Administrative Assistant: St. Joseph Parish

Catholic Diocese of Cleveland; Avon Lake (OH); On-site; USD 36,000 - 48,000; Part time

Job summary

Catholic Diocese of Cleveland seeks an Administrative Assistant to support Evangelization Ministry within the parish. You will provide administrative, organizational, and communication support for OCIA, Life Teen, Edge, and Confirmation preparation, coordinating calendars, curriculum materials, participant records, registrations, and volunteers.

The role requires working with Evangelization Minister, parish staff, volunteers, parents, and clergy to ensure programs run smoothly, with flexible

Qualifications

• Must be organized, detail-oriented, and mission-driven.
• Excellent written and verbal communication with youth, parents, volunteers.

Responsibilities

• Coordinate communications for OCIA, Youth Ministry, and Confirmation programs.
• Maintain ministry calendars, schedule events and appointments.
• Organize and adapt materials for OCIA, sALt, sALt Lite, and Confirmation.
• Support volunteers by distributing materials, reminders, and schedules.
• Maintain participant information and sacramental records with confidentiality.

Skills

Organization

Communication

Attention to detail

Confidentiality

Tools

Microsoft Office

Canva

Job description

Administrative Assistant – Evangelization Ministry

Catholic Parish | Evangelization & Faith FormationAdministrative Support | Part-Time/Full-Time — Schedule to Be Determined

Position Summary

The parish is seeking an organized, detail-oriented, and mission-focused Administrative Assistant to provide comprehensive administrative, organizational, communications, and program support to the Evangelization Minister.

This position primarily supports the Order of Christian Initiation of Adults (OCIA), High School Youth Ministry (sALt), Middle School Youth Ministry (sALt Lite), and Confirmation preparation, with limited support for Carpenter's Call as needed.

The successful candidate will help ensure that parish evangelization and faith formation programs are well organized and effectively supported by coordinating communications, calendars, curriculum materials, participant records, registrations, volunteers, and ministry resources. This role works closely with the Evangelization Minister, parish staff, volunteers, participants, parents, sponsors, and clergy.

Essential Responsibilities

• Prepare and coordinate communications for OCIA, Youth Ministry, and Confirmation programs, including newsletters, emails, text reminders, parish announcements, flyers, and digital graphics.
• Maintain ministry calendars, schedule events and appointments, send calendar invitations, and organize lesson plans and supporting resources.
• Partner with the Evangelization Minister in planning and implementing OCIA, sALt, sALt Lite, Confirmation preparation, and related ministry events.
• Organize and adapt Life Teen, Edge, OCIA, and Confirmation materials for parish use.
• Prepare printable lesson plans, discussion resources, and volunteer materials.
• Support ministry volunteers by confirming availability, distributing materials, sending reminders, and maintaining teaching schedules.
• Maintain accurate and confidential participant information and sacramental records in accordance with parish and diocesan requirements.
• Track baptismal and sponsor documentation, marriage and convalidation status, Confirmation names, registrations, RSVPs, and other required materials.
• Identify missing documentation and assist with appropriate follow-up.
• Prepare communications, materials, and logistical support for OCIA rites, sacramental celebrations, retreats, formation sessions, and occasional evening or weekend activities.
• Maintain participant lists, Microsoft Forms, spreadsheets, and registration systems.
• Assist with the parish's transition to a new ministry database.
• Prepare purchase requests and order approved curriculum and ministry supplies.
• Organize files, templates, and ministry resources.
• Use Canva, Microsoft Office, approved AI tools, and other digital resources to improve administrative efficiency while maintaining accuracy, confidentiality, quality, and pastoral judgment.
• Provide flexible administrative and logistical support for Evangelization Ministry programs from planning through completion.
• Perform other duties and special projects as assigned.

Qualifications & Requirements

Required:

• Strong commitment to supporting the mission and teachings of the Catholic Church.
• Exemplary interpersonal skills with the ability to interact professionally and pastorally with youth, parents, participants, sponsors, volunteers, staff, clergy, and parishioners.
• Excellent organizational and time-management skills.
• Exceptional attention to detail and ability to manage multiple recurring deadlines.
• Excellent written and verbal communication skills.
• Ability to think creatively, solve problems, take initiative, and work independently.
• Ability to collaborate enthusiastically as part of a ministry team.
• Ability to maintain confidentiality when handling sensitive participant and sacramental information.
• Proficiency with Microsoft Office.
• Comfort learning and using calendars, online forms, databases, web-based applications, Canva, and communication platforms.
• Ability to use AI tools responsibly and appropriately for communications, curriculum adaptation, and administrative efficiency.
• Ability to understand and follow diocesan Safe Environment standards and parish policies.
• Flexibility to support occasional evening and weekend rites, celebrations, retreats, meetings, and ministry activities.

Preferred:

• Practicing Catholic.
• Experience in parish administration, ministry, education, youth ministry, or faith formation.
• Familiarity with OCIA, Life Teen, Edge, Confirmation preparation, or Catholic sacramental programs.
• Experience working with ministry databases and registration systems.

Key Competencies

• Mission-driven and supportive of Catholic faith formation.
• Highly organized and dependable.
• Flexible and adaptable.
• Strong interpersonal and pastoral communication skills.
• Creative and resourceful problem solver.
• Detail-oriented with strong follow-through.
• Comfortable balancing recurring administrative responsibilities with changing ministry needs.
• Able to work independently while maintaining strong collaboration with parish leadership and volunteers.
• Discreet and trustworthy when handling confidential information.
• Comfortable learning new technology and digital tools.

Ministry Areas Supported

The Administrative Assistant will provide primary administrative support for:

• Order of Christian Initiation of Adults (OCIA)
• High School Youth Ministry (sALt)
• Middle School Youth Ministry (sALt Lite)
• Confirmation Preparation
• Carpenter's Call, as needed

Schedule

This position requires flexibility to support the ministry calendar. Occasional evening and weekend commitments will be necessary for rites, sacramental celebrations, retreats, meetings, and youth ministry activities.

Mission & Ministry

This role provides an opportunity to contribute directly to the parish's mission of evangelization, discipleship, sacramental preparation, and faith formation. The successful candidate will bring professionalism, organization, creativity, and a genuine spirit of service to the parish community.