Parish Office Administrator

Nativity of Our Lord and St Gabriel Parish
653 West 37th Street
Chicago, IL

Nativity of Our Lord and St Gabriel Parish is a church that creates space for encountering Jesus, forming disciples, and deepening faith. We seek a dependable and mission-aligned Parish Office Administrator to provide high-level administrative and communications support at the heart of parish life.

This role facilitates parish-wide communication, ensures the smooth coordination of internal and external calendars, and supports the pastor through calendar management and basic administrative needs. The ideal candidate is organized, communicative, tech-savvy, and thrives in a dynamic, faith-filled environment.

Communication Coordination

• Manage primary parish communication channels such as the weekly e-newsletter, bulletin, website updates, and occasional social media.

• Edit and distribute internal staff or ministry updates to ensure consistency and clarity.

• Collect or take photos at parish events for communication channels.

o Maintain and update parishioner records in the parish database (e.g., Parish

SOFT, Realm, or similar).

o Assist with onboarding new parishioners by ensuring they are welcomed and added to relevant communication systems.

o Support front-office operations during scheduled hours, ensuring a hospitable and well-functioning environment.

o Assist the pastor and parish staff with general administrative tasks, including correspondence, forms, and filing.

Support for Ministry Coordination

o Maintain the master parish calendar, including internal ministry events and public-facing communications.

o Coordinate room usage and scheduling requests.

o Support the pastor by managing his calendar and scheduling appointments and meetings.

• Provide logistical support to staff or ministry leads, including coordination of communications or shared resources.

• Help ensure ministries are aligned with the parish calendar and communication priorities.

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication abilities.

• Proficiency with office tools such as:
Microsoft Office Suite (Word, Excel, Outlook).

• Email and calendar systems (e.g., Google Workspace or Microsoft Outlook).

• Basic understanding of parish database systems (training provided if needed).

• Familiarity with email tools (e.g., Constant Contact, Flocknote) and website content editing (e.g., Word Press, Squarespace) preferred.

• Warm, professional demeanor with strong interpersonal skills.

• Discretion and reliability in managing confidential information.

• A self-starter who can take initiative while working both independently and collaboratively.

• Understanding of and appreciation for the mission of the Catholic Church and parish ministry.

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Education:

Bachelor’s preferred, or equivalent professional experience (2-3 years)

Special Directions:

Internal Candidates (existing employees) – Please complete the subject field of your email with the following: “Internal Candidate – Job Title – Full name”

External Candidates - Please complete the subject field of your email with the following: “Job Title – Full name”