Parish Office Administrator - Archdiocese of Chicago : Job Details

Nativity of Our Lord and St Gabriel Parish 653 West 37th Street Chicago, IL

Nativity of Our Lord and St Gabriel Parish is a church that creates space for encountering Jesus, forming disciples, and deepening 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 facilitates parish-wide communication, ensures the smooth coordination of internal and external calendars, 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.

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.

Collect or take photos at parish events for communication channels.

o Maintain and update parishioner records in the parish database (e.g., ParishSOFT, Realm, or similar).

o Assist with onboarding new parishioners by ensuring they are welcomed and added to relevant communication systems.

o Support front-office operations during scheduled hours, ensuring a hospitable and well-functioning environment.

o Assist the pastor and parish staff with general administrative tasks, including correspondence, forms, and filing.

Support for Ministry Coordination

o Maintain the master parish calendar, including internal ministry events and public-facing communications.

o Coordinate room usage and scheduling requests.

o Support the pastor by managing his calendar and scheduling appointments and meetings.

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: Microsoft Office Suite (Word, Excel, Outlook).

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

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

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.

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

Education: Bachelors preferred, or equivalent professional experience (2-3 years)

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