Coordinator

Event Coordinator

Reports To: Director of Events & Liturgies

Schedule: Monday through Friday 8:30 am 5:00 pm (Evenings and weekends as needed)

FLSA Status: Non-Exempt, Full-Time

Summary: The coordinator is responsible for assisting the Director of the Office for Events and Liturgies in planning, marketing, and coordinating events and major initiatives that the Department for Pastoral Ministries carries out including conferences, retreats, liturgies, trainings, workshops, and other events as determined by the Department Head for Pastoral Ministries. The Event Coordinator plans for all aspects of events and liturgies to meet the stated vision and goals that have been outlined to include but not limited to logistics, implementation, and coordination of tasks and resources while meeting multiple deadlines. The role requires familiarity with liturgical planning, including components of the liturgy, rubrics, and norms. The Event Coordinator is responsible for following the guidelines for vision and content from the Pastoral Specialists and the Director. The coordinator will support the coordination of rural grant initiatives (from 2025-2030), ensuring activities align with the grant's vision and timeline, serving as a liaison with leaders of rural deaneries and assist with reporting and accountability. Likewise, the coordinator will guide and coordinate the leadership team to stay focused on strategic objectives, ensuring alignment with the overall structure and goals of the rural grant plan. Monitor progress, facilitate decision-making, and provide direction to maintain momentum and accountability throughout all phases of grant implementation. Responsibilities also include providing processes for parish subgrants and contributing to the development of digital outreach and evangelization initiatives.

The position is grant funded through 2030 and is subject to change and may be impacted by external factors.

Position Responsibilities:

• Oversee the Rural Grant, from initiation and planning to execution, monitoring, and closure.
• Develop timelines and resource plans for rural initiatives.
• Prepare and present regular progress reports, impact evaluations, and improvement recommendations for the rural grant.
• Facilitate regular meetings and communication flows to align all parties and manage expectations.
• Oversee and track the implementation of established best practices in rural parishes.
• Design and implement strategic development plans tailored to the specific needs and opportunities of rural communities.
• Manage an accountability plan for multiple events/initiatives that includes methods for regular reporting needed for key decisions, specifically the rural deanery sub-grant.
• Serve as liaison with leaders of rural deaneries and facilitate communication and follow-up.
• Support resource development and internal documentation that advance the grant's goals.
• Facilitate the process for the submission of the grant's annual reports.
• Work with the directors to oversee the coordination of the yearly rural deanery gatherings.
• Provide expertise and collaboration with the team to roll out support to rural deaneries for digital outreach and evangelization.
• Maintain, update, and secure constituent contact information across multiple databases.
• Develop graphic design proposals in English and Spanish through strategic meetings with Pastoral Specialists that includes the vision for the event, marketing timeline, targeted audiences, communication recommendations, available resources (including budget and cross-functional team recommendations), brief event marketing history, opportunities for growth, and other applicable marketing components.
• Meet with event coordinators, directors, and other key stakeholders to assess marketing needs and work in partnership with the Department of Communications as needed.
• When necessary, design digital and print marketing collateral for the promotion of events and liturgies, including but not limited to branding, posters, flyers, advertisements, email campaigns, social media content, webpages, registration forms, slideshows, event programs, t-shirt designs, and various miscellaneous products.
• Create and develop detailed event and liturgy proposals/plans through strategic meetings with pastoral specialists and the Director that includes the vision for the event, timeline, targeted audience, recommendations for speakers, available resources (including budget and cross-functional team recommendations), brief event history, opportunities for growth, site visits and other applicable planning components.
• Coordinate assigned events and liturgies to include all aspects of event planning from initial development and marketing to execution and post-event debriefing.
• Recruit and coordinate the cross-functional team comprised of volunteers, clergy, religious and laity.
• Organize and ensure all event administrative details are in order for successful operation of the event. Promote events and collaborate with others to ensure outreach and participation to the appropriate groups.
• Prepare liturgical logistics, liturgical planning forms, and/or worship aids to support liturgies.
• Prepare reports and briefs for assigned activities and create relevant event debriefs that include a participant and team evaluation, such as registration reports, marketing and engagement analytic reports, and event evaluation.
• Develop quarterly reviews including expected outcomes for participants, a proposed budget based on each assigned activity, and proposed scope of changes for the next year.
• Coordinate the reservation, transportation, protection, and usage of department equipment needed for event execution, including audio/visual technologies, sound systems, projector screens, various cables, lights, stands, carts, and signage.
• Adhering to safety training and protocols daily and taking precautionary measures to ensure the safety and well-being of self and others.
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

Minimum Qualifications:

Education :

• Bachelor's degree in business administration, Marketing, Pastoral Ministry, Theology/Religious Studies, Hospitality, event planning, liturgy, or business-related field. Relevant work experience may be considered in lieu of education.

Experience :

• Minimum of three (3) to five (5) years of experience in strategic development, project management, event planning, including graphic design and marketing.
• Diocesan or parish experience is preferred.

License and Credentials :

• Reliable transportation
• Valid driver license
• Valid vehicle insurance
• Bilingual in English and Spanish is preferred.

Minimum Knowledge and Skills:

• Roman Catholic in good standing or familiarity with the Catholic Church is preferred.
• Proficiency in planning, executing, and monitoring complex projects with multiple stakeholders and deadlines.
• Strong leadership skills to guide multidisciplinary teams, align leadership priorities, and ensure collaboration across departments.
• Ability to interpret data and translate insights into actionable strategies, with a focus on continuous improvement.
• Knowledge of Microsoft Office Suite, including Excel, Word, Outlook, and Publisher.
• Knowledge of Adobe Creative Cloud Suite (Photoshop, Illustrator, InDesign).
• Experience with online applications, including registration forms and reporting.
• Knowledge of Content Management Systems and web design best practices; WordPress and HTML experience preferred.
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects with efficiency in a fast-paced and multi-tasked environment while meeting deadlines.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Must be detail oriented, organized, self-motivated, and work well independently and on a team.
• Must have strong written and verbal communication skills.
• Must demonstrate strong strategic and critical thinking and problem-solving skills.

Travel Requirements: Travel requirements for the position includes 85% local and 0% overnight.