Director of Administration & Operations

Description

Employment Type: Full-time (40 hours per week)

FLSA Status: Exempt (salary)

Work Hours:  As determined by the Pastor; includes evenings, weekends, and on-call responsibilities as required by parish operations.

Reports to: Pastor

*Full-time Benefits may include: Paid Holidays/Holy Days, 403b Retirement, Accrued Time Off, 401 (a) Pension Plan, Medical, Dental, Vision, Life, Employee Assistance Program, Short-term/Long-term Disability. *Benefits may vary based on employment status and location. 

POSITION SUMMARY:  The Director of Administration & Operations serves as the senior administrative leader responsible for the overall coordination, management, and execution of parish operations, personnel supervision, and campus functionality.
Under the guidance of the Pastor, this position ensures the effective and efficient operation of:

• Parish offices and administrative systems 
• Personnel supervision and workplace management 
• Facilities, maintenance, and campus operations 
• Scheduling, logistics, and parish-wide coordination 
• Operational systems, communications, and technology 

The Director acts as a key advisor to the Pastor in all administrative and operational matters and ensures that the parish’s human, physical, and organizational resources are managed in a manner consistent with the mission of the Church and Archdiocesan policies.
This role operates in close collaboration with the Director of Finance & Parish Stewardship, particularly in areas involving Human Resources processing, financial coordination, and compliance. 

CORE AREAS OF RESPONSIBILITY

I.  PARISH ADMINISTRATIVE LEADERSHIP

• Direct and oversee all day-to-day administrative operations of the parish 
• Ensure smooth and efficient functioning of the parish office and support services 
• Establish and maintain administrative systems, workflows, and procedures 
• Advise the Pastor on administrative, operational, and personnel matters 
• Assist the Pastor in implementing parish goals, initiatives, and strategic planning 
• Facilitate coordination among parish departments to ensure unity of operations 

II. HUMAN RESOURCES & PERSONNEL MANAGEMENT

• Provide day-to-day supervision of parish personnel, including monitoring attendance, punctuality, work performance, and adherence to parish policies 
• Address routine employee matters including scheduling issues, absences, workplace concerns, and general staff accountability 
• Assist in employee relations matters, including coaching, corrective action, and performance improvement, in collaboration with the Pastor and Archdiocesan Human Resources 
• Participate in employee evaluations and performance management processes 
• Support conflict resolution and foster a healthy, professional work environment 
• Coordinate with the Director of Finance & Parish Stewardship on all formal Human Resources processes, including: 
  • Hiring and onboarding 
  • Employee status changes 
  • Compensation and payroll coordination 
  • Benefits administration 
  • Employee separations and offboarding 
• Ensure all personnel actions are properly communicated, documented, and processed in accordance with Archdiocesan policies and employment law 
• Promote and ensure compliance with Safe Environment requirements and staff training 

The Director of Administration & Operations is responsible for daily personnel supervision and workplace management, while the Director of Finance & Parish Stewardship is responsible for formal Human Resources administration, payroll, benefits coordination, and employment documentation.  All employment-related decisions are made:

• In consultation with the Pastor 
• In coordination with Archdiocesan Human Resources 
• In compliance with applicable law and policy 

III. FACILITIES & CAMPUS OPERATIONS

• Oversee all parish facilities and campus operations in collaboration with the Plant Manager 
• Ensure proper maintenance, cleanliness, safety, and readiness of all buildings and grounds 
• Establish and monitor preventative maintenance programs 
• Coordinate major repairs, construction, and capital improvement projects 
• Solicit bids, review contracts, and coordinate vendor relationships 
• Ensure compliance with safety regulations and emergency preparedness protocols 
• Oversee security procedures and risk mitigation for parish property and personnel 

IV. PARISH OFFICE MANAGEMENT

• Supervise and coordinate all front office operations 
• Ensure effective communication systems (phones, email, records, scheduling) 
• Maintain parish records systems including: 
  • Parishioner database 
  • Sacramental records (in coordination with appropriate staff) 
• Oversee reception, visitor services, and parish communications flow 
• Ensure office coverage during all operational hours 

V. SCHEDULING & FACILITY USE

• Oversee parish master calendar and facility scheduling 
• Coordinate use of parish facilities by ministries, organizations, and external groups 
• Ensure proper scheduling of: 
  • Liturgical events (in coordination with pastoral staff) 
  • Weddings, funerals, and parish events 
• Maintain facility access controls (keys, security systems) 

