Safe Environment Coordinator

Job Description

The Archdiocese of Miami Pastoral Center, located in Miami Shores, Florida has an immediate opening for a full-time Safe Environment Coordinator, working completely on-site at the Pastoral Center office. This position supports the Office of Protection of God's Children in ensuring the safekeeping of children and vulnerable adults served in ministry. This position's primary responsibility is the activation and tracking of the Virtus Training Programs for all volunteers, vendors, and employees of the Archdiocese of Miami and its 199 entities. A secondary responsibility is to ensure and monitor compliance and prepare reports for the annual independent auditing process.

This coordinator also coordinates and maintains record keeping of the Virtus Teaching Boundary Safety program for children of the archdiocese including CCD programs and parochial schools.

The Training Coordinator works in collaboration with Virtus National and liaisons from ADOM entities and in conjunction with the fingerprinting department of the Pastoral Center to provide access to our programs teaching awareness, empowerment, and prevention protocols to secure a safe environment.

The Safe Environment Coordinator performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami, the U.S. Catholic Conference of Bishops Charter on the Protection of God's Children, human resources practices, and in compliance with other applicable cannon and civil laws.

Essential Functions include the following:

Implementation of VIRTUS Training Programs:
Responsible for coordinating Virtus online initial training for adults throughout the Archdiocese in English and Spanish, and with Korean, Vietnamese, and Portuguese subtitles. Coordinate monthly Virtus online specialized module training for adults and/or teens in English and Spanish.
Create and provide HR and Local Coordinators with handouts and registration instructions for employee onboarding purposes, as well as volunteers and vendors. Periodically update handouts as needed.
Produce and distribute materials and instructions for registration of online adult sessions.
Provide target specific materials such as guidelines and handouts for the Department of Schools, Religious Education, Youth Ministry, CHS, Catholic Charities, and St. Thomas University.
Assign video training modules for Directors of Religious Education, Coordinators of Religious Education, Catechetical Leaders as well as Principals and/or those assigned the responsibility of the children's training. The module-CCD/Educator Tab Workshop module is designed to inform the participant of the specific Safe Environment Requirements for their role and department.
Assign video training modules for training Local Coordinators who are in charge of compliance and record keeping of the Safe Environment Policy at their site.
Distribute handouts to pair with various training modules regarding compliance requirements.
Monitor and follow up regarding the completion of Safe Environment reports by all entities for the audit and follow-up.
Communicate with entities about the update list to remove old or duplicated VIRTUS accounts.

VIRTUS National - Collaborates, learns, and remains up to date on new content:
Cultivate an active working relationship with Virtus National through emails, Teams and Zoom meetings and webinars to keep on top of the latest updates and information. Identify needs and work with the Safe Environment Director and Virtus National in creating additional resources like the Lesson Leader Module.
Offer and assign training as they apply.
Cooperate with fingerprinting department to provide access to our programs and to run reports and merge records with Virtus accounts on at least a quarterly basis or as needed, working in conjunction with Virtus National and FDLE to secure a safe environment.
Attend annual national conferences such as those sponsored by the USCCB and the Virtus National conference as allowed, as well as the quarterly meeting with regional SECs usually hosted by the Diocese of Palm Beach to share ideas, concerns, and best practices.
Assist Virtus National with focus groups and feedback.

Manage Local Coordinator Program:
Collaborate with entities on the selection of coordinators and provide support, follow-up, and coaching as needed.
Build and maintain relationships with Local Coordinators to assist and support them in their duties and create materials-approved by the Safe Environment Director-- to support their task as needed, provide helpful resources and information, notify updates in policies and procedures, and answer questions and resolve any problems they may encounter. Gain understanding of the unique challenges their site faces in achieving compliance and find the best practices for them to be successful.
Recognize and note recurring issues that may be site specific and develop plan of action, approved by the Safe Environment Director, and communicate the plan to those involved.

