registration Management:
    • Oversee the registration process for events, including online registration systems handling inquiries from participants.
    • Maintain accurate attendee records and databases, ensuring all necessary information is collected and stored securely.
    • Prepare registration reports and summaries for ministry leaders to track participation and assess event effectiveness.
  • Administrative Support:
    • Provide general administrative assistance to the Faith Formation Office, including answering phone calls, responding to emails, and managing schedules.
    • Assist with budget tracking and expense management for ministry activities.
    • Prepare and distribute communication materials such as newsletters, announcements, and meeting agendas.
    • Collaborate with other staff members to support overall ministry objectives and initiatives.
    • Process payments received in the Faith Formation Office and prepare reports for the Faith Formation Coordinator in a timely manner.
    • Assist with and attend special liturgical celebrations as required.
  • Other Duties as Assigned:
    • Flexibility to assist with various tasks and projects as needed to support the dynamic needs of the ministry of the Faith Formation Office.
    • Perform other duties as assigned by Business Manager or Pastor.
    • Willingness to contribute ideas and suggestions for improving ministry operations and enhancing the participant experience.
    Requirements
    • Education and Experience:
      • Previous experience working in a ministry or religious organization is highly preferred.
      • Bachelor's degree in a related field (Theology, Religious Studies, Business Administration, etc.) is desirable.
      • Strong organizational and time management skills, with the ability to interact professionally with staff, volunteers, and participants.
      • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management systems.
      • A positive attitude, team-oriented mindset, and willingness to support the mission and values of the ministry.
      • Two (2) years of experience working is required.
    • Language:
      • Bilingual English-Spanish is required (proficient in writing, reading and conversing).
    • Catholic Requirement:
      • Must be a practicing Roman Catholic in good standing.
    • Licenses/Certifications:
      • Valid Texas driver's license.
      • Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.
      Knowledge, Skills and Abilities
      • Knowledge of Roman Catholic teachings, parish and diocesan structure.
      • Ability to work in a multi-cultural parish serving various cultures and a wide range of age groups.
      • Ability to provide excellent customer service and work effectively with staff, clergy, and laity.
      • Ability to build authentic relationships with adults rooted in Christ.
      • Ability to effectively work with constant interruptions.
      • Ability to operate various word-processing software, spreadsheets, and database programs.
      • Ability to organize, prioritize and utilize effective time management techniques.
      • Ability to maintain confidentiality at all times.
      • Ability to carry out multiple tasks, meet deadlines, and implement creative solutions.
      • Ability to follow instructions furnished in verbal or written format.
      • Ability to proficiently communicate in English and Spanish (writing, reading and conversing).