Our Saviour Parish – Chapel of the Sacred Hearts of Jesus and Mary
Administrative Coordinator
January 2026
Work Location: 59 Park Avenue New York, New York 10016
Report to: Pastor/Administrator
Responsibilities:
The Administrative Coordinator (AC) is responsible for understanding and supporting the range of administrative and operational activities needed to carry out the mission and pastoral ministry of Our Saviour Parish. The AC will collaborate with the Business Manager and Office Manager to understand, review, update and systemize processes for greater effectiveness and efficiency. AC will also understand and review the roles of fiscal and facilities vendors who provide ongoing services to the parish. After the initial onboarding period of understanding and review, it is anticipated that certain tasks will be re-assigned and taken on directly by the AC. These areas include scheduling, fiscal, facilities, maintenance, databases, technology, volunteers, emergency/off-cycle occurrences
General Administration:
- Ordering of general office supplies
- Ordering of church supplies (i.e., candles, votives, Communion wafer, etc.)
- Cleaning of vestments and altar clothes for churches
- Identify storage areas in all facilities and organize according to contents
- Label according to contents (furniture, office supplies, facilities supplies, archived files, office equipment, kitchen supplies, etc.)
- Establish lists of contents by storage location
- Identify "swing" storage area for Events (social, wedding, etc.)
- Twice annually, inspect the storage areas and confirm the contents
- Schedule regular staff and other meetings
- Manage rentals and rental agreements
- Develop and ensure orderly maintenance and inventories of all church supply closets
- Inventory and upgrade all office equipment as required
Facility Maintenance (in collaboration with PPM):
- Review daily, weekly and monthly schedules for facility rotation cleaning of churches, including bathrooms, kitchens, pantries, offices and conference rooms, floors
- Rotation cleaning of Church and Chapel facilities
- Inventory review of church and maintenance supplies
- Coverage for staff vacations, out of office periods, etc.
- Seasonal and Annual Building Requirements including Spring and Fall HVAC Maintenance, elevator and fire alarm inspections, seasonal window cleaning, annual high-clean of the churches and offices
- Ensure access for vendors for emergencies and off-hours work
Fiscal: Accounting, Finance and Budgeting (in collaboration with bookkeeper and accountant)
- AC will develop an understanding of and review: Archdiocese accounting systems used by parish, monthly payroll process through Paychecks with payroll budgets, invoice payments, cash receipts: donations, offerings, other income, systems used to track donations and other revenue, petty cash outputs, banking procedures, banking reconciliation for accounts, actual vs budgeted revenues and expenses (quarterly)
Record Keeping, Databases, and IT:
- Review Church database use: New registrants, Groups, Updating
- Increase utilization by all parish staff to strengthen and expand parish ministries
- Understand and evaluate current systems in use
- Upgrade systems and technology as appropriate and train staff
Volunteers
- Understand current use of volunteers in collaboration with pastoral associates and others
- Develop additional opportunities to use volunteers to support parish operations
Special Projects and Other Tasks as Required
Skills and Experience:
- Excel, Word
- Clear, concise communication skills
- General bookkeeping and fiscal knowledge and skills
- Strong organizational skills
- Team oriented
- Good analytical skills
- Minimum 3 years of experience in similar roles
- Possess a results oriented approach
- Ensure tasks are completed on deadline and completely and accurately
- Develop processes and systems in a clear, concise manner that colleagues can understand and collaborative with
Compensation range for this position is: $66,500 – $85,000 annually.
This position is considered full-time, exempt, and not eligible for overtime.
Interested candidates should send a cover letter and resume to Rod Olson at:
wronyc@aol.com