Parish Administrator, Office & Ministry, St. Francis de Sales, St. Columban – Cornwall

The Parish Administrator (Office & Ministry) supports the Pastor and parish leadership in the effective administration and communication of parish life. This role ensures the smooth day-to-day functioning of the parish office while supporting pastoral initiatives, sacramental preparation, evangelization efforts, and parish communications. The position combines administrative coordination, pastoral support, communication management, and hospitality, helping to foster a welcoming, informed, and mission-driven parish community. The Parish Administrator serves as a key point of contact for parishioners, volunteers, ministry leaders, and external partners.

KEY RESPONSIBILITIES

• Parish Administration & Office Operations
  • Manage the daily operations of the parish office and ensure administrative processes run smoothly.
  • Serve as the first point of contact for parishioners and visitors, responding to inquiries by phone, email, website messages, and in person.
  • Maintain parish records, filing systems, and databases, ensuring accuracy and confidentiality.
  • Provide administrative and secretarial support to the Pastor, including correspondence, scheduling, reports, and meeting preparation.
  • Coordinate parish calendars, including Masses, sacraments, ministry meetings, parish missions, and special events.
  • Handle requests for Mass intentions and ensure accurate scheduling and record keeping.
  • Manage office equipment maintenance and supplies, including purchasing office, sacristy, and sacramental materials.
  • Maintain access control for parish keys, alarm systems, and security records.
  • Assist with property-related administrative tasks and vendor coordination.
  • Ensure required parish reports, records, and documentation are prepared in compliance with diocesan requirements.
  • Participate in parish staff meetings and assist with planning and coordination of parish initiatives.
• Sacramental & Liturgical Coordination
  • Coordinate and schedule sacramental celebrations including baptisms, weddings, funerals, First Reconciliation, First Communion, and Confirmation.
  • Support the Pastor in organizing sacramental preparation programs and materials.
  • Communicate with families regarding sacramental preparation sessions documentation, and scheduling.
  • Maintain sacramental records and registers in accordance with Church and government requirements.
  • Assist with marriage documentation and government registrations where required.
  • Coordinate funeral arrangements with families, funeral homes, clergy, and musicians to ensure compassionate and organized celebrations.
  • Assist with scheduling and coordination of liturgical ministries (lectors, extraordinary ministers of Holy Communion, ushers, etc.).
  • Support parish programs and initiatives that promote spiritual growth, faith formation, and community engagement.
  • Assist the Pastor in coordinating ministry activities, retreats, and parish missions.
  • Collaborate with parish ministries, volunteers, and community partners to support parish life.
  • Help ensure a welcoming and hospitable environment for parishioners, visitors, and new members.
  • Assist in volunteer coordination and ensure volunteer screening requirements are followed according to diocesan policies.
• Parish Communications
  • Coordinate and manage parish communications across digital and print platforms.
  • Prepare and publish the weekly parish bulletin, Mass announcements, and other communications.
  • Update and maintain parish communication channels including website, email communications, and social media platforms.
  • Create promotional and informational materials such as posters, brochures, invitations, and parish announcements.
  • Support the promotion of major parish events such as Christmas, Easter, parish feast days, and special liturgical celebrations.
  • Ensure timely and clear communication with parishioners, ministry leaders, volunteers, and community partners.
• Event & Program Coordination
  • Assist in planning and organizing major parish events and celebrations.
  • Coordinate logistics including scheduling, materials, communications, and volunteer support.
  • Support school engagement activities and parish collaboration with Catholic schools where applicable.

QUALIFICATIONS

• Education
  • High School Diploma required.
  • Diploma, certificate, or university education in Administration, Communications, Theology, Religious Studies, Pastoral Ministry, or a related field is an asset.
• Experience
  • Minimum 2-3 years of experience in an administrative, coordination, or office management role.
  • Experience in a church, nonprofit, or community organization is an asset.
  • Strong organizational and time-management skills with the ability to manage multiple priorities.
  • Excellent written and verbal communication skills in English.
  • Strong interpersonal skills and ability to work collaboratively with clergy, staff, volunteers, and parishioners.
  • High level of professionalism, discretion, and confidentiality.
  • Demonstrated hospitality and customer service orientation.
  • Ability to work independently while supporting a collaborative ministry environment.
  • Attention to detail and accuracy in record keeping and documentation.
  • Practicing Catholic with a good understanding of the Catholic faith and sacramental life.
  • Commitment to supporting the mission and values of the Catholic Church.
• Technical Skills
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Experience with parish management software and databases (e.g., Parish Friendly or similar) is an asset.
  • Familiarity with digital communication platforms and social media.
  • Experience with design tools such as Canva and website updates is an asset.

Why Should You Apply?

Vacation and paid sick days available after 3 months.