Director of Parish Administration

This dynamic new position manages the operational and administrative functions of the parish, ensuring that all parish operations run smoothly. This role works closely with the Pastor and parish staff and volunteers to maintain an organized, welcoming, and efficient parish environment, supporting the spiritual and community needs of the congregation. The DPA oversees daily operations, financial management, human resources, facilities, and communications, helping to facilitate the mission of the Church. Must be tech savvy to onboard new ChMS, ParishStaq. Our stunning Mission-style church and campus are nestled between the beautiful Mingus and Red Rock mountains in Cottonwood, Arizona.

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Key Responsibilities include:

Supports the Pastor’s Vision

• Maintains regular, clear communication with the Pastor regarding his goals, values, priorities, needs, concerns, projects, etc. 
• Clearly communicates these to staff, ministries, volunteers where needed and appropriate to execute his vision, and the purpose and values of our parish.
• Troubleshoots problems and challenges; prioritizes according to Pastor’s directive.
• Communicates priorities and values to staff, volunteers and ministries.

Administrative Management

• Office Operations: Oversees the day-to-day operations of the parish office, ensuring effective communication, organization, and resource management.
• Record-Keeping: Oversees the maintenance of accurate and confidential records, including parishioner data, sacramental records, and other important documents.
• Correspondence: Delegates to Receptionist and Volunteers parish correspondence, including emails, phone calls, letters, and social media, responding to parishioners' needs and inquiries in a timely manner.

Human Resources Management

• Talent Acquisition: Manages the hiring, onboarding and off-boarding of staff as directed by the Pastor.  This includes job posting, screening and interviewing. 
• Staff Supervision: Oversees the work of administrative and support staff, ensuring proper job performance, professional development, and compliance with diocesan policies.  Administers annual performance reviews for all staff and 1099’s. 
• Volunteer Coordination: Oversees volunteer programs and works with various parish ministries to ensure appropriate volunteer recruitment, training, and recognition.  Day-to-day of this function fulfilled by Parish Liaison. 
• Policy Compliance: Ensures the parish complies with all diocesan policies, employment laws, and best practices related to staff and volunteer management.

Financial Management

• Budget Preparation: Assists the Pastor in developing the annual parish budget, managing revenue (donations, offertory, fundraisers) and expenses (salaries, utilities, maintenance).
• Financial Reporting: Monitors parish finances and prepare regular reports for the Pastor, Finance Council, and other stakeholders as required.
• Payroll: Oversees payroll for staff and contractors, ensuring compliance with local, state, and federal regulations.
• Fundraising and Stewardship: Coordinates fundraising initiatives, grant applications, and stewardship programs to ensure the parish's financial health and growth.

Facilities Management 

• Building Maintenance: Supervises the maintenance, cleanliness, and safety of parish facilities, including the church, rectory, offices, and other parish buildings. Sets up regular cleaning schedule for church, chapel and all bathroom facilities. Coordinates volunteer support for this.
• Vendor Management: Coordinates with external contractors and vendors for facility repairs, maintenance, and improvements.
• Event Planning: Oversees the planning, setup, and execution of special events (parish festivals, community outreach events, etc.).  Directs Parish Liaison in the execution of this function.

Parish Life and Community Engagement

• Event Coordination: Oversees the organization and promotion of parish events, such as religious education programs, retreats, and social gatherings. Directs Parish Liaison in the execution of this function.
• Community Outreach: Work with local organizations and initiatives to foster a strong sense of community and social responsibility within the parish.

Ministries Liaison 

• Serves as liaison between parish ministries and the parish staff to ensure smooth operation and collaboration.
• Oversees training of ministries in ParishStaq and their fulfillment of the 7 Ministry Principles.  Directs Parish Liaison in this function. 

School Liaison

• Works with School Administrator to coordinate RE, data sharing (ParishStaq), shared practices, and events. 

Communication and Outreach

• Internal Communication: Facilitates communication between the Pastor, parish staff, parishioners, and volunteers through meetings, email and announcements.
• External Communication: Represents the parish in the community, establishing relationships with local organizations, businesses, and neighboring churches.
• Digital Media: Oversees the parish website and social media platforms, ensuring content is up to date and engaging for parishioners.  Manages IT and website staff.
• Public Relations: Coordinates media relations, promoting parish activities, and handling inquiries from local news outlets.

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This job description provides a general overview of the responsibilities and expectations of the Parish Administrator role. Specific duties may evolve based on the needs of the parish community.

Qualifications and Skills:

Required:

• Bachelor's degree in Business Administration, Nonprofit Management, Religious Studies, Human Resources or a related field.
• 3-5 years experience in administration and human resources, preferably in a church, nonprofit, or faith-based environment.
• 3-5 years in managing teams including volunteers and diverse demographics. 
• Strong understanding of Catholic Church teachings, traditions, and liturgical practices. Practicing Catholic in good standing. 
• Excellent organizational, leadership, and interpersonal skills.
• Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Proficiency with office software (QuickBooks, Microsoft Office Suite, Google Workspace) and parish management software (ParishStaq).
• Ability to maintain confidentiality and handle sensitive information with integrity.
• Knowledge of financial management and budgeting processes.

Preferred:

• 3+ years experience in facilities management.
• Familiarity with diocesan policies and procedures.
• Masters in Human Resources (HR), Business Administration, Non-Profit Mgt., or Organization Development (OD)
• Bilingual skills (English and Spanish) a plus.

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Personal Qualities:

• Strong Catholic faith and understanding of the Church’s mission.
• Compassionate, approachable, and dedicated to serving the parish community.
• Ability to work well with a diverse group of people, including clergy, staff, volunteers, and parishioners.
• A proactive attitude, with a solutions-oriented mindset.
• Commitment to maintaining a positive and welcoming environment for all parish members.

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Application Process:

Interested applicants should submit the following documents to erin@icparishaz.org in addition to the online application. 

1. Resume
2. Cover Letter
3. Salary Requirements
4. Three Work References