Admin Asst to Pastoral Coordinator of Catholic Education

Job Description

Position Summary: The Administrative Assistant provides comprehensive administrative, organizational, and operational support to the Pastoral Coordinator of Catholic Education and Campus Ministry. This role directly supports Catholic education initiatives and college campus ministry programs across the Diocese of Charleston. The position requires exceptional organizational skills, attention to detail, discretion, cultural sensitivity to Catholic traditions, and a deep commitment to the mission of the Church.

Classification: Non-Exempt, Part time (20 hours per week)

Reports to: Father Andrew Fryml

Location: Chancery - Diocese of Charleston

Key Responsibilities

Administrative & Office Support

Answer phones, check voicemails, monitor incoming mail, and handle or direct correspondence as appropriate.

Create, proofread, and edit all materials and communications leaving the Office of Campus Ministry.

Maintain and update office records, databases, and files with accuracy and confidentiality.

Make copies, process outgoing mail, and operate basic office equipment efficiently.

Scheduling & Event Coordination

Manage the Pastoral Coordinator' complex calendar, including scheduling school and campus ministry visits, meetings with pastors and chaplains, diocesan obligations, and liturgical events.

Coordinate logistics for the Annual Day of Formation (Chaplains, Campus Ministers, FOCUS missionaries) and the Annual Retreat for Campus Ministers/FOCUS missionaries.

Schedule deanery or diocesan-level continuing education programs for pastors and chaplains.

Support long-term planning for diocesan campus ministry initiatives by organizing and documenting ideas, priorities, and timelines.

Communication & Liaison

Serve as the primary liaison between the Pastoral Coordinator and clergy, principals, teachers, campus ministers, FOCUS missionaries, and diocesan leadership.

Assist in drafting, editing, and distributing official communications on behalf of the Pastoral Coordinator.

Prepare correspondence, reports, meeting materials, and presentations for committees, leadership teams, and donors.

Draft a weekly "' Corner" (approximately 150 words) to be sent to pastors and chaplains. Talking points and quotes would be provided.

Write thank-you letters to donors and assist with donor cultivation strategy communication.

Financial & Resource Management

Process expense reports and assist with departmental budget tracking for campus ministry programs.

Prepare and disseminate educational resources and diocesan guidelines to schools and campus ministries.

Support for Catholic Education & Campus Ministry

Assist with integration and resource distribution for new campus ministers.

Maintain the diocesan database of campus ministry contacts and update corresponding sections on the diocesan website.

Coordinate scheduling and communications related to school visits and meetings with pastors, chaplains, and principals.

Support communications regarding educational policies, liturgical guidelines, and diocesan initiatives.

Other Duties

Carry out additional projects or assignments as requested by the Pastoral Coordinator to further the goals of Catholic education and campus ministry.

Qualifications and Requirements

Education: Bachelor' degree required, preferably in Business Administration, Communications, Education, or related field.

Experience: 3-5 years of relevant administrative or executive assistant experience; experience in educational, non-profit, or religious environments strongly preferred.

Knowledge:

Familiarity with Catholic Church structure and liturgical calendar.

Understanding of clergy etiquette and Catholic cultural traditions.

Prior experience in Catholic Education or Campus Ministry (preferred).

Skills:

Proficiency in Microsoft Office (Word, Excel, Outlook, SharePoint) and ability to learn diocesan software tools.

Exceptional organizational, multitasking, and prioritization skills.

Excellent written and verbal communication; ability to proofread and produce professional correspondence.

Strong interpersonal skills with proven discretion and capacity to maintain strict confidentiality.

Demonstrated ability to work independently while following direction, taking initiative without constant follow-up.

Personal Qualities:

Professional demeanor and work ethic.

Respect for Catholic teaching and willingness to support the mission of the Church and the Diocese of Charleston.

Person of faith and conviction with the ability to represent the mission of the Church faithfully.

Working Conditions/Physical Requirements: The requirements described here are representative of those that must be met to successfully perform the essential functions of this job. Ability to operate standard office equipment, including computers, copiers, and telephones. Proficient in Microsoft Office Suite, including Word, Outlook and Excel. Communicate effectively verbally and in writing. Valid driver's license required. This position involves standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders. Ability to lift and move up to 25 pounds to transport files or materials.

About the Employer

The Chancery exists to serve the mission of the Bishop of Charleston to teach, sanctify, and govern the Catholic Church in South Carolina. Led by the Bishop, the Chancery supports the clergy, religious, and lay faithful in fulfilling the Great Commission given to us by the Lord Jesus.