Administrative Assistant to the Department of Engagement and Family Life

Department: Parish Ministries 

Supervisor: Director of Engagement and Family Life  

Status: Full Time, Non-Exempt  

Hours/ Schedule: 40 hours/week, 12 mos per year  

PURPOSE OF POSITION 

Supports innovative strategies to strengthen parishioner, community, and family engagement and formation to advance The Basilica of Saint Mary’s mission and vision, including Roman Catholic formation, event/class participation, and active parish membership. This role often serves as the “first contact” with members and prospective members, offering radical hospitality to promote belonging and whole-family participation. Efficiently and accurately administers a variety of volunteer, member, and safe environment data management and communication systems to manage confidential membership, sacramental, and volunteer information at a “power user” level, producing regular and accurate status reports and query outputs. 

SCOPE OF POSITION 

This position reports directly to the Director of Engagement and Family Life and the Managing Director of Ministries, with some support provided to the Coordinator of Adult Sacramental Preparation and Celebrations and the Assistant Coordinator of Family Life.  

PRIMARY FUNCTIONS AND MAJOR ACTIVITIES 

1. Database Maintenance and Record Keeping: Maintain complete and accurate parish member database records in Raiser’s Edge, including entry of all new member households, sacramental records, family relationships, event/class registrations, contact information, and volunteer coding. Produce multiple weekly queries and reports of new member registrations for welcome emails/mailings and event invitations and provide sacramental support documentation for Archives. 

1. Event and Class Registration Management: Create and manage event/class and registration links for a wide variety of parish engagement, new member, belonging and faith formation events, track registrations, send event reminders, and generate invoice/billing documentation for events that have a cost. Regularly produce and/or refresh queries for class registrations used to contact registrants (or the parents of registrants) with follow-up information and reminders. 

1. Safe Environment Compliance: Administer safe environment tracking in Archdiocesan Virtus database for all volunteers, personal safety lesson tracking in faith formation classes, regular data entry, and bi-weekly reporting to ensure parish compliance. Identify and contact volunteers with requirements coming due. 

1. Scheduling and Communications: Active inter-department partnership with other staff colleagues to administer the Ministry Scheduler Pro volunteer scheduling software, all communication needs for website, pulpit announcements, electronic communications, and bulletin, including one-on-one and group meetings. 

1. General Administrative Support: Overall administrative support for the department, including but not limited to parishioner phone and email follow-up, inventory tracking and ordering, room scheduling and set-up forms, invoicing and budget tracking, calendaring and appointment support, preparing and distributing materials for events, and ordering food and setting up for events. 

Non-Exempt: Be ready to work and on time for all scheduled hours and accept additional responsibilities identified (as needed) by your supervisor. 

Compensation and Benefits 

The wage range for this position is $20 - $22 per hour. All full-time employees of The Basilica of Saint Mary receive access to the following benefits: medical/dental/vision insurance, FSA & HSA plans, 3 weeks of paid time off, sick leave, paid holidays, floating holidays, parental leave, 403b, 403b matching up to 3%, life insurance, employee assistance program (EAP), short-term disability, long-term disability, and other supplemental insurance options. 

Designation of Essential Functions 

Employment in and by the Church is substantially different from secular employment. Church employees/volunteers must conduct themselves in a manner which is consistent with and supportive of the mission and purpose of the Church. This position does not require that the employee/volunteer be a Catholic. However, as a parish community rooted in the teachings of the Catholic Church, employees/volunteers are expected to be knowledgeable of core tenets and respectful of the mission, purpose, and teachings of the Catholic faith. 

POSITION QUALIFICATIONS 

Knowledge Skills and Abilities 

• Strong administrative, data management/reporting, and office organizational skills, with at least 3-5 years' experience, preferably in a non-profit setting or comparable experience. 

• Excellent computer skills, with proficiency in Microsoft Office Suite, Teams, SharePoint and an understanding of Google Workspace and Google Classroom. 

• Experience with Blackbaud products including Raiser’s Edge NXT (CRM), Luminate (Emails), Website Package (website, hosted on WordPress). 

• Experience or ability to quickly learn additional data software, including Virtus Online and Ministry Scheduler Pro, at an administrator level and accurately synthesize data between multiple data systems. 

• Track record of high accuracy, efficiency, and independence with the ability to manage a variety of different tasks and priorities simultaneously with a focus on hospitality, positivity, and customer service. 

Physical Demands 

• Must be able to work 40 hours per week.  

• Repetitive keyboarding.  

• Ability to sit for extended periods of time 

• Ability to communicate clearly and effectively in-person, on the phone, and through virtual platforms (Teams, Zoom).  

• Occasional bending, stooping, or reaching to retrieve files, set up rooms, or prepare materials.  

• Occasional lifting or moving of items up to 20lbs (boxes of supplies, department deliveries, and other materials).  

Mental Demands 

• Able to engage staff and guests with genuine respect, cooperation and collaboration.   

• Ability to maintain confidentiality. 

• Understands and communicates information clearly.  

• Able to prioritize tasks, workloads, and workflow. 

• Analytical and problem-solving skills. 

• Ability to maintain a focused, problem-solving attitude and open communication when dealing with multiple requests and deadlines. 

HOW TO APPLY 

Please send your resume to Taylor Liles, tliles@mary.org. Cover letters are encouraged but not required for consideration for the role.