Program Administrator – Office of Indian Ministry

Position Summary:

The Program Administrator is responsible for managing, coordinating, developing, and planning activities and programs and performing support functions for the Office of Indian Ministry and the Church of Gichitwaa Kateri. The Administrator must maintain strict confidentiality for all administrative and pastoral matters

Essential Functions of the Position:

Program Management and Development:

Coordinate, promote, and evaluate existing programs and implement past programs as needed.

 Current Program Responsibilities Include:

• • Organizing and supervising current on-site activities; Halloween, Christmas, and Easter children’s parties; Memorial of the Dead, Kateri Circle Taco Bingo, Parish Elder Group, Lenten Pipe Ceremonies, School backpack and pumpkin giveaways, Community Elder Picnic, Managing the Indian Month Open House in May. Past programs to consider; Drum and Dance, Ojibwe Hymn Sing, and other Cultural Camps and activities.
  • Facilitating Language use with our bulletin inserts, and Culture initiatives including workshops for ribbon skirts, ribbon shirts, watecha bags, moccasins, and regalia.
  • Connecting community members with relevant external activities like full moon ceremonies, storytelling events, sugar bush gatherings, language symposiums, art openings, book releases, author readings, powwows, and Indian Month events.
  • Planning and executing field trips and sage picking outings.
  • Participating in MUID committee meetings and providing information on Gichitwaa Kateri resources to families with children in out-of-home placement (Family Preservation).
  • Providing support, resources, activities, and health information for the Parish Elder Group.

Volunteer Management:

• Recruit, train, and guide volunteers, for programs from the parish and partner organizations.
• Ensure volunteers adhere to organizational procedures and guidelines.

Communication and Outreach:

• Manage incoming phone calls at the office.
• Develop and distribute promotional materials such as flyers, bulletin announcements, and social media posts (Facebook), and communicate with partner agencies.
• Write thank-you notes to donors and volunteers.
• Communicate with donors and vendors via phone, email, or text.
• Maintain organized lists of donors, parishioners, volunteers, and individuals receiving assistance.

Partner Relations:

• Build and maintain strong collaborative relationships with partner parishes and agencies.
• Offer hospitality to those who attend our programs.

Hospitality and Logistics:

• Ensure visitors, guests, and providers feel welcome at the office.
• Plan and coordinate food and beverages for programs and events.
• Manage the inventory, organization, and procurement of supplies for events and programs.

Direct Service and Support:

• Coordinate funeral arrangements including wake cards, when asked, using Publisher (currently).
• Provide referrals to other relevant agencies as needed.
• Maintain a weekly list of deceased individuals and a yearly compilation for the Memorial of the Dead, including invitations to families of those deceased.

Food Shelf Management:

• Develop, maintain, and supervise the donation and distribution of food.
• Maintain the organization of the food shelf.
• Oversee individuals accessing the food shelf.

Security Responsibilities:

• Manage building security, including opening, locking, and setting/disarming alarms.
• Ensure adherence to fire, safety, and alarm procedures.
• Maintain the security and confidentiality of parishioner and client information.

Church Staff Responsibilities:

• Prepare the chapel for services and assist Pastor, or equivalent, with necessary items for services held outside of Gichitwaa Kateri (e.g., Cabrini, St. Joan, Basilica, Cathedral).
• Draft and publish the weekly bulletin with input from church staff and parishioners, including Ojibwe language content, Sunday readings, upcoming activities, and list Minnesota Native obituaries.
• Manage funeral intake, set up the hall, provide support to families during services, (assist in identifying burial funds Tribal, county, FEMA), prepare wake cards, assist funeral home staff with hearse transport, and occasionally officiate services.
• Maintain parish membership records, including the parish roster.
• Reserve a park area for the annual outdoor service.
• Prepare items for events like spring and fall sweats, Lenten pipe ceremonies, Lenten soup gatherings, and graduation blessings.
• Coordinate with the City, election judges, and poll workers to serve as a voting site.
• Perform other miscellaneous duties as assigned.

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Job Requirements (Knowledge, Skills and Abilities):

• Excellent communication skills both verbal and written.
• Knowledge and understanding of the Roman Catholic Church, its structure and the ministries within the Offices of the Archdiocesan Catholic Center (ACC).
• Ability to exercise discretion, good judgment and initiative.

• Build and maintain strong collaborative relationships with partner parishes and American Indian agencies and Tribal Offices.

• Demonstrated proficiency with MS Office.

• Able to learn online accounting software.

• Ability to learn new software and hardware applications.
• Ability to prioritize, multi-task and meet deadlines with minimal supervision.
• Ability to work in collaboration with others.
• Establish and maintain effective working relationships.
• Handles confidential and sensitive information with discretion.
• Strong interpersonal skills.
• Required to complete job on-boarding including HR intake and special training for working in the local archdiocese. (Virtus)

 Job Qualifications: (Education and Experience):

• Experience as an administrative assistant and office management in a fast-paced environment.
• Bachelor's degree preferred, but cumulative work experience will be factored.
• Web/social media development or management desired.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to stand, squat, reach with both arms above head in kitchen and storage areas.
• Must be able to lift 15-30 pounds at times.

Please submit your cover letter and resume to Human Resources at hr@archspm.org by Friday, June 20th. Earlier submissions are welcome.

Full-time position benefits:

• Medical and dental benefits
• 403(b) retirement fund with 3% employer match
• 16 paid holidays
• 3 personal days, 7 sick days, 15 vacation days