Office Administrator

National Shrine of Saint Rita of Cascia; Philadelphia (Philadelphia County); On-site; USD 42,000 - 54,000; Full time

Job summary

National Shrine of Saint Rita of Cascia is seeking an Office Administrator to be the welcoming face for visitors and callers in Philadelphia. You will handle phones, set appointments, take messages, and ensure timely follow-up while performing calendar maintenance, bulletin communications, and other administrative duties.

The role involves coordinating volunteers, events, Mass intentions, and donor communications, with opportunities to work closely with the Executive Director and Shrine staff in

Qualifications

• High School Diploma required.
• Experience in office administration and front-desk support is preferred.
• Strong communication and customer service skills are essential.

Responsibilities

• Provide a hospitable welcome for visitors and callers and assist with inquiries.
• Manage Shrine calendar and coordinate events, meetings, pilgrimages, and tours.
• Schedule volunteers and liturgical ministers for Masses.
• Handle initial funeral inquiries and coordinate with Friars.
• Assist with donor follow-up and routine inquiries.
• Prepare and distribute general correspondence and bulletin communications.
• Assist Gift Shop staff with orders and donations over the phone.
• Maintain office supplies and sort mail, voicemails, and transcripts requests.
• Support the Executive Director and Shrine staff with administrative tasks as needed.

Skills

Coordination

Communication

Customer Service

Multitasking

Education

High School Diploma

Tools

Microsoft Office

Google Suite

Job description

Location: National Shrine of Saint Rita of Cascia

1166 South Broad Street

Philadelphia, PA 19146

Status: Full Time; Monday through Friday, 9:00 a.m. - 4:30 p.m. (37.5 hours/week)

About the Shrine

Our Mission & Vision

Founded in 1907 by the Augustinian Province of Saint Thomas of Villanova, the National Shrine of Saint Rita of Cascia is a Roman Catholic community of prayer and worship deeply rooted in Augustinian spirituality.Inspired by the life of Saint Rita of Cascia, an Augustinian saint known as a healer, reconciler, and peacemaker, the Shrine seeks to inspire people from all walks of life to live these virtues as they come to know and encounter God and others.

As we deepen awareness of the message and life of Saint Rita, as well as the ministry of the Shrine locally, nationally, and internationally, we desire to grow as a place of prayerful pilgrimage, transforming sacrament, and compassionate pastoral services of encounter.

Our Team

The National Shrine of Saint Rita of Cascia, once a parish, but no longer so, is staffed by a dedicated team of lay employees and Augustinian Friars who report to the Executive Director, Guilherme Lopes. Since the Fall of 2017, the Shrine has been led by a lay director who works closely with the local Augustinian pastor of a nearby parish, and reports to the Prior Provincial and his council, who serve as the Shrine’s Board of Directors.

Our Location

The National Shrine of Saint Rita of Cascia is comprised of an Upper and Lower Shrine.The Upper Shrine was completed in 1915 and serves as a gathering place for major liturgical celebrations throughout the year.The Lower Shrine was rededicated in 2000 and serves as a peaceful place of pilgrimage, prayer and reconciliation for people from throughout the world on a daily basis.The Shrine is located one mile from City Hall on Broad Street in South Philadelphia, Pennsylvania.

For more information about the National Shrine of Saint Rita of Cascia, please visit: www.saintritashrine.org

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:
• othe sacramental schedule
• oupcoming programs and events
• oMass intentions and memorial purchases
• ofunerals, tours, and pilgrimage inquiries
• oother 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.