Ceremonies Coordinator

Description

Job Summary: 

The ceremonies coordinator is responsible for managing the planning, coordination, and execution of key ceremonies within the parish, including infant baptisms, quinceañeras, and weddings. In addition, the coordinator will oversee the parishioner database known as Ministry Platform (MP), ensuring that all parishioner sacramental (related to baptism and marriage) records are up-to-date, accurate, and properly maintained, as well as the manual record keeping in the parish ledgers. The ideal candidate will have a deep understanding of Catholic traditions, excellent organizational skills, and a passion for serving the parish community. The position reports to the Pastor and operates under close supervision with some latitude for independent judgment and initiative.

Requirements

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish of St. Anthony Marie de Claret, which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. To fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares his mission with them and entrusts them with various responsibilities.

Positions employed at St. Anthony’s help extend the pastor's ministry in particular ways, as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in performing his ministry, thereby engaging in ministry for the Church.

Essential Job Duties: 

· As an integral part of your ministry for the Church, as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of St. Anthony’s in both your professional and personal life.

· Act as a witness to Gospel values by modeling the teachings of the Catholic Church. 

· Provide a hospitable welcome to all staff, volunteers, visitors, and callers pleasantly and professionally. 

· Baptisms: Schedule, coordinate, and prepare families for infant baptisms, ensuring all necessary paperwork, catechesis, and requirements are met. Provide oversight to the baptism class and formation teams hosted once a month. 

· Quinceañeras: Coordinate quinceañera celebrations, including scheduling, meeting with families, ensuring required catechesis is completed, and that all liturgical and cultural traditions are honored. Provide oversight to the quinceañera formation team that hosts the formation retreat regularly.

· Weddings: Work with couples to schedule wedding dates, accompany them through the marriage preparation process, and coordinate and run rehearsals. Train and oversee a team of mentor couples who will form those to be married through mentoring and marriage inventory sessions. Prepare and maintain wedding packets for weddings and retain them in perpetuity. Using AirTable, keep track of where the couples are in their marriage preparation process. Ensure the smooth execution of the wedding ceremony.

· In general, serve as the point of contact for families and individuals seeking information or guidance on infant baptism, quinceañeras, and weddings.

· Communicate with clergy, volunteers, and musicians to ensure each ceremony runs smoothly.

· Assist with ceremony logistics, including preparing liturgical materials, setup, and music coordination.

· Oversee, maintain, and update the parishioner database (MP) and parish ledgers, ensuring accurate records of baptisms, marriages, and other sacramental information.

· Process payments received and prepare deposits for the finance assistant accurately and promptly. 

· Backup receptionist: Serve as a backup to the receptionist, answering calls and assisting with walk-ins, all while providing excellent customer service skills to visitors, parishioners, and callers. 

· Attend weekly staff meetings, the annual visioning day, and the annual staff retreat. 

Knowledge, Skills, and Abilities

· Knowledge of the structure and basic teachings of the Roman Catholic Church. A solid understanding of Catholic sacraments (baptism, marriage, etc.) and liturgical traditions to ensure ceremonies align with Church teachings and practices.

· Knowledge of the Diocesan guidelines for marriage preparation and infant baptisms.

· Ability to provide excellent customer service and work effectively with staff, clergy, and laity.

· Ability to work in a multi-cultural parish serving various cultures and various age groups.

· Ability to maintain confidentiality at all times.

· Ability to organize, prioritize, utilize effective time management techniques, and work effectively with constant interruptions.

· Ability to carry out multiple tasks, meet deadlines, and implement creative solutions.

· Ability to operate various word-processing software, spreadsheets, and database programs. 

· Ability to follow instructions furnished in verbal or written format. 

· Ability to proficiently communicate in English and Spanish (writing, reading, and conversing).  

· Skilled in verbal and non-verbal communication. 

Minimum Qualifications:

Education and Training:

· High School Diploma or GED acceptable to the Texas Education Agency.

Experience:

· 2-3 years of experience in church administration, event planning, or coordination (experience with sacraments preferred).

OR

· Two (2) years of related full-time wage-earning experience.

· Familiarity with Catholic liturgical traditions and the sacramental process.

Language:

· Bilingual in English and Spanish required (proficient in writing, reading, and conversing). 

Catholic Requirement:

· Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

· Valid Texas driver’s license.

· Must comply with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies and maintain compliance throughout employment.

Mental / Physical Tasks  (E-essential) : 

E- Talking

E- Driving

E- Listening

E - Reading and Comprehending

   - Standing 

E - Sitting

E - Walking

E - Bending

E - Grasping/holding

E - Seeing

E - Lifting/carrying

E - Moving pews/materials

E - Using office equipment, such as a stapler, telephone, etc.

Working Conditions:

· All employees of the Parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church. 

· The Parish is an at-will employer.

· All buildings and vehicles owned by the Parish are tobacco-free.

· Working in a fast-paced environment with priorities and plans that may change rapidly.

· Working on weekends, evenings, and some holidays may be required.

· Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations. 

· Will be required to adhere to established dress codes and conduct standards.

· Must use personal or parish vehicle to drive to off-site locations.

· Travelling within and outside the parish to meetings and other events may be required, and travel may require overnight lodging.