Administrative Assistant: St. Joseph Parish

Administrative Assistant – Evangelization Ministry

Catholic Parish | Evangelization & Faith Formation Administrative Support | Part-Time/Full-Time — Schedule to Be Determined

The parish is seeking an organized, detail-oriented, and mission-focused Administrative Assistant to provide comprehensive administrative, organizational, communications, and program support to the Evangelization Minister.

This position primarily supports the Order of Christian Initiation of Adults (OCIA), High School Youth Ministry (sALt), Middle School Youth Ministry (sALt Lite), and Confirmation preparation, with limited support for Carpenter's Call as needed.

The successful candidate will help ensure that parish evangelization and faith formation programs are well organized and effectively supported by coordinating communications, calendars, curriculum materials, participant records, registrations, volunteers, and ministry resources. This role works closely with the Evangelization Minister, parish staff, volunteers, participants, parents, sponsors, and clergy.

• Prepare and coordinate communications for OCIA, Youth Ministry, and Confirmation programs, including newsletters, emails, text reminders, parish announcements, flyers, and digital graphics.
• Maintain ministry calendars, schedule events and appointments, send calendar invitations, and organize lesson plans and supporting resources.
• Partner with the Evangelization Minister in planning and implementing OCIA, sALt, sALt Lite, Confirmation preparation, and related ministry events.
• Organize and adapt Life Teen, Edge, OCIA, and Confirmation materials for parish use.
• Prepare printable lesson plans, discussion resources, and volunteer materials.
• Support ministry volunteers by confirming availability, distributing materials, sending reminders, and maintaining teaching schedules.
• Maintain accurate and confidential participant information and sacramental records in accordance with parish and diocesan requirements.
• Track baptismal and sponsor documentation, marriage and convalidation status, Confirmation names, registrations, RSVPs, and other required materials.
• Identify missing documentation and assist with appropriate follow-up.
• Prepare communications, materials, and logistical support for OCIA rites, sacramental celebrations, retreats, formation sessions, and occasional evening or weekend activities.
• Maintain participant lists, Microsoft Forms, spreadsheets, and registration systems.
• Assist with the parish's transition to a new ministry database.
• Prepare purchase requests and order approved curriculum and ministry supplies.
• Organize files, templates, and ministry resources.
• Use Canva, Microsoft Office, approved AI tools, and other digital resources to improve administrative efficiency while maintaining accuracy, confidentiality, quality, and pastoral judgment.
• Provide flexible administrative and logistical support for Evangelization Ministry programs from planning through completion.
• Perform other duties and special projects as assigned.

Required:

• Strong commitment to supporting the mission and teachings of the Catholic Church.
• Exemplary interpersonal skills with the ability to interact professionally and pastorally with youth, parents, participants, sponsors, volunteers, staff, clergy, and parishioners.
• Excellent organizational and time-management skills.
• Exceptional attention to detail and ability to manage multiple recurring deadlines.
• Excellent written and verbal communication skills.
• Ability to think creatively, solve problems, take initiative, and work independently.
• Ability to collaborate enthusiastically as part of a ministry team.
• Ability to maintain confidentiality when handling sensitive participant and…