Administrative Assistant: Evangelization in Surprise, Arizona at St. Clare of Assisi Roman Catholic Parish Surprise

The Administrative Assistant supports the mission of the parish by providing comprehensive administrative and programmatic assistance to the Director of Evangelization. This role is integral to the smooth operation of faith formation programs, sacramental preparation, and parish engagement efforts. The assistant helps maintain accurate records, coordinates communication, supports liturgical environments, and facilitates sacramental processes with attention to detail and pastoral sensitivity. This role reports to the Director of Evangelization.

Key Responsibilities:

Administrative & Operational Support

• Provide direct administrative support to the Director of Evangelization, including scheduling, correspondence, and project coordination.
• Supports the registration processes, including collection, organization, and tracking of paperwork for the faith formation programs within the parish.
• Prepare, organize, and manage lists for classes, ministries, and communications.
• Support special events, such as parish missions and sacramental celebrations.

Sacramental Records & Program Support

• Maintain sacramental registries for First Holy Communion, and Confirmation in accordance with diocesan guidelines.
• Prepare and issue sacramental certificates for Confirmation and First Communion for children’s program.
• Handle sacramental record notifications, both sent to and received from other parishes, in a timely and confidential manner.
• Ensure proper documentation and recordkeeping for all sacramental celebrations.

Liturgical Environment Support

• Responsible for the preparation of the liturgical environment in accordance with the Liturgical Church calendar.
• Ensure appropriate liturgical colors and seasonal elements are displayed, including changes for special feasts and events. Including ordering floral arrangements, candles for Easter vigil, banner changes to match the season or liturgical event, ordering yearly palms for Palm Sunday.
• Collaborate with liturgy teams to support a prayerful and welcoming worship space.
• Develop a team of volunteers to support the Liturgical Environment Ministry.

Qualifications:

• A practicing Catholic in good standing with the Church, committed to living out the faith and upholding the teachings of the Catholic Church.
• Strong organizational and administrative skills with high attention to detail.
• Proficiency in office software and database management is important.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and deadlines effectively.
• Familiarity with Catholic liturgy, sacramental practices, and parish life preferred.
• Ability to handle confidential information with discretion.
• Collaborative mindset with a willingness to support parish missions and ministries.

Work Environment:

Busy Parish office setting. Normal hours Sunday, 7:30 – 1:30 pm and Monday through Thursday from 9:00 am – 5:00 pm. Some weeknight hours are based on program needs and liturgical events.