Parish Administrator

Position Title: Parish Administrator


Supervisor: Cn. Tony Melton (Rector)


Status: Full-Time Employee


Compensation: $45,000-$60,000, depending on experience

GENERAL POSITION SUMMARY
The Parish Administrator is a vital strategic partner in supporting the mission and ministry of Christ the King. This full-time position provides executive assistance to the Rector, coordinates communication workflows, oversees lay ministry and enfolding operations, manages sacramental and administrative databases, and coordinates specialized parish programming and events. This multifaceted role demands exceptional executive organizational capability, strict discretion, operational autonomy, and a dedicated commitment to empowering both staff and volunteer lay leadership.


CORE RESPONSIBILITIES & WEEKLY HOUR ALLOCATIONS
The position comprises a 40-hour workweek, structured across the following primary functional domains:

• Executive Assistant to the Rector (11 hours/week)
  • Calendar & Meeting Architecture: Actively maintain and update the Rector's calendar, strategically prioritizing and protecting time according to established ministerial goals. Facilitate rigorous preparation and follow-up for pastoral and leadership meetings.
    Asana Workflow Management: Oversee and optimize the Rector's digital task flows within Asana, converting strategic directives into actionable milestones.
    Strategic Collaboration: Participate actively in all staff and vestry meetings, logging deliverables, tracking institutional follow-ups, and conducting a dedicated weekly one-on-one alignment meeting with the Rector.
    Special Initiatives: Provide administrative and logistical support for special projects, including personnel search processes and hiring assistance.

• Special Projects & Staff Assistance (10 hours/week)
  • Staff and Committee Support: Serve as an operational resource, assisting other staff members, specialized ministries, and lay committees with major seasonal projects and technical initiatives to ensure organizational synergy.

• Event Management (3 hours/week)
  • Event Planning: Plan, coordinate, and execute all parish-wide special events, major community celebrations, and sacramental programming (e.g., parish festivals, seasonal gatherings, and the Confirmation Cohort).
  • Committee Leadership: Drive the logistics, timelines, and volunteer assignments for the Festival Committee, stepping in proactively to address unassigned operational dependencies.

• Liturgy Guild (LG) Teams & Sunday Operations (6 hours/week)
  • Sunday Team Administration: Provide direction, scheduling, and systemic support for Sunday lay ministry teams (including greeters, ushers, readers, altar guild, and hospitality). Convene and lead a monthly check-in with all team leaders.
  • Volunteer Architecture: Evaluate existing structures to build volunteer engagement, document standard operating procedures, and design new lay teams to address emerging operational gaps.
  • Sunday Logistics: Supervise Sunday server teams and volunteer check-in procedures, maintain attendance tracking systems, and resolve unassigned operational details on Sunday mornings.

• Parish Administration & Sacramental Record-Keeping (4 hours/week)
  • Database Infrastructure: Maintain the integrity and accuracy of records within the primary parish database (Subsplash).
  • Sacramental Operations: Establish and oversee standard administrative processes for life-cycle services, including Baptisms, Pre-Marital counseling coordination, Weddings, Confirmations, and Funerals.
  • Compliance & Transfers: Coordinate, monitor, and audit required diocesan background checks and ministry safety training. Process all formal letters of transfer for members entering or departing the parish.

• Enfolding & Newcomer Integration (3 hours/week)
  • Integration Pipeline: Manage the newcomer enfolding process, ensuring seamless coordination from first visit to membership.
  • Visitor Engagement: Oversee the greeting teams, manage data entry for newcomer documentation, and facilitate connection points, such as coordinating introductory coffee meetings with visitors.
  • Track Coordination: Organize the three-week newcomers track conducted during parish catechesis.

• Communications (3 hours/week)
  • Digital Content Production: Draft, design, and assemble the primary weekly parish newsletter and email notifications.
  • Reminders & Alerts: Administer targeted SMS/text alert systems to maintain clear, reliable communication across volunteer teams and the broader parish body.

EXPECTATIONS

• Presence: This full-time position requires physical on-campus attendance during core staff days, Sunday liturgies, and designated parish events, with remaining administrative hours structured flexibly in coordination with the Rector.
• Confidentiality & Conduct: The Parish Administrator is bound by strict confidentiality regarding pastoral matters, parishioner data, and vestry deliberations. The administrator is expected to maintain high professional standards and model collaborative, supportive relationships with all clergy, staff, lay leaders, and parishioners.

To apply for this job please visit subsplash.com .