Parish Office Administrator/Communications - Archdiocese of Chicago : Job Details

Parish Office Administrator/Communications

Nativity of Our Lord and St. Gabriel Parish653 W. 37th St.Chicago, 60609

Nativity of Our Lord and St Gabriel Parish is a church that creates space for encountering Jesus, forms disciples, and deepens faith. We seek a dependable and mission-aligned Parish Office Administrator to provide high-level administrative and communications support at the heart of parish life.

This role ensures the smooth coordination of internal and external calendars, facilitates parish-wide communication, and supports the pastor through calendar management and basic administrative needs.

The ideal candidate is organized, communicative, tech-savvy, and thrives in a dynamic, faith-filled environment.

Essential Job Functions

• Calendar & Scheduling Management o Maintain the master parish calendar, including internal ministry events and public-facing communications.
• Coordinate room usage and scheduling requests.
• Support the pastor by managing his calendar and scheduling appointments and meetings.

Communication Coordination

• Manage primary parish communication channels such as the weekly e-newsletter, bulletin, website updates, and occasional social media.
• Edit and distribute internal staff or ministry updates to ensure consistency and clarity.
• Serve as the point of contact for general parish inquiries via phone, email, or in-person.
• Collect or take photos at parish events for communication channels.
• Administrative Operations o Maintain and update parishioner records in the parish database (e.g., ParishSOFT, Realm, or similar).
• Assist with onboarding new parishioners by ensuring they are welcomed and added to relevant communication systems.
• Oversee front-office operations during scheduled hours, ensuring the office is a hospitable and well-functioning environment.
• Assist the pastor and parish staff with general administrative tasks, including correspondence, forms, and filing.

Support for Ministry Coordination

• Provide logistical support to staff or ministry leads, including coordination of communications or shared resources.
• Help ensure ministries are aligned with the parish calendar and communication priorities.

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication abilities.

• Proficiency with office tools such as:

o Microsoft Office Suite (Word, Excel, Outlook)

o Email and calendar systems (e.g., Google Workspace or Microsoft Outlook)

o Basic understanding of parish database systems (training provided if needed)

o Familiarity with email tools (e.g., Constant Contact, Flocknote) and website content editing (e.g., WordPress, Squarespace) preferred.

• Warm, professional demeanor with strong interpersonal skills.

• Discretion and reliability in managing confidential information.

• A self-starter who can take initiative while working both independently and collaboratively.

• Comfort with a dynamic environment and openness to the evolving needs of parish life.

• Understanding of and appreciation for the mission of the Catholic Church and parish ministry.

Special Directions:

Internal Candidates (existing employees) – Please complete the subject field of your email with the following: “Internal Candidate – Job Title – Full name”

External Candidates - Please complete the subject field of your email with the following: “Job Title – Full name”