Administrative Assistant & Special Liturgies Coordinator

Administrative Assistant & Special Liturgies Coordinator $23 - $26 per hour

Incarnation Catholic Church (Glendale)

10/31/2026

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…