Administrative Coordinator

• Location 7800 CAROUSEL LANE,Richmond, VA, 23294,United States
• Job Category Central
• Industry Administrative Coordinator, Coordinator, Catholic Jobs
• Employee Type FT Hourly
• Required Degree High school
• Manage Others No

Contact information

• Name Kelly Shumate, HR Generalist/Recruiter

The Catholic Diocese of Richmond is seeking an Administrative Coordinator to support the Office of the Vicar for Clergy.

The Administrative Coordinator for Clergy Services provides high-level administrative, operational, and compliance support to the Office of the Vicar for Clergy. This position serves as the primary coordinator for international clergy programs, clergy suitability reviews, and related clergy personnel processes. The position requires exceptional attention to detail, professionalism, discretion, and judgment in handling highly confidential information concerning priests and clergy assignments.

The Administrative Coordinator ensures the accurate administration of clergy records, letters of suitability, immigration and onboarding processes, compliance requirements, and diocesan clergy support initiatives. The position also provides administrative and logistical support for diocesan councils, deanery programs, clergy events, and special projects as assigned.

• Maintains confidential personnel and immigration records for international priests, including documentation related to Human Resources, immigration compliance, background screenings, and child protection training. Ensures all records are accurate, complete, and securely maintained
• Coordinates the onboarding and immigration process for international priests seeking ministry assignments within the Diocese, including drafting correspondence on behalf of diocesan leadership.
• Collaborates with attorneys and paralegals to prepare and submit visa applications and supporting immigration documentation
• Assists international priests in obtaining Social Security documentation, driver's licenses, and other required credentials and evaluations.
• Drafts and prepares correspondence regarding international priests for review by the Vicar General and Vicar for Clergy.
• Coordinates with the Offices of Human Resources and Finance regarding matters affecting international priests.
• Coordinates onboarding activities for international priests with Pastoral Center departments.
• Provides relocation and transition support to international priests, including assistance with transportation, housing, and other assigned needs.

• Coordinates the review, processing, approval, and tracking of both incoming and outgoing Letters of Suitability, faculties requests, and related clergy documentation for priests and deacons entering or leaving the Diocese of Richmond
• Reviews incoming Letters of Suitability and supporting documentation to ensure completeness, accuracy, and compliance with diocesan policies and safe environment requirements.
• Verifies clergy information including assignment, faculties, ministry dates, ministry locations, safe environment compliance, criminal background screening status, and other required documentation.
• Serves as the primary point of contact with other dioceses, archdioceses, eparchies, religious institutes, and parishes regarding suitability reviews and clergy permissions.
• Conducts follow-up with bishops' offices, chancery personnel, religious superiors, and clergy when required documentation is incomplete, outdated, or inconsistent.
• Prepares outgoing Letters of Suitability and related documentation for priests incardinated in the Diocese of Richmond who are requesting faculties or ministry opportunities in other dioceses or ecclesiastical jurisdictions.
• Maintains comprehensive tracking systems for all incoming and outgoing suitability requests, including approvals, expiration dates, compliance documentation, ministry locations, and related correspondence.
• Collaborates with the Offices of the Bishop, Vicar General, Human Resources, Safe Environment, and diocesan leadership to verify ministerial eligibility and compliance requirements.

• Supports collaboration and communication among parishes through Deanery and regional structures.
• Provides administrative and logistical support to the Deaneries.
  • Compiles monthly reports for the Bishop and Vicars to support parish visitation review meetings
  • Coordinates monthly communications and reporting between Deaneries and diocesan leadership.
  • Coordinates logistics for the annual Deanery meeting held during Priest Convocation.

• Performs routine administrative duties, including answering phones, managing correspondence, processing check requests, distributing mail, maintaining records, and updating training calendars
• Assists with orientation programs, Annual Convocation, acculturation initiatives, mentor programs, and other activities supporting the successful integration of priests into diocesan ministry.
• Coordinates logistical support for meetings and…