Sacred Music Administrative Coordinator (Part-Time)

Description To support the liturgical life of the parish, this part time position (20-28 hours/week), under the supervision of the Director of Sacred Music, assumes the responsibility of assisting the director in the varied and numerous administrative and musical aspects of Saint Anne’s large, multi-generational sacred music program: supporting music office communication and collaboration with volunteers, cantors, choir members, choir parents, accompanists, instrumentalists, and parishioners; working behind the scenes on key organizational program elements; and assisting with setup, cleanup, and logistics of weekly rehearsals when needed. Schedule flexibility preferred (to be discussed further during interview). Essential Job Functions Assist with building and maintain the parish’s vast music library. Assist with coordination of choir google calendars and parish calendar for music department activities. Assembly and distribution of music packets for cantors, choristers, accompanists, and instrumentalists. Custody and maintenance of digital audio library along with regular upkeep (for each block/holy day) of all choir practice playlists. Weekly preparation of accompanist binder with all necessary scores. Regular preparation and printing of Orders of Worship for Sundays and holy days, and oversight of setup/distribution/cleanup. Assist with preparation and coordination for special events, including Spring Concert, youth bootcamps, choir festivals and retreats. Help onboard new choir members with calendar/Flocknote/playlist. Data entry and record-keeping for choir rosters and attendance, when asked. Score preparation, as asked by director. Flocknote communications, as asked by director. Printing and posting of regular music block schedules to determined locations. Printing of monthly clergy schedule for director and assistant. Interfacing with accompanists and cantors regarding scheduling and repertoire. Annual SET communications, collaborative record keeping with SET coordinator, and face-to-face interviews with new adult volunteers. Collaboration with key volunteers on youth choir uniform processes and records (beginning of choir season). Additional Job Functions Draft work on music repertoire lists and schedules, when requested. Development projects for music department, including but not limited to wedding/funeral forms and score collections, congregational pew resources, and cataloging digital music files. Coordination, when delegated, to book music personnel for weddings and funerals or to interface with couples/families on music questions. Assistance in processing music office event/uniform fees and invoices, when needed. Performs any other job-related duties as directed by the supervisor, administrator, or pastor. Knowledge, Skills and Abilities Required Ability to maintain a cooperative attitude and effective working relationship with parish employees, volunteers, and parishioners. Adaptability to the varied needs of a large-scale music program. Efficient and reliable completion of and communication around assigned duties. Ability to constructively receive direction and correction from supervisor(s). Consistently organized time management and task follow-through. Strong computer skills to be applied to Microsoft Word, Excel, Google suite, Dropbox. Capacity to learn other design and/or notation softwares, including Source & Summit for Order of Worship layout. Healthy attention to detail. Music literacy in treble, bass, and chant clefs (to understand library scores). Basic keyboard knowledge (sufficient to play a single line melody or part for score analysis or making practice tracks). Bonus Skills (not required but candidate may be asked to develop) Ability to notate and edit scores in Finale and/or other notation softwares. Competency to learn Gregobase chant engraving (if skill not yet acquired). Competency to learn basic audio track editing (ie splicing). Familiarity with Canva and/or other design softwares for basic visual graphic projects. Minimum Qualifications Undergraduate degree preferred. Practicing Catholic living in fidelity to the Church. Volunteer and/or work experience in office environments (minimum 2 years). Safe Environment compliant as per the Diocese of Phoenix. #J-18808-Ljbffr Roman Catholic Diocese of Phoenix