Administrative Coordinator

Job Description

The Catholic Diocese of Richmond is seeking an Administrative Coordinator to support the Office of the Vicar for Clergy.

The Administrative Coordinator for Clergy Services provides high-level administrative, operational, and compliance support to the Office of the Vicar for Clergy. This position serves as the primary coordinator for international clergy programs, clergy suitability reviews, and related clergy personnel processes. The position requires exceptional attention to detail, professionalism, discretion, and judgment in handling highly confidential information concerning priests and clergy assignments.

The Administrative Coordinator ensures the accurate administration of clergy records, letters of suitability, immigration and onboarding processes, compliance requirements, and diocesan clergy support initiatives. The position also provides administrative and logistical support for diocesan councils, deanery programs, clergy events, and special projects as assigned.

RESPONSIBILITIES

INTERNATIONAL CLERGY VISA AND IMMIGRATION PROGRAM
1. Maintains confidential personnel and immigration records for international priests, including documentation related to Human Resources, immigration compliance, background screenings, and child protection training. Ensures all records are accurate, complete, and securely maintained
2. Coordinates the onboarding and immigration process for international priests seeking ministry assignments within the Diocese, including drafting correspondence on behalf of diocesan leadership.
3. Collaborates with attorneys and paralegals to prepare and submit visa applications and supporting immigration documentation
4. Assists international priests in obtaining Social Security documentation, driver's licenses, and other required credentials and evaluations.
5. Drafts and prepares correspondence regarding international priests for review by the Vicar General and Vicar for Clergy.
6. Coordinates with the Offices of Human Resources and Finance regarding matters affecting international priests.
7. Coordinates onboarding activities for international priests with Pastoral Center departments.
8. Provides relocation and transition support to international priests, including assistance with transportation, housing, and other assigned needs.

LETTERS OF SUITABILITY AND CLERGY FACULTIES
1. Coordinates the review, processing, approval, and tracking of both incoming and outgoing Letters of Suitability, faculties requests, and related clergy documentation for priests and deacons entering or leaving the Diocese of Richmond
2. Reviews incoming Letters of Suitability and supporting documentation to ensure completeness, accuracy, and compliance with diocesan policies and safe environment requirements.
3. Verifies clergy information including assignment, faculties, ministry dates, ministry locations, safe environment compliance, criminal background screening status, and other required documentation.
4. Serves as the primary point of contact with other dioceses, archdioceses, eparchies, religious institutes, and parishes regarding suitability reviews and clergy permissions.
5. Conducts follow-up with bishops' offices, chancery personnel, religious superiors, and clergy when required documentation is incomplete, outdated, or inconsistent.
6. Prepares outgoing Letters of Suitability and related documentation for priests incardinated in the Diocese of Richmond who are requesting faculties or ministry opportunities in other dioceses or ecclesiastical jurisdictions.
7. Maintains comprehensive tracking systems for all incoming and outgoing suitability requests, including approvals, expiration dates, compliance documentation, ministry locations, and related correspondence.
8. Collaborates with the Offices of the Bishop, Vicar General, Human Resources, Safe Environment, and diocesan leadership to verify ministerial eligibility and compliance requirements.

DIOCESAN DEANERY PROGRAM:
1. Supports collaboration and communication among parishes through Deanery and regional structures.
2. Provides administrative and logistical support to the Deaneries.
3. Compiles monthly reports for the Bishop and Vicars to support parish visitation review meetings
4. Coordinates monthly communications and reporting between Deaneries and diocesan leadership.
5. Coordinates logistics for the annual Deanery meeting held during Priest Convocation.

GENERAL:
1. Performs routine administrative duties, including answering phones, managing correspondence, processing check requests, distributing mail, maintaining records, and updating training calendars
2. Assists with orientation programs, Annual Convocation, acculturation initiatives, mentor programs, and other activities supporting the successful integration of priests into diocesan ministry.
3. Coordinates logistical support for meetings and events, including room reservations, registrations, travel arrangements, housing, meals, technology needs, transportation, and participant hospitality.
4. Maintains and updates websites, databases, and related records to ensure information remains accurate and current.
5. Performs other duties as assigned.

Qualifications

Education and Experience

High school diploma required; college degree preferred.
Three to five years of administrative support experience required.

Knowledge, Skills, and Abilities

1. Exceptional attention to detail, accuracy and organizational skills.
2. Demonstrated excellence in written communication, grammar, proofreading, editing, and professional correspondence.
3. Strong interpersonal, customer service, and communication skills, including the ability to interact professionally and with appropriate deference with bishops, priests, deacons, diocesan leaders, parish personnel, external organizations, and individuals from diverse cultural and language backgrounds, while effectively obtaining needed information and following up on outstanding items.
4. Ability to manage highly confidential and sensitive information with discretion, sound judgment, and professionalism.
5. Strong organizational and project management skills with the ability to manage multiple priorities and deadlines simultaneously.
6. Ability to independently monitor processes, identify missing information, and conduct timely follow-up to ensure completion of assignments.
7. Advanced proficiency with Microsoft Office Suite, particularly Outlook, Word, Excel, and database applications.
8. Demonstrated ability to create, maintain, and analyze spreadsheets, tracking systems, and reports.
9. Ability to work independently while exercising sound judgment and appropriate discretion.
10. Working knowledge of Catholic Church governance, hierarchy, clergy assignments, and diocesan operations strongly preferred.
Commitment to the mission, teachings, and values of the Catholic Church.
11. Practicing Catholic in good standing with the Catholic Church required.

This is a full-time position (35 hours per week) with standard office hours of 8:30 a.m. to 4:30 p.m., Monday through Friday. Work is performed primarily in an office environment. Limited travel, as well as occasional evening and weekend work, may be required.

The physical demands described here are representative of those required to perform the essential functions of this position. The employee is occasionally required to use hands and arms to handle materials and operate office equipment. The employee may occasionally lift or move up to 15 pounds. Specific vision abilities include close vision and the ability to adjust focus.

Pay Grade: E Hourly

Interested candidates should submit a cover letter of interest, resume, and a full application.

For any questions, please contact Kelly Shumate, HR Generalist/Recruiter at jobs@richmonddiocese.org

To learn more about the Catholic Diocese of Richmond and who we are please visit richmonddiocese.org

About the Employer

The Catholic Diocese of Richmond has approximately 2800 Lay Employees working throughout the Diocese in almost every function, and we have many opportunities employment. We offer a competitive salary and benefits package and hold a strong commitment to work/life balance as well as a focus on providing professional opportunities for ongoing success. We are a wonderful organization to consider working for - and we welcome all to apply. It is the policy of the Diocese of Richmond, not to discriminate against any person on the basis of race, color, sex, age, national origin or handicap.