Faith Formation Admin Assistant

Job Description

Saint Augustine-Saint Francis Xavier Parish is seeking a reliable, organized, and mission-aligned individual to serve as Faith Formation Admin Assistant. This part-time role provides direct operational and administrative support to the Director of Faith Formation & Pastoral Associate across children's faith formation and sacramental preparation.
This is a behind-the-scenes role with real impact. The goal of this position is to free the Director from high-volume administrative tasks so she can focus on pastoral accompaniment, catechist formation, and ministry leadership. For the right person, this role carries real opportunity for growth and increasing responsibility over time.
What You'll Do
Email & Communications
• Manage the Faith Formation email inbox, responding to standard family inquiries about scheduling, enrollment, and logistics
• Draft outgoing emails, announcements, and follow-ups for the Director's review
• Send weekly family messages via Ministry Platform using Director-approved content
Sacramental Inquiry & Follow-Up
• Monitor incoming inquiries for OCIA, baptism, and volunteer interest; log and flag to the Director
• Follow up with individuals who submitted a form but did not schedule an appointment
• Manage scheduling for sacramental meetings on the Director's calendar
• Coordinate paperwork and family communications for sacramental cohorts (First Communion, First Reconciliation, OCIA)
Calendar & Task Management
• Manage the Director's calendar and coordinate availability across ministry areas
• Build the annual faith formation calendar for Director review and approval
• Support the Director's Monday.com task list, keeping items current and deadlines visible
Database, Records & Compliance
• Keep family enrollment records current in the parish database and Ministry Platform
• Update mailing lists in Flocknote and other parish systems
• Track session attendance and follow up with families on absences
• Monitor Safe Environment certification for catechists and volunteers; flag expirations to the Director
Volunteer & Catechist Coordination
• Maintain the volunteer and catechist roster; coordinate coverage when a session leader is unavailable
• Send scheduling communications, confirmations, and reminders to volunteers
On-Site Presence
• Present for all Sunday Faith Formation sessions (sessions do not meet every Sunday)
• On session Sundays: confirm catechists are prepared, visit classrooms, and tidy the parish room afterward
• Flexible weekday hours for office work and family appointments (schedule set with the Director)

Required Qualifications
• Active, practicing Catholic in good standing with the Church
• Strong organizational and time-management skills with high attention to detail
• Clear, warm, and professional written communication
• Ability to manage multiple tasks independently without close supervision
• Proficiency with email, Google Workspace, and basic database or spreadsheet tools
• Reliable Sunday availability throughout the program year (September-May)
• Must complete diocesan background check and Safe Environment training (VIRTUS) prior to start date
Preferred Qualifications
• Experience in an administrative, coordinator, or support role - parish, school, nonprofit, or similar
• Familiarity with Ministry Platform, Monday.com, or Flocknote (training will be provided)
• Experience supporting a calendar-heavy or appointment-driven workflow
• Bilingual (English/Spanish) a plus

About Saint Augustine-Saint Francis Xavier Parish
Saint Augustine-Saint Francis Xavier (SASFX) is a vibrant dual-campus Catholic parish in Brooklyn, New York, serving hundreds of families annually through children's catechesis, sacramental preparation, OCIA, and adult faith formation. We are a welcoming, mission-driven community committed to forming disciples at every stage of life.
How to Apply
Submit a cover letter and resume to Natalia Parra, Pastoral Associate & Director of Faith Formation, at nparra@sasfx.org. Applications are reviewed on a rolling basis. We warmly welcome applicants from parish, school, and nonprofit backgrounds, as well as mission-driven individuals with a heart for ministry.

About the Employer

About Our Parish:
Saint Augustine-Saint Francis Xavier is a vibrant, welcoming Catholic parish in the heart of Brooklyn, New York, committed to forming disciples of Jesus Christ across every stage of life. Rooted in the rich diversity of our neighborhood, we are a community of faith that takes seriously the call to evangelization, service, and sacramental life.

Our Mission:
To encounter Christ, grow in community, and go forth in service - forming disciples who know, love, and live their Catholic faith.