Office Manager

Job Description

St. Philip Neri is seeking a dedicated and organized Office Manager to oversee and manage the administrative operations of our vibrant campus ministry. The ideal candidate will be a servant leader willing to serve others through fidelity and excellence, possess excellent organizational skills, understand the needs of the campus ministry, and can handle multiple tasks efficiently. This role is crucial in supporting the pastor, staff, and the entire campus ministry. There may be occasional evening or weekend hours required for parish events.

KEY RESPONSIBILITIES

ADMINISTRATIVE SUPPORT

- Manage the church office, ensuring it is well-organized and runs smoothly.
- Provide administrative support to the pastor and other church staff, including scheduling appointments, managing correspondence, and preparing documents.
- Handle phone calls, emails, and in-person inquiries with professionalism and confidentiality
- Research creative idea solutions and implementation to always be forward thinking of new opportunities within the office.
- Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
- Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
- Manage projects and contribute to committee and teamwork.
- Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

FINANCIAL/BOOKKEEPING RESPONSIBILITIES

- Controls and maintains records of Newman Center daily financial transactions. Tracks all payments, purchases, receipts, and income. Produces reports for Pastor and Development Director.
- Accurately record all financial transactions Post credits and debits.
- Records, prepares, and submits deposits to bank accounts. Manages Vendors accounts and relationships.
- Prepares checks.
- Create reports as needed.
- Supervising purchasing for ministry needs.
- In cooperation with the Pastor & staff create a yearly budget.

OFFICE MANAGEMENT

- Oversee office supplies, liturgical supplies, food products and equipment, ensuring the parish is stocked and functional.
- Manage maintenance and service contracts for office equipment and facilities.
- Troubleshoot and coordinate repair on technical equipment.
- Supervise the maintenance of the kitchen (keeping the pantry stocked and overseeing clean out and organization refrigerator, freezer, cabinets and pantry at least once per semester.)

VOLUNTEER COORDINATION

- Recruit, train, and coordinate volunteers for various parish activities and ministries. Ensure volunteers are supported and recognized for their contributions.
- Coordinate Tuesday Lunch Program- utilizing volunteers, to prepare and serve a meal to the community once a week.

COMPLIANCE AND RECORDS MANAGEMENT

- Ensure the parish is in compliance with diocesan policies and procedures. Maintain accurate and secure records of parish activities, finances, and personnel.
- Maintain and update parish records and databases, including membership, sacraments, and volunteer information.

EVENT COORDINATION

- Assist in planning and coordinating parish events, liturgical celebrations, and meetings. Maintain the church calendar and ensure all events are appropriately scheduled and communicated to parishioners.

QUALIFICATIONS

- Practicing Catholic in good standing with the Church.
- Proven experience in office management or administrative roles, preferably within a church or nonprofit setting.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite, ParishSoft, Blackbaud's Raiser's Edge
- Excellent organizational, communication, and interpersonal skills.
- Ability to handle confidential information with discretion and professionalism. Strong multitasking abilities and attention to detail.
- Familiarity with Catholic liturgy, traditions, and practices is a plus.

Interested candidates should submit a resume, cover letter, and references to Fr. James Porter at jap2438@utulsa.edu. Applications will be reviewed on a rolling basis.

About the Employer

Our mission is for students to know Jesus personally, fully participating in His great commission by first living and then communicating the fullness of life within the family of God, the Church.

The Roman Catholic Diocese of Tulsa and Eastern Oklahoma proclaims in word and deed the saving message of Jesus Christ and His Church that all may know, love, and serve Him.