Description
The Administrative Assistant & Special Liturgies Coordinator provides administrative and Front Desk support for parish operations, with primary responsibility for the Pastor’s calendar, parish database administration, and coordination of weddings, funerals, quinceañeras, and other assigned special liturgies. Because the number of special liturgies varies throughout the year, the position combines ongoing administrative responsibilities with special liturgy coordination, with priorities shifting according to parish needs.
The Administrative Assistant & Special Liturgies Coordinator works closely with the Pastor, Parish Manager, clergy, Front Desk staff, parish staff, ministry leaders, parishioners, families, and volunteers to support effective parish operations and provide consistent communication and follow-through for special liturgies.
PASTORAL & ADMINISTRATIVE SUPPORT
- Maintain and coordinate the Pastor’s calendar, including appointments, meetings, parish commitments, liturgies, special events, and scheduling changes.
- Coordinate routine scheduling details and follow up on calendar changes as needed.
- Prepare and maintain minutes for staff meetings.
- Provide administrative support for projects and other assignments as directed by the Pastor or Parish Manager.
FRONT DESK COVERAGE
- Provide Front Desk coverage on Mondays and Tuesdays, including greeting and assisting parishioners and visitors, answering and routing telephone calls, receiving routine requests, and directing inquiries to the appropriate staff member or ministry.
- Use available Front Desk time for compatible administrative and special liturgy responsibilities while maintaining appropriate coverage and responsiveness.
FACILITY CALENDAR REVIEW
- Work with Front Desk staff, who receive and enter facility-use requests, to help maintain an accurate parish facilities calendar.
- Review facility scheduling for possible conflicts, discrepancies, missing information, or other issues and follow up with the appropriate staff member as needed.
OSV / PARISH DATABASE ADMINISTRATION
- Enter and maintain parishioner information in OSV, the parish Church Management System.
- Process new parishioner registrations and maintain demographic, household, contact, and other parishioner information changes.
- Enter and maintain assigned financial and contribution information, including batch processing, in coordination with parish financial procedures.
- Work collaboratively with parish staff and volunteers assisting with financial batches, VIRTUS records, and related database functions.
- Support the accuracy and consistency of parish records and make corrections or updates as needed, in coordination with the staff member responsible for overall OSV database oversight.
SPECIAL LITURGIES
- Serve as the primary administrative coordinator for weddings, funerals, and quinceañeras, providing consistent communication and follow-through from initial inquiry through completion.
- Coordinate required paperwork, parish requirements, scheduling, communications, rehearsals, and other preparation and logistical needs.
- Coordinate with clergy, liturgical ministers, musicians, parish staff, volunteers, families, and others involved in each special liturgy as needed.
- Ensure necessary information is communicated to everyone involved and completed documentation is routed to the appropriate staff member for parish and sacramental records.
- Coordinate with Bereavement Ministry volunteers and funeral coordinators as appropriate for funeral liturgies.
OTHER RESPONSIBILITIES
- Provide administrative support for other special liturgies and parish celebrations as assigned.
- Assist with other administrative projects based on parish needs and available hours.
- Maintain confidentiality regarding parishioner, sacramental, financial, personnel, and pastoral information.
- Perform other related duties as assigned by the Parish Manager.
This is a part-time, non-exempt position, 24 hours per week. Front Desk coverage is required on Mondays and Tuesdays, with remaining hours scheduled based on parish needs and administrative and special liturgy responsibilities.
Requirements
- Strong organizational, administrative, and follow-up skills.
- Ability to manage multiple cases, schedules, records, deadlines, and priorities with accuracy.
- Strong attention to detail and ability to maintain accurate and confidential records.
- Ability to communicate professionally and pastorally with clergy, staff, parishioners, grieving families, couples, quinceañera families, volunteers, and outside contacts.
- Bilingual English/Spanish preferred, particularly for communicating with Spanish-speaking parishioners, families, staff, and volunteers.
- Ability to exercise discretion and maintain confidentiality when handling pastoral, personnel, financial, and parishioner information.
- Experience with database, recordkeeping, calendar, and office systems preferred; ability to learn parish systems and procedures required.
- Familiarity with Catholic parish life, sacraments, and liturgical practices strongly preferred.
- Ability to work collaboratively with clergy, staff, volunteers, and parishioners.
- Commitment to the mission of the Catholic Church and to providing professional and respectful service in a parish environment.
Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.
Information/Application Contact
Incarnation Catholic Church (Glendale)
121 W Glenoaks Blvd
Glendale, CA 91202
jmacabuhay@Incaglendale.org