Office Administrator of Operations

Job Description

Job Title: Office Administrator of Operations
Reports To: Director of Stewardship and Operations
Employment Type: Full-time
Location: St. Thomas Aquinas Parish, Madison, WI

Job Summary:
The Parish Office Administrator provides essential operational and administrative support to ensure the smooth functioning of parish business operations. This professional position focuses on database management, operations and technology support, and parish communications, working collaboratively with clergy and staff to support the mission of our Catholic community.

Key Responsibilities:
Operations & Building Safety Administration
• Manage vendor relationships and parish contracts, with collaboration from Director of Stewardship and Operations
• Assist in developing the annual parish maintenance budget.
• Obtain bids and oversee contractors for projects, ensuring cost-effective solutions.
• Coordinate with approved diocesan contractors for major repairs (roofing, HVAC, structural work).
• Maintain and inspect fire suppression systems, emergency lighting, and exit signage.
• Be a liaison with vendors including snow removal company to ensure professional results. Respond to and resolve concerns from our neighbors, as necessary. Coordinate with vendors to schedule service calls when the issue is beyond STA Maintenance Staff expertise or ability to repair/resolve
• Maintain MSDS (Material Safety Data Sheets) for supplies. Maintain adequate levels of stock of cleaning and office supplies related to custodial needs
• Maintain building safety and city requirements
o Facilitate annual building inspections with city officials and insurance, fire/AED equipment, etc.
• Ensure all facilities comply with Diocese of Madison safety policies, local codes, and OSHA standards.
• Have working knowledge of hazardous chemicals and their disposal, OSHA, EPA, COVID-19 precautions, and FDA requirements
• Support special projects and parish initiatives as needed

Communications & Technology:
• Manage parish calendar (Outlook) coordination with ministry leaders
• Manage parishioner database (ParishStaq), including registrations and family updates, monthly offertory envelope orders and Catholic Herald list
• Maintain Membership NCD spreadsheet (New/Change/Delete)
• Facilitate Membership letters and notices
• Monitor & maintain building access (Aura KeyScan) and security cameras (exacqVision) and phone system (Nextiva)
• Maintain HVAC temperature settings, building schedules and outages (I-Vu)
• Order workroom copier machine supplies, schedule service or maintenance
Qualifications & Skills:
• Practicing Catholic with understanding of Church structure/sacraments
o Commitment to the Catholic mission of St. Thomas Aquinas Parish: We are an evangelizing parish where people encounter Jesus in a way that changes how they live.
• Multi-tasking, organizational and time-management skills, with the ability to prioritize and perform outlined tasks with minimum supervision.
• Ability to interpret a variety of instructions provided in various forms.
• Capable of performing a variety of duties, often changing from one task to another without loss of efficiency or composure and able to adapt to changes in routine and schedule.
• Ability to accept direction and support the process for the focus, control or planning of an activity.
• Ability to be resourceful, flexible, collaborative, and proactive when issues arise.
• 2+ years administrative and/or building operations experience, parish/nonprofit preferred
• Experience with Microsoft 365 Suite (Excel, Outlook, Word)
• Excellent written communication abilities
• Ability to handle confidential information discreetly

Work Environment:
• Standard office hours with occasional evening meetings
• Collaborative work with parish staff and volunteers
• Professional office setting

Physical Requirements:
• Ability to work at computer for extended periods
• Light lifting of files/supplies (up to 20 lbs)

This job description is intended to provide an overview of the position and responsibilities. Duties may be subject to change based on the needs of the ministry and parish.

Schedule:
• Monday-Friday, 9am-5pm
• Some weekend and evening hours may be required

Compensation:
• This position is a full time, salaried position. Applicant will be awarded a generous base salary and health care benefits, including contribution to a Health Savings Account if you elect to be covered by the health insurance plan. Other benefits include a 401(k) retirement plan, vacation time and sick time.

Saint Thomas Aquinas Catholic Church
602 Everglade Dr., Madison WI 53717 | (608)833-2600 x4867 www.stamadison.org

Interested Applicants may email their resume and cover letter to: business@stamadison.org

About the Employer

We are a Catholic parish where people experience Jesus Christ in a way that changes how they live.
Somos una parroquia Catolica donde las personas presencian a Jesucristo de una manera que cambia como viven.

St. Thomas Aquinas parish is a place of God's mercy and hope, where all feel welcomed, loved, forgiven, and encouraged to live out the Good News. Our doors are wide open so that all may enter. These same doors are also wide open so we can go out and share that good news with others.