Manage Compliance with Safe Environment Policy and Annual Audit:
Send out timely reminders and follow up with entities to regarding deadlines and submissions.
Document and save intake forms for the audit such as the Summary Report, Virtus master reports, letters of compliance, and Excel documents.
Send out timely reminders and follow up with entities regarding the record keeping procedure of the Teaching Boundary Safety program for Archdiocesan children.
Follow up with TBS reports to verify all locations have completed and logged in the training and paying attention to the enrollment number.
Maintain database of adult Virtus accounts including daily review to set up for activation or deletion and steps for new user signups. Ensure all accounts are up to date and set up to receive the required monthly bulletins. Update when there is a change in information.
Assign additional training as required such as the Healthy Boundaries for Adults, Clergy Boundary Awareness, and Refresher courses as needed.
Delete registrations for new user signups that are incomplete.
Provide verification of training or compliance to ADOM missions, retreats, and seminars as well as outside sources when needed in accordance to the Chancery's directions. (Other dioceses, missions, retreats.)
Work in cooperation to provide compliance records to various departments when required such as Youth Ministry, Vocations Office, and the Office of Catechesis.
Cooperate with the Chancery to provide verification of compliance for priests and for verifications and transfers of accounts. Maintain communication with all priests and follow up when needed as identified through User Reports, especially when a priest's account is in arears.
Review and update accounts as per information provided by the monthly Pastoral Bulletins especially regarding new assignments of priests.
Review article in the Florida Catholic Online version to check anyone or any group or organization mentioned in those articles for compliance.
Check and review any person of interest in the local news (the Herald or TV news) for an account or involvement at any of our entities.
Compile all reports involving the educational component of the audit instrument.
Work with and meet with auditors for their interview and for any follow-up inquiries, clarifications, or recommendations.

Consultation and Guidance on Virtus, Child Protection:
Serve as the Virtus account contact to entity administrators, Pastoral Center administration, and Local Coordinators.
Help create and coordinate multi-faceted events, communication, and media campaign for April: Child Abuse Prevention Month. Provide information for multiple media resources in April, National Child Abuse Prevention Month, including interviews, podcasts, blogs on the Archdiocesan website, helpful tips and information on both the website and provided to Local Coordinators to run in parish bulletins, as well as write and/or interview for multiple articles in The Florida Catholic and La Voz.
Monitor two ADOM email accounts to respond to daily requests for information from users as well as local coordinators and others.
Send group emails periodically to Local Coordinators or other groups with updates or helpful tips or anything that may be of interest, timely, topical, as well as supportive of their efforts, as approved by the Safe Environment Director.
Respond and assist other dioceses with new SECs or with questions about materials and best practices and other insights.
Assist all Office of Safe Environment duties as assigned with confidentiality and discretion, demonstrating excellent internal and external customer service.

Qualifications:
Education and Experience:
Preferred: Bachelor's degree from four-year college or university; two-to-four years' related experience in training & development or education.
Experience in a Roman Catholic environment preferred.
Language Skills:
Excellent oral and written English-language communication skills, including clear speaking voice.
Good Spanish-language and/or Haitian Creole spoken communication skills a plus.
Other Knowledge, Skills, Attitudes:
Knowledge of basic tenets of Catholic Church and parish structures.
Excellent facilitation skills required, including ability to effectively handle challenging or emotional participants in group settings.
Good follow-up habits.
Excellent computer literacy, including ability to navigate online applications and search engines effectively.
Proficiency in MS Outlook, Word, Excel, PowerPoint, Teams, VIRTUS database, and Zoom.
Knowledge of data processing, reports, system merges helpful.
Good oral and written verbal skills, including spelling and grammar, required.
Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
Demonstrated ability to maintain absolute confidentiality and discretion.
Excellent decision-making skills in immediate, critical situations.
Good time management, including ability to manage several projects at the same time.
Must be supportive of the mission and tenets of the Roman Catholic Church.
Must have a professional demeanor.

To apply: Submit resume to careers@theadom.org.
Subject line should read: Safe Environment Coordinator - Pastoral Center.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.