Office Administrator

National Shrine of St. Rita of Cascia; Philadelphia (Philadelphia County); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Job summary

The National Shrine of Saint Rita of Cascia in Philadelphia seeks an Office Administrator to greet visitors, answer phones, and coordinate schedules with staff and friars. You will manage calendars, bulletin communications, and donor follow-up while ensuring excellent hospitality.

The ideal candidate is organized, detail-oriented, and comfortable handling multiple responsibilities, including event support, fundraising coordination, and office operations for the Shrine community.

Qualifications

• Strong communication skills with patrons, visitors, and staff.
• Must be a practicing Roman Catholic familiar with Shrine ministries.
• Excellent at coordinating multiple tasks, events, and details at once.
• Self-starter with entrepreneurial spirit, able to set priorities.
• Superior written and verbal communication to convey the Shrine's mission clearly.

Responsibilities

• Provide a hospitable welcome and assist visitors and callers.
• Maintain Shrine calendar and coordinate events, pilgrimages, and tours.
• Schedule volunteers and liturgical ministers for Masses.
• Handle funeral scheduling intake and coordinate with Friars.
• Assist with donor communications and fundraising follow-up.
• Prepare bulletin materials and handle mail and office supplies.
• Coordinate with staff for tours, retreats, and major Shrine events.

Skills

Communication

Customer service

Multitasking

Self-motivated

Education

High School Diploma

Tools

Microsoft Office

Google Suite

Job description

ABOUT THIS POSITION

The National Shrine of Saint Rita of Cascia is seeking an Office Administrator to be the face and voice of the Shrine for visitors and patrons, providing cheerful, helpful, and hospitable assistance to those that visit or call. As a first point of contact, the Office Administrator answers phones, sets up appointments with staff and friars, takes messages, and ensures timely follow-up. Additionally, the Office Administrator is responsible for executing administrative duties including, but not limited to: calendar maintenance, bulletin communications, inventory ordering, liturgical minister and volunteer scheduling, and event and donor follow-up. This role is perfect for a friendly, organized, and capable person seeking an opportunity to participate in the community of South Philadelphia and the National Shrine of Saint Rita of Cascia.

Specific Responsibilities

• Provide a hospitable welcome and offer assistance for those who visit or call about:
  • the sacramental schedule
  • upcoming programs and events
  • Mass intentions and memorial purchases
  • funerals, tours, and pilgrimage inquiries
  • other general questions
• Maintain the Shrine calendar by collaborating with the Shrine Staff and volunteers to ensure proper tracking of events, meetings, pilgrimages and tours, liturgies, etc.
• Schedule volunteers for Shrine events; schedule liturgical ministers for Masses.
• Handle initial intake for funeral scheduling with our Augustinian Friars, including conversations and gathering information from funeral homes, and coordinate confirmation with the Friars.
• Supervise scheduling of Mass intentions throughout the year.
• Handle initial intake for tours, pilgrimages, and retreats, coordinating confirmation with the appropriate staff. Oversee event follow-up.
• Assist with the planning and execution of major Shrine events, including the Solemn Novena, the Feast Day, Reconciliation and Healing Masses, and other significant programs.
• With the Executive Director and Branding and Marketing Manager, coordinate communications for each weekly bulletin, gathering announcements and confirming details by the submission deadline.
• Assist the Executive Director with regular communications, including printing, addressing, and mailing.
• Assist the Executive Director as needed with writing and distributing general correspondence.
• Coordinate donor follow-up with the Executive Director, including acknowledgments, thank-you communications, routine inquiries, and tracking outstanding requests.
• Assist the Business Manager and Gift Shop Associate by taking orders for the Gift Shop, memorials, and other fundraising methods via phone.
• Sort mail, record seasonal voicemails, keep an inventory of supplies for the office, and oversee other administrative duties.
• Answer requests for transcripts from graduates of the former Cascia Career Center, research requests for historical records (ie: baptism, marriage, funeral records), etc.
• Assist the Augustinian Friars and Shrine Staff with administrative and ministerial tasks, as needed.
• Perform any and all other tasks assigned by the Executive Director.

ABOUT THE IDEAL CANDIDATE

The Office Administrator must have an understanding of and a passion for the mission and ministries of the National Shrine of Saint Rita of Cascia. The ability to communicate professionally and hospitably with patrons, visitors, and staff of the Shrine is the Office Administrator's primary responsibility. The Office Administrator must be organized, pay great attention to detail, and have an ability to balance multiple responsibilities at once.

Qualifications

• Appreciation and passion for the mission and ministries of the National Shrine of Saint Rita of Cascia, and a sound working knowledge of the Catholic faith and Church hierarchy.
• Must be a practicing Roman Catholic who upholds the teaching and traditions of the Catholic Church; familiarity with Shrine apostolates and the Augustinians is a plus.
• Excellent at coordinating and organizing multiple tasks, events, and details at once.
• Must be a self-starter with an entrepreneurial spirit, innovative, and able to set priorities.
• Superior written and verbal communication skills to express the Shrine's mission, vision, and goals with clarity, passion, and persuasion.
• Self-confidence, humility, integrity, warmth, and a flexible personal style combined with a sense of humor are noteworthy attributes that will ensure a good fit.
• A willingness to learn and grow.
• Strong familiarity with or ability to quickly learn Microsoft Office and Google Suite.
• High School Diploma required.

For inquiries, or to be considered for this position, please submit the following information to the Executive Director of the National Shrine of Saint Rita of Cascia at [e-mail], or mail to:
Guilherme Lopes, Executive Director
1166 South Broad Street
Philadelphia, PA 19146

• Cover Letter
• Resume
• List of three references (contact information only)