SUMMARY

This position plays a crucial role in the continued innovation of our parish Office of Hispanic Ministry, Hispanic Faith Formation and its associated programs. The assistant assists the Director of Hispanic Ministries in actively designing new initiatives as well as assessing and redeveloping current programs in the parish. The assistant also assists in the execution of events and retreats. Additionally, this position utilizes the creativity of the individual and their God given gifts to continue the development of administrative processes for efficient workflow in the Office of Faith Formation.

TIME INVOLVEMENT

• Full-Time; Time in office can be flexible around busy schedules.
• Must be able to work on Sundays and some weekends for special events.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Coordination – Hispanic Faith Formation

• Assist in overseeing the regular programs for Children’s Faith Formation, Embark Sacramental Preparation, and catechist formation:
  • Assisting the Director in creating and publishing the yearly calendar for the office programs.
  • Tracking weekly attendance of participants in these programs.
    • Following up with families and individuals in sacramental preparation who have missed more than the allotted unexcused absences.
  • Maintain current information in catechist binders, to include:
    • Faith Formation calendar, class rosters, student information, child and adult safe environment programs, emergency procedures, etc.
  • Print or create materials needed for classes as requested by Catechists and/or Director of Faith Formation.
  • Coordinate substitutes as needed for the different roles of our programs.
  • Organize and track required information for those preparing for sacraments:
    • Confirmation: copy of baptismal certificate, copy of first communion certificate, name of Confirmation patron saint, sponsor form, date of retreat, letter to Bishop, and no more than three unexcused absences from the regular sessions.
    • First Communion and Reconciliation: copy of baptismal certificate and no more than three unexcused absences from the regular sessions.
    • Communicate the above requirements to families and answering questions regarding their completion.
    • Prepare certificates for those receiving the sacraments.
    • Extract and organize the information necessary for the parish sacramental permanent record and communicate that information to the front office.
      • This should be done no later than one month following the completion of a sacrament.

• Create forms and maintain database of information using Breeze or other similar program:
  • Create registration forms for Faith Formation programs, i.e. Children’s Faith Formation, Embark Sacramental Preparation Program, Totus Tuus, Vacation Bible School, etc.
  • Maintain Breeze database of information received from forms by organizing information regularly.
  • Disseminate release forms for volunteers/participants for various events.
• Work with the Safe Environment Coordinator to ensure that volunteers have completed required Safe Environment training and background checks.
  • This includes updating any pertinent information for safe environment programs in the binders of our catechists.

Event Planning and Program Coordination – Hispanic Faith Formation

• Along with the Director, coordinate and execute regular events from the Office of Faith Formation (e.g. Confirmation Retreats, First Reconciliation Retreat, Totus Tuus, Catechist Orientation, Catechist Lunch-and-Learns, receptions after sacramental celebrations, etc.):
  • Collaborate with the Director to design innovative events, programs, retreats, catechetical opportunities for parish families.
  • Assist the Director in leading key planning meetings with catechists and volunteers.
  • Create actionable lists with associated due dates after key planning meetings.
  • Coordinate the recruiting of volunteers for events and projects by communicating directly with the Communications Coordinator as well as other ministries at the parish.
  • Follow up with different outside vendors associated with events and projects.
  • Aid in the creation of necessary items for retreats, events, and projects (name tags, goodie bags, game items, gifts, etc.).
  • Ensure all information needed prior to events from participants is turned in and organized.
    • This includes organizing the Emergency Contact binder for any events onsite or offsite.
  • Assist the Director in day-of coordinating of volunteers for events.
  • Follow up with those who participated in events and projects with surveys for future planning.

Hispanic Ministry Support

• Assist with planning and execution of events for the Hispanic Community including:

• • Mexican Festival
  • Virgin of Guadalupe celebration
  • Posadas
  • Volunteer Appreciation dinners
  • Live Stations of the Cross
  • Special Liturgical events
  • Adult retreats and conferences
  • Weddings
  • Baptisms
  • Funeral
  • Quinceaneras
  • Welcome Dinners

• Coordinate regular day-to-day operations of the Hispanic Office of Faith Formation and coordinate with the English Office of faith Formation.
  • Assist with inquires and concerns by responding to calls, emails, and other forms of communication.
  • Maintain the orderliness of both the office and the facilities used by the Office of Faith Formation.
    • Regularly take inventory of the materials on hand in the workroom and coordinating replenishment.

Misc. Duties

• Translate documents from English to Spanish
• Create flyers and work with Communications Coordinator for social media
• Help with recruiting and coordinating volunteers, catechists and liturgical ministers in support of all Hispanic Ministries

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE

• Two years’ experience in office administration or parish work is preferred.
• Event and project planning experience.
• Completion of (or willingness to complete) the Safe Environment protocols of the Diocese of Nashville.

ADDITIONAL SKILLS AND QUALITIES

• Currently practicing Roman Catholic.
• A desire to grow in their personal relationship with Christ and his Church.
• A desire for evangelization and the salvation of souls.
• Displaying a high degree of Christian charity in all forms of communication.
• Self-motivated and works well independently
• Fluid and agile with various technologies.
• Proficient in Microsoft applications, particularly Word, Excel, and Outlook.
• High attention to detail.
• Excellent organizational skills.
• Ability to maintain confidentiality.
• Excellent time management and communication skills.
• Can work well with crafts and “hands-on” materials.
• Ability to meet deadlines.
• Bilingual English / Spanish verbal and written

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Occasionally, the position requires driving to take youth members to off-site activities. Some lifting of supplies or equipment may occasionally be required, not exceeding 75 pounds.

Additionally, while performing the duties of this job, the employee is required to stand, walk, sit, use hands to feel objects with tools or controls, reach with hands and arms, talk, and hear. Specific vision abilities are required are close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORKING ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is exposed to moderate levels of noise in this environment.

I have read and understand the above job description.