Pastoral Executive Sacraments and Liturgy Coordinator

Job Description

General Summary of the Position
St. Francis of Assisi Catholic Church seeks a hard-working, innovative, solutions-oriented, flexible, joy-filled, and passionate Pastoral Executive, Liturgy and Sacraments Coordinator. The primary objective is to provide superior support for the Pastor first and foremost, and for Parochial Vicars. This aspect of the job is the top priority and requires the most time commitment. In addition, this position will support the Director of Liturgy and Sacraments in ensuring liturgies that foster deeper encounters with Christ at an exemplary level, and will support the Sacraments team (Weddings, Baptisms, Funerals, and Quinceaneras) in delivering exceptional experiences.

The Pastoral Executive, Liturgy and Sacraments Coordinator delivers executive-level administrative support, including clerical support, scheduling, visitor reception, travel arrangements, correspondence, and expense management and reporting. The Pastoral Executive, Liturgy and Sacraments Coordinator exercises discretion and maintains confidentiality. The Pastoral Executive, Liturgy and Sacraments Coordinator collaborates with the Director of Liturgy to schedule clergy for Masses and other liturgies. The ideal candidate must also thrive in a fast-paced, high-pressure environment while juggling multiple projects simultaneously.

Essential Duties and Responsibilities of the Position
Pastoral Executive Duties:
• Manages the pastor's and parochial vicars' calendar, coordinates and schedules appointments, events, and meetings. Works to ensure the pastor and parochial vicars stay on schedule for meetings and appointments.
• Answers all phone calls and emails directed to the pastor and determines availability and necessary routing
• Collaborates with the Parish Receptionist to fulfill all Letters of Good Standing (and similar) requests.
• Assists in greeting visitors and determining access to appropriate parties.
• Proactively assists the pastor in preparing correspondence (i.e., thank you notes, follow-up messages) to parishioners, volunteers, donors, diocesean representatives, and others as directed.
• Ensure a warm, welcoming, pleasant, organized, and clean entrance and environment for visitors.
• Captures key notes, takeaways, and next steps at all meetings as directed by the pastor.
• Coordinates travel, lodging, and meeting arrangements for conferences and workshops.
• Organizes and manages all expenses and receipts and ensures proper reimbursement for the pastor.
• Supports the monthly liturgical calendar by putting all liturgy assignments and commitments on the priest's calendars.
• Responsible for all Diocesan-requested reports, Mass attendance, and miscellaneous sacramental records.
• Responsible for fielding requests for clergy for Anointing of the Sick, last rites, emergency Baptisms and other emergencies during regular business hours.
• Responsible for overseeing the after-hours answering service, which includes reaching out to clergy for calls for Anointing of the Sick, last rites, emergency Baptisms, and other calls that may constitute an emergency for clergy.
• Able to assist the receptionist on occasion as needed at the Parish Reception Area.
• Other duties as assigned by Pastor and Senior Director of Operations.

Liturgy Support
• Schedules liturgy trainings (EMs, Lectors, Ushers, etc.) as needed throughout the year. Includes promotion to the community through bulletin and Mass Announcements.
• Collaborates with the Director of Liturgy to help the Syro Malabar community with various needs for Sacred Space for liturgies, trainings, meetings, sacraments, etc.
• Supports the Director as needed with eSpace requests
• Oversees and coordinates with the Vocations Committee
• Participates in weekly (regular) team meetings and actively contributes
• Manages multiple key vendor relations for all liturgical supplies and equipment
• Supports confessions as needed
• Assists with production of weekly worship aids as needed.

Sacraments Support
• Helps with intake for weddings, works with the Sacraments manager for preparing files for tribunal.
• Communications with wedding couples to ensure all forms and processes are completed??
• Creates and prints Marriage and Baptismal certificates.
• Creates wedding liturgy and Quinceaneras binders (readings, prayers of the faithful, door signs for the ceremony) and assists with developing and printing worship aids.
• Arranges pre-nuptial meetings for the clergy/couple and collects any pre-meeting interview questions.
• Prepare and print funeral worship aids as long as it does not interfere with the primary purpose of the role of supporting the Pastor.

Position Requirements
Knowledge, Skills, and Abilities:
• Looking for a candidate who possesses a servant-leadership mindset.
• Looking for a candidate who likes to be in a positive, Christ-centered culture, where we pray, and try to live like a "church family," work hard, and have fun when we can.
• Seeking a person who can maintain a positive, upbeat, self-starting, solutions-centered, can-do attitude.
• Searching for someone who is adept at problem-solving.
• The ideal candidate understands the importance of the community served by St. Francis of Assisi.
• Ability to thrive with minimal supervision, in a fast-paced environment, while managing multiple projects.
• Needs to possess the ability to easily interact and relate with a wide assortment of personality types.
• Must be able to listen carefully and take direction well.
• Must possess the ability to manage time and prioritize accordingly.
• To succeed, the ideal candidate has excellent organization and follow-up skills.
• Must be a Catholic in good standing.
• Advanced MS Office experience, including Outlook, Word, PowerPoint, Excel; Apple (iOS) platform.

Education and Experience:
• B.S. or B.A. in Management or related field
• 3+ years of administrative support or executive assistance
• Bilingual (English and Spanish) required.

Special Requirements:
• Occasional evenings and weekends.

About the Employer

St. Francis of Assisi Catholic Church, located in Frisco, Texas (Diocese of Dallas), is a vibrant, thriving parish with over 37,000 parishioners. We are a warm, welcoming community striving to serve Christ in the spirit of our namesake, St. Francis of Assisi.