Faith Formation Administrative Assistant

Schedule: 15 hours per week.

Position Summary:

The Faith Formation Administrative Assistant provides essential administrative, communication, and recordkeeping support for the parish's Faith Formation programs, including Elementary Faith Formation, Middle School Faith Formation, Youth Ministry, small group programs, sacrament prep, and summer camp programs.

Key responsibilities:

Administrative Support

• Answer phone calls, take messages, and return calls as needed.
• Monitor and respond to department emails.
• Prepare correspondence, newsletters, flyers, bulletin announcements, and other communications.
• Make copies, assemble packets, prepare meeting materials, and organize program resources.
• Maintain accurate departmental files and records.
• Assist with planning and administrative preparation for sacraments, camps, and retreats.
• Assist with vetting new small groups and coordinating meeting schedules.
• Support compliance tracking related to Safe Environment requirements.

Registration and Database Management

• Manage registration processes for Faith Formation programs and summer camps.
• Manage and set up other registrations and sign-ups as needed.
• Maintain class attendance records and rosters.
• Verify registration information and follow up with families regarding missing documentation.
• Maintain accurate records in parish databases and registration systems
• Track student information, including sacramental records, allergies, special accommodations, and contact information.

Communication and Family Support

• Communicate regularly with families regarding program schedules, requirements, and events.
• Send welcome emails and program information to newly registered families.
• Distribute weekly program updates through email and parish communication platforms.
• Respond professionally to questions from parents, volunteers, and parishioners.

Sacramental Recordkeeping

• Process and prepare Notification of Baptism correspondence.
• Update sacramental information in parish database.
• Verify baptismal and sacramental documentation for students preparing to receive sacraments.
• Prepare certificates, programs, seating charts, and other sacramental event materials.

Minimum Requirements:

• High school diploma or equivalent.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Teams, Outlook, Word, and Excel.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality of parish and family information.
• Understanding of the Catholic faith and commitment to the Church’s mission.
• Employment is contingent upon passing a criminal background and reference check; must complete Diocese-sponsored Safe Environment Training upon hire.

Preferred Qualifications:

• Bilingual (English and Spanish)
• Experience with editing and graphic design software, such as Canva and Priemer Pro (training provided).
• Experience with database management software, such as ParishSoft Family Suite and Knack (training provided).

Position Start Date:  Immediately