Program Associate, Congregational Vitality

Domestic-and-Foreign-Missionary-Society; United States; On-site; USD 68,000 - 83,000; Full time

Job summary

Domestic and Foreign Missionary Society is seeking a Program Associate, Congregational Vitality. The role focuses on administrative coordination and program support within the Congregational Vitality department, including invoices, travel, registrations, and relations with dioceses and congregations.

The successful candidate will manage data systems, prepare routine communications, and assist with on-site event logistics, working across teams in a hybrid environment.

Qualifications

• Associate degree or equivalent education and experience.
• Three to five years in administrative, program or event coordination.
• Strong organizational and project coordination skills.
• Excellent written and verbal communication.
• Proficiency with Microsoft 365 and collaboration tools.
• Familiarity with Episcopal Church structures or similar nonprofit setting.
• Ability to travel and work hybrid/remote.

Responsibilities

• Coordinates routine administrative workflows, including invoices, purchasing, travel, and calendar coordination.
• Supports departmental programs, grants, cohorts, and events with materials and communications.
• Manages registrations, forms, and on-site logistics for virtual and in-person gatherings.
• Maintains project trackers, calendars, and shared files; supports data quality and reporting.

Skills

Organizational skills

Project coordination

Communication skills

Attention to detail

Education

Associate degree or equivalent

Tools

Microsoft 365 proficiency

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Program Associate, Congregational Vitality

Full Time Clerical Location: To Be Determined, US

4 days ago Requisition ID: 1213

Salary: $75,000.00 Annually

Area Function

The Congregational Vitality department equips dioceses, congregations, and ministry leaders to cultivate healthy, adaptive, and sustainable Episcopal communities. Its work advances missional priorities through church planting, congregational revitalization and redevelopment, leadership formation, grants and strategic investments, coaching and networks, research and learning, and partnerships across The Episcopal Church. The department connects churchwide resources with local contexts so that dioceses and congregations can discern and take their next faithful steps toward vitality and mission.

Job Summary

The Program Associate supports the effective administration and implementation of the Congregational Vitality department's programs, grants, convenings, and partnerships. Serving as the department's primary connection to the administrative team of the Domestic and Foreign Missionary Society (DFMS), the Program Associate coordinates invoices, purchasing and contracts, travel and event arrangements, registrations and forms, records, and routine correspondence. The position also contributes to broader program implementation by maintaining project systems, communicating with participants and partners, supporting grant and event workflows, and providing on-site logistics for in-person gatherings. The ideal candidate is organized, responsive, technologically capable, and able to work collaboratively across teams and within the polity and culture of The Episcopal Church.

Reporting Relationships

Reports to the Director of Congregational Vitality. This position has no direct reports and works closely with other Congregational Vitality staff, the DFMS administrative team, and internal and external program partners.

Duties & Essential Job Functions

Department Administration and Operational Coordination: Coordinates routine administrative workflows, including invoice processing, purchasing and contract requests, expense documentation, travel arrangements, calendar coordination, meeting support, records management, and follow-through with the DFMS administrative team. Maintains accurate, timely documentation and helps ensure compliance with organizational procedures.

Program and Grant Implementation Support: Supports departmental programs, grants, cohorts, assessments, coaching, networks, and other initiatives. Tracks timelines, deliverables, participation, and follow-up; prepares materials; supports application and review processes; and communicates with dioceses, congregations, ministry leaders, reviewers, consultants, and partners.

Convening, Event, and Communications Coordination: Coordinates registration, participant communications, travel and lodging details, venue and vendor logistics, supplies, accessibility and language-service arrangements, and on-site execution for virtual and in-person events. Provides hospitable, responsive support before, during, and after gatherings.

Systems, Data, and Diocesan Profile Support: Builds and maintains reliable working systems that support departmental operations, collaboration, and decision-making. Maintains diocesan profiles that bring together key information about relationships, engagement, programs, and activity across DFMS departments, working in collaboration with the Executive Coordinator to the Presiding Bishop and other churchwide colleagues. Maintains contact lists, trackers, shared files, forms, databases, and basic reports; supports data quality and consistency; identifies workflow improvements; and provides flexible implementation support as priorities evolve.

