Operations Assistant

Description

St. Mary’s Catholic Center seeks a highly motivated, service-oriented, and detail-oriented individual to serve as Operations Assistant. This part-time position combines front desk reception and hospitality with administrative support for the Operations Coordinator and the broader Operations and Pastoral Teams. The Operations Assistant serves as an important point of contact for students, parishioners, visitors, staff, and clergy while helping ensure that the parish’s daily administrative operations are organized, efficient, and welcoming.

In addition to reception and general office responsibilities, the Operations Assistant supports the stewardship of sacramental records, assists with scheduling and preparing paperwork for infant and child baptisms, and maintains an orderly and professional reception area and front office. Fluency in both English and Spanish is essential to this role, enabling the Operations Assistant to provide welcoming, effective, and accessible service to the diverse community of St. Mary’s Catholic Center. The successful candidate will demonstrate sound judgment, strong organizational and communication skills, discretion in handling confidential information, and a commitment to the mission of St. Mary’s Catholic Center. The Operations Assistant reports directly to the Operations Coordinator and works collaboratively with the Operations and Pastoral Teams.

ORGANIZATION OVERVIEW

St. Mary’s Catholic Center at Texas A&M University has the mission to form apostles for the Church and the world. We are a ministry of the New Evangelization that believes in exercising a dynamic orthodoxy: faithful to the Church’s instruction, engaging and fervent, and reaching the hearts of the faithful and the unchurched. The Operations Assistant is a member of the Operations Team and contributes to the effective, welcoming, and professional environment that supports the ministry of the parish.

MINISTERIAL CHARACTER

The Pastor is the visible principle and foundation of unity in the parish of St. Mary’s Catholic Center, which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. To fulfill this mission, the Pastor employs suitable, chosen collaborators—clerics, religious, and laypeople—with whom he shares his mission and to whom he entrusts various responsibilities. Positions employed at St. Mary’s Catholic Center help extend the ministry of the Pastor in particular ways, as outlined in each job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and, thereby, engages in ministry for the Church.

MAJOR RESPONSIBILITIES AND DUTIES

The Operations Assistant supports the daily operations of the parish through hospitality, administrative coordination, accurate recordkeeping, and responsive support for the Operations Coordinator and Pastoral Team. Responsibilities include, but are not limited to, the following:

Reception and Front Office Operations

• Welcome students, parishioners, visitors, clergy, and staff with warmth, professionalism, and a spirit of hospitality.
• Answer, screen, and direct telephone calls; take and relay accurate messages; and provide general information in a courteous and timely manner in English or Spanish, as appropriate.
• Schedule Mass intentions and provide general reception, clerical, and administrative assistance.
• Receive and monitor packages and deliveries, notify intended recipients promptly, and ensure items are appropriately documented and distributed.
• Maintain front office supplies and inventory, monitor needs, and communicate when replenishment is required.
• Maintain a clean, organized, professional, and welcoming reception area, lobby, and front office, ensuring shared spaces and materials are orderly and accessible.

Administrative Support and Coordination

• Provide administrative and organizational support to the Operations Coordinator, including document preparation, data entry, filing, scheduling assistance, and other assigned projects.
• Assist with organizing office records, maintaining accurate information, and completing administrative tasks in a timely and consistent manner.
• Communicate promptly and professionally with the Operations Coordinator, supervisors, and team members regarding requests, changes, questions, and matters affecting daily operations.
• Provide proactive updates, acknowledge instructions and requests, and follow through on assignments and commitments.
• Adapt to frequent interruptions and changing priorities while maintaining attention to detail and ensuring time-sensitive responsibilities are addressed appropriately.

Sacramental Records and Baptism Coordination

• Assist with the stewardship, organization, maintenance, and appropriate handling of sacramental records in accordance with parish procedures and applicable diocesan requirements.
• Maintain accurate and orderly sacramental documentation, including filing, data entry, record retrieval, and updates as authorized.
• Assist in scheduling infant and child baptisms by coordinating with families and appropriate parish staff, communicating scheduling information, and helping maintain accurate calendars and records.
• Prepare, organize, and track baptism paperwork, forms, and supporting documentation to help ensure required information is received and processed in a timely manner.
• Communicate with families regarding administrative requirements, deadlines, and next steps, referring pastoral or sacramental questions to the appropriate clergy or staff member.
• Protect the confidentiality and integrity of sacramental records and personal information, ensuring that access, handling, and release of records follow established parish and diocesan procedures.

