Administrative Assistant for Parish Office & Faith Formation

The Administrative Assistant for Parish Office & Family Faith Formation provides essential daily support to parish operations, sacramental preparation, and Family Faith Formation programs at St. Jude of the Lake. This role ensures a welcoming, organized, and efficient office environment while managing communications, database entry, scheduling, and volunteer coordination. The Administrative Assistant is a warm and hospitable presence for families, parishioners, and guests, supporting the mission of the parish through strong administrative and communication skillsets.

General Responsibilities

Employment in and by the Church is distinct from secular employment. Church employees are expected to conduct themselves in a manner consistent with the mission and purpose of the Church. Public behavior must align with Church teachings, morals, and laws, as well as those of the Archdiocese, to avoid causing scandal or embarrassment. Employees are required to respect Catholic doctrine and practices.

Representative Responsibilities

• Attendance and Readiness: Be present and prepared for all scheduled hours. Recognize when additional effort is required to ensure responsibilities are completed on time and to maintain a high standard of hospitality and professionalism.
• Team Environment: Help create a productive workplace characterized by harmony, good morale, effective communication, and cooperative teamwork across parish ministries and staff.
• Confidentiality: Ensure appropriate confidentiality in all parish, family, sacramental, and personnel matters. Maintain accurate data records with care and discretion.
• Standards: Support and implement policies from the Church of St. Jude of the Lake, the Archdiocese, and federal/state laws. Perform responsibilities according to moral, ethical, legal, and financial standards.

Key Responsibilities

Administrative & Front Office Support

• Handle phone and email inquiries, providing timely and helpful responses to parishioners and visitors.
• Provide hospitality and welcome guests; support front desk coverage before/after weekday Masses.
• Recruit, schedule, and manage front desk volunteers.
• Process incoming mail and distribute appropriately.
• Maintain office supply inventory and reorder as needed.
• Maintain office equipment (printers, postage machine, phones, copiers), including ordering ink/toner and coordinating service needs.
• Schedule Mass Intentions and assist with Mass announcements.
• Record homilies and upload to the parish website.
• Coordinate and maintain the parish master calendar in eSpace.

Faith Formation & Sacramental Preparation Support

• Enter new registrations into Family Suite.
• Create and maintain Family Faith Formation database, including 2nd Grade Sacramental Prep and Confirmation.
• Manage Confirmation tracking spreadsheet and sacrament completion records.
• Create annual schedules for families and individualized schedules for catechists.
• Assist with set-up and classroom creation for Family Faith Formation and school.
• Support Word of Life (WOL): set up new program year and order WOL books.
• Provide on-site hospitality and administrative support at formation events (FFF, Confirmation, OCIA, adult/youth formation).

Communications & Marketing

• Support parish, school, and program marketing at the start of each year (emails, social media, print).
• Prepare weekly communications for distribution groups.
• Create and update marketing materials.
• Manage parish social media.
• Assist with livestreaming events as needed and coordinate AV volunteers.

Event Support

• Provide on-site hospitality and administrative support for formation events (FFF, Confirmation, OCIA, adult/youth formation).
  Support parish-wide events including, but not limited to, Spring Dinner and Cornfest, collaborating with staff, committees, and volunteers as needed.

Education and Experience

• High school diploma or equivalent required; additional administrative or ministry experience preferred.
• Prior administrative experience in an office, school, parish, or customer-service setting is helpful.
• Experience with communications platforms, social media, or marketing materials preferred.

Skills and Abilities

• Warm, friendly, and professional demeanor with strong hospitality skills.
• Able to work independently, prioritize tasks, and manage multiple responsibilities.
• Strong verbal and written communication abilities.
• Proficiency with computers, email, online scheduling, and databases.
• Familiarity with Canva, social media, Google Workspace, and basic office technology.
• Comfortable learning parish systems such as Family Suite, Flocknote, and eSpace.

Physical and Mental Demands

• Ability to lift and carry up to 25 pounds occasionally (books, supplies, paper).
• Frequent walking through parish facilities; occasional bending, reaching, or carrying.
• Ability to remain calm and welcoming in a dynamic, fast-paced environment with families and children present.
• Maintain professionalism and accuracy while managing varied responsibilities.

Performance Expectations

• Provide a welcoming and organized office environment for parishioners, guests, and families.
• Maintain timely, accurate communication and record-keeping for Family Faith Formation.
• Support parish ministries through reliable administrative, scheduling, and communication work.
• Contribute to a positive, mission-centered atmosphere in the parish office.

Candidates should submit a cover letter and resume, to Celina Sheppeck, Business Administrator, via e-mail. Please address them to busadmin@stjudeofthelake.org and include Administrative Assistant for Parish Office & Faith Formation in the subject line.