• Serve as the department's day-to-day liaison with the DFMS administrative team and help move requests through established organizational processes.
• Process and track invoices, reimbursements, purchasing requests, consultant and vendor paperwork, and other financial or administrative documentation.
• Maintain and regularly update diocesan profiles that provide an at-a-glance view of each diocese, including key relationships, churchwide staff engagement, relevant programs and initiatives, and other information useful for churchwide leadership.
• Coordinate travel, lodging, venues, catering, supplies, registrations, schedules, and participant information for departmental meetings and events.
• Serve as a primary on-site logistics contact for in-person convenings, anticipating needs, resolving routine issues, and supporting a welcoming participant experience.
• Create, maintain, and monitor Formstack forms and related workflows for registrations, applications, reviews, reimbursements, evaluations, and other departmental needs.
• Support grant and program cycles by organizing materials, maintaining records, tracking deadlines and decisions, preparing routine correspondence, and coordinating follow-up.
• Maintain accurate calendars, contact lists, project trackers, shared files, templates, standard operating procedures, and records.
• Draft, format, proofread, and distribute routine emails, agendas, meeting materials, reports, presentations, and other program communications.
• Schedule and support virtual and in-person meetings, including invitations, agendas, materials, technology, notes, action items, and follow-up.
• Respond to routine questions from dioceses, congregations, ministry leaders, participants, reviewers, and partners; route complex or sensitive matters appropriately.
• Assist with basic data entry, quality checks, participant feedback, reporting, and evaluation activities that support departmental learning and decision-making.
• Collaborate across cultures, languages, geographic regions, and levels of church structure with professionalism, discretion, hospitality, and respect.
• Identify opportunities to simplify workflows, strengthen documentation, and improve the consistency and accessibility of department operations.

Other Functions And Responsibilities

Performs other duties as assigned and provides additional administrative or program support during periods of high activity or staff transition.

Qualifications

Required

• Associate degree or an equivalent combination of education, training, and relevant experience.
• Three to five years of administrative, program coordination, event coordination, or related experience.
• Strong organizational and project coordination skills, with the ability to manage multiple timelines, details, and stakeholders reliably.
• Strong written and verbal communication skills, including the ability to prepare clear, accurate, and appropriately toned correspondence and materials.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint or comparable collaboration tools; ability to learn new systems quickly.
• Working knowledge of Episcopal Church structures, terminology, and polity, or demonstrated experience working effectively in a comparable churchwide, denominational, or nonprofit setting.
• Accuracy and sound judgment in handling financial documentation, participant information, deadlines, and confidential or sensitive matters.
• Ability to work independently in a hybrid or remote environment while communicating proactively and collaborating effectively across teams.
• Ability and willingness to travel and provide on-site logistical support for multi-day events, including occasional evening or weekend responsibilities.
• Commitment to cultural humility, inclusion, accessibility, and respectful partnership across the diversity of The Episcopal Church.

Preferred

• Bilingual proficiency, especially in Spanish, with the ability to communicate effectively in professional settings.
• Experience supporting grantmaking, application and review processes, cohorts, learning communities, or churchwide programs.
• Experience with Formstack or comparable online form and workflow tools, and with databases or constituent relationship management systems.
• Experience coordinating travel and event logistics for geographically dispersed participants.
• Experience working within The Episcopal Church at the churchwide, diocesan, or congregational level.

Physical Requirements/Work Environment

This position regularly requires prolonged computer use and participation in virtual meetings; frequent written and verbal communication; and the ability to organize, transport, and set up event materials. The employee must be able to travel by air and ground transportation and navigate hotels, conference facilities, churches, and other event sites. The position may occasionally require lifting or moving materials weighing up to 25 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The work is performed primarily in a professional office or remote environment, with regular use of video conferencing and collaborative technology. The role requires periodic travel and work in conference, hotel, church, and event settings, where schedules may include early mornings, evenings, or weekends. The employee works with colleagues and partners across multiple time zones and must be able to adapt to changing priorities and event conditions. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The Domestic and Foreign Missionary Society has worked hard to foster a work environment that is achievement-oriented, self-actualizing, encouraging and affirmative of the value of both Society colleagues and our customers. Every employee of the Society is valued for how work is done as well as what work is done.

The Episcopal Church Center is an equal opportunity employer and we actively seek qualified candidates from protected groups as defined under Federal and New York State laws as well as General Convention resolutions. We do not discriminate in employment decisions on the basis of race, color, ethnicity, national origin, sex, sexual orientation, age, disability, marital or military veteran status.