Office and Administrative Support Coordinator

Job Description

Office and Administrative Support Coordinator
Full-Time | Non-Exempt

Reports To:
The Office and Administrative Support Coordinator reports directly to the Vicar for Evangelization or, in his absence, the Executive Director of St. Paul Inside the Walls (SPIW).

Position Summary
St. Paul Inside the Walls is the center for evangelization, discipleship, leadership development, training, and events for the Roman Catholic Diocese of Paterson. Housed in a historic mansion on a beautiful property, we serve as the Office of Evangelization, collaborating closely with the bishop, 106 parishes, and other diocesan institutions in our mission to bring the Gospel of Jesus Christ to all men and women of our time.

The Office and Administrative Support Coordinator serves as the primary administrative and hospitality support for the Center. This individual helps ensure the efficient day-to-day operation by coordinating administrative functions, supporting staff and departments, welcoming visitors, assisting with events, and maintaining a hospitable environment that reflects the spirit of the Gospel.
This position requires exceptional organizational skills, initiative, attention to detail, technological proficiency, and a commitment to providing outstanding hospitality to all visitors.

Essential Qualifications
• Catholic in good standing who demonstrates a commitment to the teachings, mission, and values of the Catholic Church.
• Highly organized with excellent time management and multitasking skills.
• Self-motivated with the initiative to identify needs and solve problems proactively.
• Strong interpersonal, written, and verbal communication skills.
• Professional, welcoming, and service-oriented demeanor.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and database management.
• Ability to manage Outlook calendars and schedules.
• Familiarity with website content management systems is preferred.
• Ability to maintain confidentiality and exercise sound judgment.
• Flexibility to work occasional evenings or weekends as ministry events require.
• Ability to perform light physical work, including lifting and moving tables, chairs, cases of water, and event materials.
Primary Responsibilities

Office Administration
• Coordinate the daily operation of the front office and reception area.
• Ensure consistent front desk coverage.
• Provide administrative support to the Vicar for Evangelization and the Executive Director.
• Coordinate administrative assignments and workflows among support personnel.
• Maintain office files, records, and correspondence.
• Manage incoming mail, deliveries, and distribution of packages.
• Assist in maintaining office supplies and inventory.
• Coordinate scheduling and management of meeting rooms and shared spaces.

Program and Event Support
• Oversee program registration processes, including participant communication, check-in, attendance, and follow-up.
• Assist staff with administrative preparation for workshops, conferences, retreats, and diocesan events.
• Coordinate meeting and event logistics, including room setup and hospitality.
• Assist with event hosting and guest services.
• Recruit and coordinate volunteers for designated programs and special events.

Hospitality
• Welcome visitors and program participants in a warm, professional, and hospitable manner..
• Serve as one of the primary points of contact for the Center.
• Ensure reception and public spaces remain welcoming and organized.
• Assist with food service and hospitality during meetings and events.
• Monitor and replenish promotional materials and informational displays throughout the Center.

Administrative Support
• Provide administrative assistance to all departments within the Office of Evangelization.
• Answer, screen, and direct telephone calls professionally.
• Perform clerical duties including correspondence, document preparation, filing, photocopying, data entry, and mailing.
• Manage calendars and scheduling as assigned.
• Assist with maintaining databases and records.

Financial and Operational Support
• Collect, record, and prepare registrations, fees, collections, and small donations for deposit following diocesan procedures.
• Assist with maintaining accurate administrative records and reports.
• Support chapel scheduling and liturgical and worship space needs.

Technology Support
• Assist with updating website content.
• Support online registration systems and digital communications.
• Help maintain electronic files and databases.
• Assist staff with technology-related administrative tasks.

Additional Responsibilities
• Participate in staff meetings and professional development opportunities.
• Collaborate with all departments to support the mission of evangelization.
• Perform other duties as assigned by the Vicar for Evangelization or Executive Director.

Desired Characteristics
The ideal candidate is:
• Joyful and welcoming
• Organized and detail-oriented
• Dependable and trustworthy
• Adaptable and flexible
• Collaborative and team-oriented
• Professional in appearance and communication

Position is 30+ hours per week

About the Employer

Inviting
Engage seekers and those who are disconnected from God by creating opportunities for them to explore or enhance their exploration of the life of faith.

Welcoming
Promote a warm, energetic, orthodox, and contemporary experience of Church.

Forming
Develop, refine, and deliver educational opportunities that enrich and deepen faith, helping people to experience a personal relationship with Christ, become His witnesses, and grow into exceptional leaders of our faith communities.

Leading
Inspire the vibrant leadership that mirrors the apostolic ministry and zeal of the early Church, training and forming leaders to evangelize in all aspects of parish life and in the wider world.