Sacred Music Administrative Coordinator (Part-Time)

Roman Catholic Diocese of Phoenix; Gilbert (AZ); On-site; USD 21,000 - 34,000; Part time

Job summary

A religious organization is seeking a part-time Music Program Assistant to support the liturgical life of the parish. In this role, you will assist the Director of Sacred Music with administrative and musical duties, including managing music resources and supporting volunteer activities. Successful candidates should be organized, possess strong computer skills, and have experience in office settings. This role is ideal for a practicing Catholic who is adaptable and collaborative, willing to develop further skills in music administration.

Qualifications

• Ability to interact with parish employees and volunteers efficiently.
• Experience handling office environments and tasks.
• Safe Environment compliant according to the Diocese.
• Safe Environment compliant as per the Diocese of Phoenix.

Responsibilities

• Assist with music library and coordinator responsibilities.
• Prepare music packets and manage choir schedules.
• Support setup for special events such as concerts.
• Custody and maintenance of digital audio library and playlists.
• Weekly preparation of accompanist binder and orders of worship.
• Setup, distribution, and cleanup for weekly rehearsals and services.
• Prepare and coordinate for events (Spring Concert, youth events, festivals).
• Onboard new choir members with calendar and playlist.
• Data entry for choir rosters and attendance as needed.
• Coordinate weddings/funerals music bookings and inquiries.

Skills

Cooperative attitude

Adaptability to varied needs

Efficient communication

Organized time management

Strong computer skills

Attention to detail

Music literacy

Basic keyboard knowledge

Education

Undergraduate degree

Tools

Microsoft Word

Excel

Google suite

Dropbox

Source & Summit

Job description

Description

To support the liturgical life of the parish, this part time position (20-28 hours/week), under the supervision of the Director of Sacred Music, assumes the responsibility of assisting the director in the varied and numerous administrative and musical aspects of Saint Anne’s large, multi-generational sacred music program: supporting music office communication and collaboration with volunteers, cantors, choir members, choir parents, accompanists, instrumentalists, and parishioners; working behind the scenes on key organizational program elements; and assisting with setup, cleanup, and logistics of weekly rehearsals when needed. Schedule flexibility preferred (to be discussed further during interview).

Essential Job Functions

• Assist with building and maintain the parish’s vast music library.
• Assist with coordination of choir google calendars and parish calendar for music department activities.
• Assembly and distribution of music packets for cantors, choristers, accompanists, and instrumentalists.
• Custody and maintenance of digital audio library along with regular upkeep (for each block/holy day) of all choir practice playlists.
• Weekly preparation of accompanist binder with all necessary scores.
• Regular preparation and printing of Orders of Worship for Sundays and holy days, and oversight of setup/distribution/cleanup.
• Assist with preparation and coordination for special events, including Spring Concert, youth bootcamps, choir festivals and retreats.
• Help onboard new choir members with calendar/Flocknote/playlist.
• Data entry and record-keeping for choir rosters and attendance, when asked.
• Score preparation, as asked by director.
• Flocknote communications, as asked by director.
• Printing and posting of regular music block schedules to determined locations.
• Printing of monthly clergy schedule for director and assistant.
• Interfacing with accompanists and cantors regarding scheduling and repertoire.
• Annual SET communications, collaborative record keeping with SET coordinator, and face-to-face interviews with new adult volunteers.
• Collaboration with key volunteers on youth choir uniform processes and records (beginning of choir season).

Additional Job Functions

• Draft work on music repertoire lists and schedules, when requested.
• Development projects for music department, including but not limited to wedding/funeral forms and score collections, congregational pew resources, and cataloging digital music files.
• Coordination, when delegated, to book music personnel for weddings and funerals or to interface with couples/families on music questions.
• Assistance in processing music office event/uniform fees and invoices, when needed.
• Performs any other job-related duties as directed by the supervisor, administrator, or pastor.

Knowledge, Skills and Abilities Required

• Ability to maintain a cooperative attitude and effective working relationship with parish employees, volunteers, and parishioners.
• Adaptability to the varied needs of a large-scale music program.
• Efficient and reliable completion of and communication around assigned duties.
• Ability to constructively receive direction and correction from supervisor(s).
• Consistently organized time management and task follow-through.
• Strong computer skills to be applied to Microsoft Word, Excel, Google suite, Dropbox. Capacity to learn other design and/or notation softwares, including Source & Summit for Order of Worship layout.
• Healthy attention to detail.
• Music literacy in treble, bass, and chant clefs (to understand library scores).
• Basic keyboard knowledge (sufficient to play a single line melody or part for score analysis or making practice tracks).

Bonus Skills (not required but candidate may be asked to develop)

• Ability to notate and edit scores in Finale and/or other notation softwares.
• Competency to learn Gregobase chant engraving (if skill not yet acquired).
• Competency to learn basic audio track editing (ie splicing).
• Familiarity with Canva and/or other design softwares for basic visual graphic projects.

Minimum Qualifications

• Undergraduate degree preferred.
• Practicing Catholic living in fidelity to the Church.
• Volunteer and/or work experience in office environments (minimum 2 years).
• Safe Environment compliant as per the Diocese of Phoenix.