Description

FLSA Status: Full-Time, Non-Exempt

Reports To: Director for Events and Liturgies

Summary: The Event Coordinator is responsible for assisting the Director of the Office for Events and Liturgies in planning, marketing, and coordinating events and major initiatives that the Department for Pastoral Ministries carries out including conferences, retreats, liturgies, trainings, workshops, and other events as determined by the Department Head for Pastoral Ministries. The coordinator plans for events and liturgies to meet the stated vision and goals that have been outlined. The role requires event planning including logistics, implementation, and coordination of tasks and resources (people and financial) while meeting multiple deadlines. The role requires familiarity with liturgical planning, including components of the liturgy, rubrics, and norms. This position assists in marketing events through print and digital promotions, email campaigns, and event registration platforms, working in close coordination with all members of the department. Regular reporting through the development of the event is required of the coordinator. The coordinator is responsible for following the guidelines for vision and content from the Pastoral Secretariats and the Director.

Requirements

Position Responsibilities:

• Coordinate assigned Liturgies, Trainings, Events and/or Gatherings including event planning, registration facilitation, implementation, and marketing.
• Organize event administration necessary for the related event/initiative.
• Promote events and collaborate with others to ensure outreach and participation to the appropriate groups.
• Manages an accountability plan for each event/initiative that includes methods for regular reporting needed for key decisions.
• Ensures that the Pastoral Vision and Values are featured prominently in conferences, retreats, liturgies, trainings, workshops and other events.
• Gathers insight from historical information on each project using the guidance of the Pastoral Secretariats and the Director to achieve the vision.
• Proposes ideas and creatively develops the event or liturgy plan by conducting research, site visits and building effective teams.
• Recruits and coordinates the cross-functional team comprised of volunteers, clergy, religious and laity.
• Prepares liturgical logistics, liturgical planning forms, and/or worship aids to support Archdiocesan liturgical team. 
• Creates and develops detailed event proposals through strategic meetings with department directors that includes the vision for the event, timeline, targeted participants, recommendations for speakers and groups to include, available resources (including budget and cross-functional team recommendations), brief event history, opportunities for growth, and other applicable planning components. 
• Develops marketing campaigns from design concept through production, print, and distribution process while being consistent with Pastoral Ministries branding.
• Maintains, updates, and secures constituent contact information across multiple databases.
• Meets with event coordinators, directors, and other key stakeholders to assess marketing needs and works in partnership with the Department for Communications as needed.
• Prepares monthly Percentage of Completion report for assigned activities and creates relevant closing event debriefs that include a participant and team evaluation with insight from Archbishop.
• Develops quarterly reviews including expected outcomes for participants, a proposed budget based on each assigned activity and proposed scope of changes for the next year.
• Work to support the Parish Life Team to ensure a high level of parish support. 
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to constituent names and information, services rendered to constituents, donors names and gifts, internal and external investigations or results of any investigations, and financial information. 
• Adherence to the Code of Conduct as it refers to faith and morality is mandatory. 
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization. 
• Performs other duties as assigned. The Archbishop, Moderator of the Curia, Department Head and/or Directors have the discretion to shift priorities and resources as needed to align with Archdiocesan priorities and goals.

Minimum Qualifications: 

Education:

• Bachelor’s degree in Business Administration, Marketing, Pastoral Ministry, Theology / Religious Studies, Hospitality or business-related field.

Experience:

• Minimum of two (2) to three (3) years' experience in event planning, including event logistics, and project management. 
• Diocesan Pastoral Center or parish experience is preferred.

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance
• Bilingual English/Spanish is preferred

Minimum Knowledge and Skills: 

• Must be a Roman Catholic in good standing with familiarity of the faith;
• Working knowledge of Microsoft office suite; including Excel and Publisher;
• Working knowledge of Adobe Photoshop, Illustrator, and/or InDesign or willingness to learn;
• Experience building online applications, including form building and registration portals;
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment while meeting deadlines;
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.;
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form;
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have strong written and verbal skills;
• Must demonstrate strong critical thinking and problem-solving skills.