VI. PURCHASING, CONTRACTS & VENDOR MANAGEMENT

• Oversee purchasing of parish supplies, equipment, and materials 
• Maintain inventory systems for office and operational needs 
• Review purchase requests within delegated authority 
• Coordinate vendor relationships and service contracts 
• Assist in reviewing and evaluating contracts prior to execution 

VII. RISK MANAGEMENT, COMPLIANCE & SAFETY

• Coordinate parish insurance matters (property, liability, workers compensation) 
• Ensure compliance with Archdiocesan policies and civil regulations 
• Establish and maintain emergency procedures for parish staff and campus 
• Monitor risk  exposure related to facilities, personnel, and operations 
• Ensure implementation of safety protocols and incident reporting procedures 

VIII. COMMUNICATION, TECHNOLOGY & SYSTEMS

• Facilitate communication across all parish departments 
• Oversee administrative communication systems and processes 
• Assist in oversight and coordination of parish technology systems, including: 
  • Office systems and databases 
  • Communication platforms 
  • Operational software 
• Ensure systems are functioning effectively and securely 

IX. STAFF COORDINATION & ORGANIZATIONAL MANAGEMENT

• Conduct and coordinate regular staff meetings 
• Promote accountability for departmental goals and responsibilities 
• Foster collaboration and unity among parish staff 
• Support leadership development and staff training initiatives 

X. SUPPORT TO CLERGY & PARISH LEADERSHIP

• Ensure administrative support systems are in place for clergy 
• Supervise staff assisting clergy (appointments, communications, logistics) 
• Assist in coordinating parish-wide initiatives led by clergy 
• Serve as administrative liaison to: 
  • Parish Council 
  • Finance Council (as needed) 
  • Parish ministries and organizations 

XI. STRATEGIC & OPERATIONAL SUPPORT

• Assist the Pastor in implementing parish restructuring and growth initiatives 
• Identify areas for operational improvement, efficiency, and cost savings 
• Support long-term planning for parish sustainability 
• Assist in development of policies, procedures, and organizational systems 

XII. OTHER DUTIES

• Attend parish leadership and Archdiocesan administrative meetings as required 
• Represent parish in administrative matters when delegated by the Pastor 
• Perform other duties as assigned 
• This is a supervisory position

Requirements

 REQUIRED QUALIFICATIONS

• Bachelor’s degree in Business Administration, Management, or related field (or equivalent experience) 
• Minimum 5+ years of leadership experience in administration, operations, or management 
• Strong knowledge of organizational management and personnel systems 
• Demonstrated supervisory experience 
• Ability to manage complex operations and multiple priorities 

LICENSE AND CREDENTIALS

• Reliable transportation
• Valid driver license
• Valid vehicle insurance
• Must pass archdiocesan Safe Environment Requirements and background screening
• Must pass Texas DPS Fingerprint-based Applicant Clearinghouse screening

PREFERRED QUALIFICATIONS

• Experience in parish or nonprofit administration 
• Familiarity with Archdiocesan structures and policies 
• Bilingual (English/Spanish) 
• Experience with facilities and operations management 

KEY COMPETENCIES

• Leadership and organizational management 
• Strong interpersonal and communication skills 
• Discretion and confidentiality 
• Problem-solving and decision-making 
• Ability to manage personnel with clarity and charity 
• Strategic thinking and operational execution 

WORKING CONDITIONS

• Requires flexible schedule including evenings and weekends 
• Requires responsiveness to urgent operational issues 
• Requires coordination across multiple departments and facilities 

PHYSICAL DEMANDS 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear and occasionally required to climb stairs; balance; stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities usually required by this job include close, distance, color and peripheral vision, depth perception and ability to adjust focus. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is not exposed to weather conditions.

WORK ENVIRONMENT

Requires some variable hours and on call response after regular business hours to meet the needs of the parish. Requires some weekend, holiday and evening work for events or the ability to arrange coverage. These times include but are not limited to Christmas season, Holy Week/Easter, fundraisers, after mass functions, etc. Local travel for business purposes and occasional overnight travel for parish training, etc. may also be required.

This is not necessarily an exhaustive list of all responsibilities, skills, duties, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.