Administrative Coordinator for Faith Formation & Sacramental Records

Position Summary

Queen of the Holy Rosary Parish is seeking a highly organized, detail-oriented, and mission-driven Administrative Coordinator for Faith Formation & Sacramental Records to support the Director of Religious Education and the overall mission of the parish. This position oversees daily administrative operations for the Religious Education department while maintaining accurate sacramental records and parish databases with professionalism, confidentiality, and care. The ideal candidate will possess excellent communication skills, strong organizational abilities, and advanced computer proficiency while demonstrating a welcoming spirit and commitment to the Catholic faith and parish life.

Primary Responsibilities

Administrative Support

• Provide direct administrative support to the Director of Religious Education
• Manage office communications including phone calls, emails, correspondence, and scheduling
• Assist with registration processes for Religious Education programs, Vacation Bible School, sacramental preparation, and parish events
• Prepare forms, reports, letters, rosters, and parish communications
• Maintain calendars, meeting schedules, and event coordination
• Welcome and assist parishioners, parents, volunteers, and visitors in a professional and hospitable manner
• Maintain office supplies, files, and departmental organization

Sacramental Records Management

• Maintain accurate and confidential sacramental records including Baptism, First Communion, Confirmation, Marriage, and RCIA records
• Process sacramental certificates and official parish documentation requests
• Ensure all records comply with diocesan policies and parish standards
• Coordinate sacramental documentation with other parishes and diocesan offices
• Assist in preparing sacramental liturgies and related administrative materials

Technology & Database Management

• Maintain and update parish databases and family records
• Utilize parish management software and digital filing systems effectively
• Create spreadsheets, reports, mailing lists, and digital communications
• Assist with online registrations, data entry, and recordkeeping systems
• Troubleshoot basic office technology and software needs as necessary

 Qualifications

• Practicing Catholic preferred with an understanding of Catholic teachings, sacraments, and parish life
• Previous administrative or office management experience preferred
• Strong organizational and multitasking skills
• Advanced proficiency in Microsoft Office Suite, Google Workspace, databases, and general computer systems
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and professionalism
• Strong attention to detail and accuracy
• Ability to work collaboratively with parish staff, clergy, volunteers, and families

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods
• Ability to lift light office materials and supplies as needed