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Youth Ministry Administrative Assistant

St. Raphael Church (Santa Barbara)






POSITION: Youth Ministry Administrative Assistant
DEPARTMENT: Parish Ministry; Religious Education; Clerical
EMPLOYMENT STATUS: Part time – hourly; 20-25 weekly
*Living-wage salary commensurate with experience

POSITION SUMMARY: In collaboration with the Pastor, Confirmation Coordinator, Business Manager, and other Clergy/Staff as necessary, the YM Administrative Assistant is responsible for the administrative duties specific to the Parish Confirmation and Youth Ministry Programs. Particularly, supporting the Confirmation Coordinator with the administrative elements of implementing a parish based pastoral ministry with youth. In doing so, performing reception and routine clerical duties; coordinating effective verbal and written communications, coordinating ministry finances, coordinating all aspects of the registration process for the first and second year Confirmation students, including data entry, tracking and verifying documents, attendance, and office receipts (tuition, donations, fees, etc.). Develops close communication, collaboration, and mutual support from parish staff as necessary, families of youth, as well as other community and parish youth organizations. An ideal candidate would have desire and motivation to learn and grow toward a ministerial role of teaching and facilitating youth gatherings and Confirmation sessions. The YM Administrative Assistant is responsible for adhering to all Parish and Archdiocesan policies, including the Safeguard the Children requirements. This person reports to the pastor and parish committees as required.

Assists Confirmation Coordinator and team in Confirmation formation process including but not limited to:
• Coordinating the administrative aspects of parish confirmation process for high-school age teens, including planning and implementing the two-year curriculum
• Assists with promoting, and implement fundraising as appropriate for ministry needs
• Prepares and distributes registration information packets for incoming participants/parents
• Ensures all appropriate forms are completed and signed accordingly
• Maintain all necessary and pertinent office and program records
• Serve as resource and Staff contact to teens and their parents
• Inputs and maintains current sacrament records for parish files

• Coordinates registration in diocesan-sponsored (and other) training programs
• Support for regular collaboration between Coordinator and Volunteers
• Ensures all adult volunteers are trained in compliance with Safeguard the Children program
• Ensures appropriate forms are completed, signed, and up to date as outlined by parish and Archdiocesan Guidelines
• Maintains regular and clear communication with Volunteers as necessary
• Works with team to develop goals, strategize, plan, and implement ideas

• Performs routine reception and clerical duties
• Submits annual financial report and budget, administers budget throughout the year
• Prepares and submits weekly office receipts for deposit to Parish Bookkeeper
• Maintains accurate and current records of expenses and income, including donations and tuition receipts
• Data entry: tracking, verifying, and inputting receipt of necessary and appropriate documents
• Maintains accurate and current attendance and document records of Confirmation students
• Determines effective means for publicizing and promoting programs and activities
• Prepares and distributes program/activity related communications to students and families
• Maintains regular and clear communication with Parish Business Manager and other clerical staff as pertinent and necessary
• Ensures the safety and well-being of students and volunteers by maintaining up to date records, forms, and signatures. And relaying necessary information to all.
• Submits periodic reports to Pastor detailing Confirmation programs and activities
• Keeps parish faith community informed of Confirmation activities
• Coordinates scheduling of youth events and activities
• Advises, communicates, and cooperates with other parish and diocesan organizations
• Responsible for all safekeeping of all forms, documents and records
• Submits quarterly reports of Volunteer Records to Volunteer Database Coordinator
• Participate as active member of Safeguard the Children Committee
• Provides pertinent information and documentation to complete Annual Safeguard Audit
• Performs additional services and tasks as requested by Business Manager or Pastor


• Active member of a Roman Catholic parish faith community
• Live in such a way that is consistent with moral teachings of the scriptures and the Roman Catholic Church
• Sensitivity to controversial issues and able to respond according to Church teaching as articulated by Archbishop
• Experienced in teaching faith to adults, youth, and children
• Able to maintain confidentiality
• Able to effectively communicate with all age groups, from varying cultural and social backgrounds
• Able to follow instructions and take direction well
• Works well in a collaborative effort with other team members to accomplish tasks and achieve goals
• Skilled in organization, planning, time-management, communication and implementation, both oral and written forms.
• Proficiency with the uses of media and technology for effective program implementation including Microsoft Word, Power Point, Excel
• Submit to a confidential background investigation through the Archdiocese of LA
• Complete the Virtus Protecting God’s Children Program for Adults and ensure all volunteers complete and adhere to the guidelines required by ADLA

• Bilingual-English & Spanish written and oral. Desired, but not necessary

Visit our website for full job description or to apply:

Information/Application Contact

St. Raphael Church (Santa Barbara)

5444 Hollister Ave.

Santa Barbara, CA 93117