Teamwork, Communication, and Mission

• Work collaboratively with the Operations Coordinator and Operations and Pastoral Teams to support the needs and activities of the parish.
• Demonstrate initiative, flexibility, and a willingness to learn new responsibilities, accept constructive feedback, and improve work processes.
• Exercise sound judgment and discretion when handling confidential, sensitive, or internal organizational information.
• Support and uphold the philosophy of Catholic ministry and the mission of St. Mary’s Catholic Center through professional conduct and personal example.
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church and participating in appropriate religious ceremonies, training sessions, and reflection activities.
• Perform other duties as assigned in support of the Operations Coordinator, Operations and Pastoral Teams, and the overall mission of St. Mary’s Catholic Center.

QUALIFICATIONS

The successful candidate will demonstrate the following qualities and abilities:

• Bilingual proficiency in English and Spanish, including the ability to communicate effectively in both languages verbally and in writing.
• A welcoming, service-oriented disposition and a professional, approachable manner.
• Strong organizational, time-management, multitasking, and prioritization skills.
• Excellent written and verbal communication skills, with the ability to interact courteously and effectively with students, parishioners, families, visitors, clergy, and staff.
• Strong attention to detail and the ability to maintain accurate records and complete administrative tasks reliably.
• Sound judgment, personal integrity, discretion, and the ability to safeguard confidential and sensitive information.
• Dependability, initiative, accountability, and the ability to work independently while collaborating effectively with a team.
• Flexibility and patience in responding to frequent interruptions and changing operational priorities.
• A willingness to learn, retain instructions, accept constructive feedback, and follow established procedures.
• The ability to support the mission of St. Mary’s Catholic Center and its role as a Catholic institution.

EDUCATION AND EXPERIENCE

Education

• High school diploma or equivalent required. Associate or Bachelor's degree preferred.

Experience and Technical Skills

• Experience in reception, customer service, office administration, or recordkeeping is preferred.
• Proficiency with Microsoft Word, Excel, as well as Google Docs and Google Sheets, is preferred.
• Strong computer skills and the ability to learn parish databases, scheduling systems, and recordkeeping procedures.
• Experience handling confidential records, maintaining databases, or coordinating schedules is beneficial but not required.

LICENSES/CERTIFICATIONS

• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the period of employment.

JOB CONDITIONS AND PHYSICAL DEMANDS

The parish is an at-will employer. Work is performed in a church and office setting with daily and weekly deadlines. This part-time position requires professionalism, discretion, flexibility, and the ability to adapt to changing operational needs.

• Schedule and availability: The employee must reliably fulfill assigned part-time work hours and maintain reasonable flexibility for occasional schedule adjustments or operational needs as arranged with the supervisor. The Operations Assistant will need to be available to work on Saturday and Sunday. The Operations Assistant position on a part-time position requiring 20-30 hours per week.
• Bilingual service: The employee is expected to use English and Spanish as appropriate to assist visitors, communicate with families, answer inquiries, and support administrative coordination.
• Communication and accountability: The employee is expected to respond to work-related communications within a reasonable timeframe, follow through on commitments, and promptly communicate absences, delays, scheduling conflicts, or other circumstances affecting responsibilities.
• Confidentiality and recordkeeping: The employee must handle sacramental records, family information, and internal parish documents with appropriate care, discretion, and adherence to established policies.
• Service-oriented environment: The employee should expect frequent interruptions and shifting priorities while balancing reception responsibilities with administrative assignments.
• Physical demands: Duties may require standing, walking, talking, reaching, sitting, and performing repetitive motions of the hands and wrists.
• Professional conduct: The employee must adhere to established dress codes, workplace policies, and conduct standards.
• Ministerial responsibility: All employees of the parish are engaged in ministry and are closely connected to the Pastor in the exercise of his ministry and obligations to the Church.
• All employees of the Parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church
• The Parish is an at-will employer
• Will be required to adhere to established dress codes and conduct standards
• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of St. Mary's Catholic Center in both your professional and personal life
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church
• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed
• The Operations Coordinator will evaluate the Operations Assistant in writing at least annually.

COMPENSATION

• Hourly wage dependent on qualifications
• The Operations Assistant is a part-time position not eligible for medical benefits