Director of Operations, Central Deanery

Job Description

Job Summary:

The Director of Operations for the Central Deanery is a key leadership and administrative role responsible for overseeing and optimizing the financial, operational, human resources, and administrative functions across multiple parishes within the deanery. This position acts as a central resource and expert, providing professional management and support to the Dean, pastors and parish staff, ensuring efficient stewardship of resources, compliance with diocesan policies, and sustainable operations that further the mission of the Church. The Director of Operations will work collaboratively with the Dean, Pastors, deanery council, parish councils, finance councils, and staff to implement best practices and support the pastoral priorities of each parish.

This is a newly created position, integral to the foundational development of the Central Deanery. Until June 30, 2026, the Director will play a pivotal role in the envisioning process, contributing expertise to strategic planning and the formation of the deanery's operational framework. Beginning July 1, 2026, the focus will shift to the crucial implementation phase, as the Director leads the execution of the collaboratively developed vision for enhanced efficiency and mission effectiveness.

Qualifications:

Education:
o Bachelor's degree in Business Administration, Accounting, Finance, Non-Profit Management, or a related field. MBA or advanced degree a plus.

Experience:
o Minimum of 7-10 years of progressive experience in business management, financial management, or operations, with demonstrated leadership responsibilities.
o Significant experience managing budgets ($1M+ preferred) and financial operations.
o Prior experience in a church, non-profit, or educational setting is highly preferred, especially within the Catholic Church.
o Experience managing business operations for multiple entities or a federated organization is a significant advantage.

Skills & Knowledge:
o Strong understanding of accounting principles (GAAP) and financial management best practices.
o Proficiency in accounting software (e.g., QuickBooks, ParishSOFT Financials, or similar ERP systems) and Microsoft Office Suite (especially advanced Excel skills).
o Experience in managing employees.
o Knowledge of human resources principles; federal, state, and local labor laws; and applicable human resource policies.
o Experience with facilities management, vendor negotiations, and contract management.
o Excellent organizational, analytical, and problem-solving skills.
o Superior written and verbal communication skills, with the ability to present complex financial information clearly.
o Strong interpersonal skills and the ability to build collaborative relationships with diverse stakeholders (pastors, staff, volunteers, parishioners).
o Ability to work independently, manage multiple priorities, and meet deadlines in a dynamic environment.
o Discretion and ability to handle confidential information with integrity.

Catholic Identity:
o Practicing Catholic in good standing with a strong commitment to the mission of the Church.

Key Responsibilities:
1- Financial Management & Oversight:
Budgeting: Guide and assist parishes in developing, monitoring, and managing annual operating and capital budgets, ensuring alignment with pastoral priorities and financial sustainability for the Deanery. Compile deanery-wide financial reports as needed.
Accounting: Oversee proper bookkeeping for individual parishes while working to implement a new centralized accounting system though Financial Services at the Diocese of Pittsburgh.
Reporting: Prepare regular financial statements, analyses, and reports for the Dean and pastors, finance councils, and the Dean, providing insights into financial performance and trends.
Collections & Contributions: Implement and monitor effective systems for offertory collection, special collections, pledges, and other revenue streams.
Compliance: Ensure strict adherence to diocesan financial policies and procedures,
Audits: Coordinate and prepare for internal and external audits, serving as the primary contact for auditors.
Asset Management: Oversee the inventory and proper recording of parish assets (property, equipment).
Restricted Funds: Manage and account for designated and restricted funds in accordance with donor intent and diocesan guidelines.
Revenue Management: Develops ways to enhance revenues (including wills, donations, grants, increased offertory programs, and fund raising) in accordance with diocesan policies.

2- Human Resource Management, Payroll & Benefits: Oversee payroll processing and administration of employee benefits (health insurance, retirement plans, etc.) for parish and deanery staff, ensuring compliance with applicable human resource policies and labor laws.
Personnel Management
Supervises Central Deanery administrative staff, including the bookkeeper(s), secretaries, receptionist, Director of Communications, Director of Facilities, Safe Environment Coordinator, and other additional office staff.
Maintains a confidential personnel record system for all non-priest deanery employees.
Provide guidance on employee relations issues, performance management, and conflict resolution, consistent with applicable human resource policies.
Recruitment & Onboarding: Assist pastors and supervisors with job description development, recruitment, interviewing, and onboarding of new parish employees.
Compliance: Ensure compliance with all federal, state, and local labor laws, including background checks (e.g., PA Child Protective Services Law clearances, Diocesan Safe Environment policies).
Policy Implementation: Implement and communicate applicable human resource policies and procedures to deanery staff.
Develops, implements and maintains individual parish and deanery personnel manual.
Maintains a hiring and termination procedure for all non-priest personnel. Note: Only the Dean can hire or terminate a deanery employee. Likewise, only a pastor/administrator can hire or terminate a parish employee.
Training: Identify and facilitate professional development and training opportunities for administrative and operational staff.

3- Operations Management:
Contracts & Vendors: Negotiate and manage contracts with vendors for services (e.g., utilities, cleaning, snow removal, security, IT support), ensuring cost-effectiveness and quality.
Insurance: Coordinate with the diocesan insurance office to ensure adequate property, liability, and other insurance coverage for all parish assets and activities.
Safety & Security: Develop and implement safety plans and procedures for parish facilities, ensuring compliance with relevant regulations (e.g., fire codes, ADA).
Purchasing: Establish efficient purchasing procedures and ensure competitive bidding for goods and services where appropriate.
Technology: Oversee parish and deanery technology needs, including network infrastructure, office equipment, and software, coordinating with IT support providers as needed.

4- Administrative & Strategic Support:
Policy & Procedure Development: Develop and implement consistent administrative policies and procedures across parishes to improve efficiency and standardization.
Record Keeping: Ensure proper maintenance of administrative records, contracts, and legal documents.
Advisory Councils: Provide administrative support and financial insights to parish finance councils and pastoral councils as needed.
Strategic Planning: Assist the Dean and pastors in long-range strategic planning related to financial sustainability, facility needs, and operational improvements.
Communication: Facilitate clear and consistent communication regarding business operations between deanery parishes, the Dean, and the diocese.

5- Liaison/Communication:
• Interfaces with Diocesan Offices: Legal Office, Human Resources, Insurance, Facilities Management and Maintenance, Financial Services, etc.
• Attends council meetings when requested, to discuss problems or offer assistance on a particular item or project.
o Understanding of Catholic parish life, structures, and values.

A competitive salary will be offered to the successful candidate as well as a full-benefit package.

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