Hours per week: 25
Position Summary:
The Special Mass Coordinator serves as a pastoral and administrative bridge between the parish clergy and parishioners during significant life transitions. This role is responsible for the end-to-end coordination, documentation, and liturgical execution of weddings, funerals, quinceañeras, and other special services. The Special Mass Coordinator also manages official Diocesan records and parish sacramental books and provides face-to-face guidance for families in planning ceremonies to ensure the parish's most sacred moments are organized, compliant, and supportive of the community’s spiritual needs. The Special Mass Coordinator is eligible for performance-based bonuses and reports directly to the Director of Faith Formation.
Key Respnsibilities:
Liturgical Planning & Celebration
- Sacramental Oversight
- Organize and prepare for weddings, funerals, quinceañeras, anniversaries, and memorials.
- Clergy Support
- Prepare specialized Mass binders for priests/deacons and compose letters of delegation for visiting clergy.
- Ceremonial Coordination
- Ensure all services adhere to Church protocol and participate in the ceremonies as needed to ensure smooth execution.
- Adult Sacraments
- Manage the scheduling and requirements for Adult Baptisms, First Communions, and Confirmations specifically tied to marriage preparation.
Parishioner Liaison & Pastoral Care
- Direct Consultations
- Meet face-to-face with families to ascertain needs, provide instruction on sacramental requirements, and guide them through the "next steps" for their specific service.
- Collaborative Support
- Work with the Pastor’s Secretary for scheduling and coordinate with liturgical volunteers and ministry leaders to support families during their celebrations.
- Columbarium Services
- Partner with the Columbarium Committee and bookkeeping to reserve niches, schedule services, and process payments.
Records & Canonical Compliance
- Sacramental Records
- Maintain and update official parish sacramental books and digital databases for all Baptisms, Weddings, Confirmations, and deaths.
- Compliance & Documentation
- Ensure all Diocesan paperwork is completed accurately; maintain ongoing communication with the Chancery regarding wedding paperwork and canonical entries.
- Administrative Stewardship
- Maintain fund logs for fee collections, including the timely submission of music allocations and other fees to the Bookkeeper.
Office & Community Operations
- Administrative Support
- Record phone greetings, manage daily office inquiries, and assist parishioners following weekend Masses.
- Community Events
- Assist in the planning and execution of large-scale parish events involving the wider community.
- Staff Collaboration
- Participate in staff meetings and coordinate with the faith formation department to ensure record-keeping alignment.
Other Duties as Assigned
- Perform additional tasks and responsibilities as directed by the Pastor, Executive Director of Operations, or Director of Faith Formation to support organizational goals and business needs.
Minimum Requirements:
- High school diploma
- Professional experience in catechesis, ministry, education, or related field.
- Strong oral/written communication skills.
- Proven ability to handle highly confidential information with discretion while working with private, sensitive, timely, and critical matters utilizing best judgement, tact, respect and discretion.
- Excellent time management, organization, and task prioritization skills required.
- Proficient and experienced with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher, etc.).
- Satisfactorily completing background and reference checks prior to employment is required.
- Must complete Diocese-sponsored Safe Environment Training.
Preferred Qualifications:
- Roman Catholic in good standing and/or previous experience working for the Catholic Church is preferred
- Bilingual in English and Spanish
Work Environment:
- Working in a Catholic Church setting with lay staff and clergy.
- Frequent meetings and events inside and outside the parish.
- Frequent evening and weekend work is required to meet business needs.
- Physical demands include occasional lifting of equipment (up to 25 lbs.) and setting up technology for events.
Position Start Date: As soon as possible