Program Coordinator Office of Worship

Job Description

Summary/Objective:

The Program Coordinator for the Office of Worship provides comprehensive administrative, operational, and logistical support to the Director of Worship. This position plays a vital role in ensuring the effective administration of the Office of Worship by managing databases, financial records, communications, and the execution of diocesan liturgies, workshops, and events. The role requires a high level of professionalism, attention to detail, and commitment to the mission of the Catholic Church.

Essential Job Functions:

•Assist the Director of Worship and Director of Sacred Music to provide guidance, support, and resources to priests and parish staff & leaders.
•Serve as the primary point of contact for the Office of Worship by monitoring and responding to phone calls and emails, providing accurate information, resolving routine inquiries, and escalating urgent matters to the Director of Worship as appropriate.
•Manage calendars for the Office of Worship, including scheduling meetings, appointments, and travel arrangements.
•Develop, organize, and maintain efficient filing systems and contact databases (digital and physical).
•Maintain accurate and orderly financial records for the Office of Worship, including invoices, reimbursements, payments, and budget tracking.
•Prepare, produce, and distribute professional correspondence, including letters, memos, forms, and reports.
•Maintain, audit, and update the Extraordinary Ministers of Holy Communion database, ensuring certifications and records are accurate and current.
•Coordinate diocesan workshops and events, including registration management, preparation of physical and digital materials, logistics, and post-event follow-up.
•Provide on-site support for diocesan liturgies and events, including preparation of materials, setup, coordination during events, and post-event breakdown and cleanup.
•Assist parishes with the remote preparation for Confirmation and other episcopal Masses as needed.
•Manage the Office of Worship's web presence (webpage, social media, and monthly FlockNote).
•Assist with additional administrative and operational duties as assigned to support the mission and work of the Office of Worship.

Required Competencies:

•Should strive to personally know, love, and serve Jesus Christ through active participation in the life of the Catholic Church.
•Must publicly profess and strive to follow Catholic teachings as proclaimed by the Magisterium of the Church.
•Should have strong interpersonal skills, collaborating effectively and joyfully with people from diverse backgrounds.
•Contribute to a positive working environment through words and actions, and maintain a positive and professional demeanor.
•Demonstrate integrity, a striving for excellence in work.
•Strong written and verbal communication skills, with attention to detail.
•Maintains strict confidentiality regarding all sensitive parish and diocesan matters
•Excellent organizational and time management abilities, with the capacity to multitask, prioritize tasks, and meet deadlines.
•A reputation for honesty, reliability, and professionalism in all interactions.
•Ability to effectively work with diocesan staff, parish leaders, and volunteers.
•Ability to prioritize tasks in a fast-paced environment with competing demands.
•Willingness to adapt to irregular hours, including evenings or weekends, for diocesan events.
•Proficient knowledge in the structure of Masses and liturgies.
•Willingness to attend diocesan and parish staff meetings as required.
•A strong desire and passion in working with volunteers.
•Proficient knowledge of Microsoft Office products (Outlook, Word, Excel)
•Experience with publishing and layout a plus.

Required Education & Experience:

•Associate's or Bachelor's degree in Business Administration, Communications, or a related field.
•Minimum 3-5 years of experience in an administrative or office management role.
•Prior experience working in a parish or chancery environment preferred.

Work Relationships:

•Director of Worship; Diocesan Staff
•Pastors and parish staff

Classification:

•Part-Time, Exempt

Reports to:

•Director of the Office of Worship

This job description is not designed or intended to be a comprehensive or exhaustive list of all activities, duties or responsibilities that are required of an employee in this job. Duties, responsibilities, and activities may change at any time with or without notice, at the discretion of the Bishop of Madison.

About the Employer

The Roman Catholic Diocese of Madison, serving Southern Wisconsin, is building mission-driven communities of faith to share the life-changing good news of Jesus Christ. From the confluence of the Mississippi and Wisconsin rivers in the beautiful Driftless Area to the rolling glacial plains, bluffs, and lakes surrounding our state capital region, we're blessed with a rich blend of rural communities and vibrant cities, each shaped by our longstanding Catholic heritage.