The Church of St. Francis of Assisi - Parish Administrative Assistant

The Church of St.Francis of Assisi
135 West 31st Street
New York, NY 10001

Reports To: Pastor; Parish Business Manager (in the Pastor’s absence)
Position Type: Full-Time
FLSA Status: Non-Exempt
Salary Range: $65,000–$80,000 annually, commensurate with qualifications, experience, and skills.
Work Schedule: Monday through Friday, with occasional evenings and weekends as required for parish events, liturgical celebrations, and special parish events.

Interested Parties Should Contact:

Father Brian Jordan, OFM, Pastor, Phone: View phone number on click.appcast.io, Email: View email address on click.appcast.io

Position Summary

The Administrative Assistant to the Pastor provides confidential, professional, and efficient administrative support to the Pastor and parish leadership while ensuring the smooth day-to-day operation of the parish office. As one of the primary points of contact for parishioners, visitors, clergy, volunteers, and community members, this position delivers exceptional customer service in a welcoming, faith-centered environment.

About the Parish

The Church of St.Francis of Assisi is a Roman Catholic parish in the Franciscan tradition located in the heart of Midtown Manhattan. We welcome and serve a diverse community through worship, pastoral care, and compassionate service.

Essential Functions

Administrative Support

Provide confidential administrative support to the Pastor and, as needed, the Parish Business Manager.

Manage the Pastor’s calendar, appointments, meetings, and special events.

Coordinate meeting logistics, hospitality, and scheduling.

Proofread, and distribute correspondence, reports, announcements, presentations, and other documents.

Maintain organized physical and electronic filing systems.

Assist with special projects and perform other duties as assigned.

Parish Office Operations

Answer and direct telephone calls, emails, and office inquiries in a courteous, professional, and timely manner.

Coordinate room reservations, parish scheduling, and office calendars.

Meeting and Event Coordination

Schedule meetings on behalf of the Pastor.

Prepare meeting agendas and supporting materials.

Record accurate meeting minutes and distribute follow-up action items.

Coordinate logistics for parish meetings, presentations, and special events.

Assist parishioners with parish registration.

Process requests for sacramental certificates and parish documentation.

Maintain parish correspondence and official records.

Respond to routine parish inquiries while maintaining appropriate confidentiality.

Sacramental and Liturgical Administration

Coordinate scheduling and registration for Baptisms, Weddings, Funerals, Quinceañeras, OCIA, First Communion, Confirmation, Anointing of the Sick, and other parish celebrations.

Maintain accurate sacramental registers and records in accordance with Canon Law and Archdiocesan policies.

Prepare and issue official sacramental certificates and related documentation.

Communications Support

Assist in preparing parish communications, including weekly bulletins, announcements, correspondence, flyers, website updates, and social media content.

Human Resources Administrative Support

Provide general administrative support for human resources functions as assigned.

Maintain strict confidentiality regarding personnel matters, parishioner information, pastoral matters, and financial records.

Required Qualifications

High School Diploma or equivalent required.

Demonstrated administrative support experience.

Strong proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

Strong written and verbal communication skills in English.

Strong organizational, time-management, and multitasking abilities.

Professional customer service skills with the ability to interact respectfully with individuals from diverse backgrounds.

Ability to work independently while collaborating effectively with parish staff.

Respect for and the ability to support the mission and values of the Roman Catholic Church while serving parishioners, visitors, and staff.

Preferred Qualifications

Associate’s or Bachelor’s degree.

Administrative experience in a parish, nonprofit, educational, or faith-based organization.

Notary Public certification or willingness to obtain certification.

Experience with parish management software or database systems.

The Church of St.Francis of Assisi is committed to providing equal employment opportunities to all qualified applicants and employees. We recruit, hire, train, compensate, and promote employees without regard to race, color, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, marital status, military or veteran status, genetic information, status as a victim of domestic violence, or any other characteristic protected by applicable federal, New York State, or New York City law.

As a Roman Catholic parish, the Church reserves the right to make employment decisions consistent with applicable laws governing religious organizations.

Disclaimer

This job description describes the general nature and essential functions of the position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified or assigned as the needs of the parish evolve.

Nothing in this job description creates a contract of employment. Employment with the Church of St.Francis of Assisi is at will, except as otherwise provided by applicable law or written agreement.

Probationary & Review Period

All new team members join us with an initial90-day onboarding and review period.

At the end of this period, we’ll conduct aformal performance reviewto discuss your progress and identify any areas for growth. Continued employment beyond this period will depend on meeting the agreed-upon performance and conduct expectations.