Institute of Spiritual Direction Administrator

Job Summary: 

The Institute for Spiritual Direction (ISD) Administrator provides administrative and program coordination support to the Cedarbrake Director and the Institute for Spiritual Direction team. The position coordinates communications, participant applications and scheduling, class preparation, facilities, meals, materials, payments, and other logistical needs associated with the ISD formation program.

The Administrator works closely with the Cedarbrake Director, ISD team members, prospective and current participants, and Cedarbrake staff to help ensure that scheduled classes and formation weekends are organized, welcoming, and effectively supported. The position requires regular availability for scheduled ISD weekends and planning meetings.

Ministerial Character

The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him.  In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community.  In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people).  He shares with them the apostolic mission and entrusts various responsibilities to them.  

Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description.  Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.  

Essential Job Duties:

• 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 the Diocese of Austin 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.

• Coordinate with the Cedarbrake Director and ISD team regarding program schedules, formation weekends, meetings, participant needs, and program logistics.

• Maintain the schedule for ISD sessions and coordinate facility and chapel needs with Cedarbrake staff and other groups using the retreat center. 

• Assist with promotion of upcoming ISD cohorts, including program information, website content, email communications, advertisements, and other outreach as directed. 

• Respond professionally to inquiries from prospective participants and provide applications, program information, and appropriate follow-up. 

• Coordinate interview schedules between applicants and members of the ISD team and communicate available interview times to candidates. 

• Communicate admission and program information to participants as directed by the Cedarbrake Director or ISD team. 

• Maintain appropriate discretion and confidentiality when communicating with applicants and participants. 

• Prepare classrooms, meeting areas, materials, handouts, and other resources needed for each ISD session. 

• Coordinate meals and catering for scheduled sessions and team meetings. 

• Coordinate meeting space for small groups, triads, staff meetings, and other program activities. 

• Track participant payments and communicate with participants regarding outstanding or scheduled payments as appropriate. 

• Attend ISD planning meetings and maintain effective communication with the Cedarbrake Director, ISD team, participants, and Cedarbrake staff. 

• Provide onsite administrative and hospitality support during scheduled ISD weekends, including assisting with unexpected logistical, facility, copying, or participant needs. 

• Perform other duties as assigned. 

Knowledge, Skills and Abilities:

• Knowledge of the structure and basic teachings of the Roman Catholic Church.

• Strong verbal and written communication skills, including the ability to communicate professionally by telephone, email, and in person with applicants, participants, staff, and members of the ISD team. 

• Strong interpersonal skills and the ability to communicate privately and appropriately with individuals regarding applications, attendance, assignments, payments, or other program-related matters. 

• Strong organizational and administrative skills with the ability to coordinate schedules, facilities, meals, materials, meetings, and program activities. 

• Ability to manage multiple assignments, establish priorities, follow through on details, and meet deadlines. 

• Ability to work independently while also collaborating effectively with the Cedarbrake Director and ISD team. 

• Ability to demonstrate hospitality and provide professional service to program participants and visitors. 

• Ability to exercise discretion and maintain confidentiality. 

• Proficiency with Microsoft Office applications, Microsoft Teams, email, web browsers, databases or registration systems, and standard office equipment. 

• Ability to accurately maintain records, participant information, schedules, and payment information. 

• Ability to adapt to changing needs and resolve routine logistical issues during scheduled classes and formation weekends. 

Minimum Qualifications:

Education and Trainings:

• Bachelor’s degree from an accredited American university or equivalent in a foreign country.

Experience:

• Two years of administrative support, program coordination, office administration, hospitality, customer service, event coordination, or comparable experience preferred. 

• Experience coordinating schedules, communicating with participants or customers, maintaining records, and supporting meetings, classes, programs, retreats, or events preferred. 

• Experience working in a Catholic parish, ministry, retreat center, educational, or formation environment is preferred. 

Language Requirement:

• English (proficient in conversing, reading, and writing).

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas driver’s license.

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

Working Conditions:

• All employees of the Diocese of Austin are engaged in ministry and closely tied to the Bishop in the exercise of his ministry and obligations to the church. 

• The Diocese of Austin is an at-will employer.

• All buildings and vehicles owned by the Diocese of Austin are tobacco-free.

• Working in a fast-paced environment with priorities and plans that may change rapidly.

• Working on weekends, evenings and some holidays may be required.

• Will be exposed to religious ceremonies, conduct, and speech including Catholic Christian prayer and liturgical celebrations. 

• Will be required to adhere to established dress codes, and conduct standards.

• May be required to use personal or diocesan vehicles to drive to parishes or other off-site locations.

• Traveling within and outside the diocese to meetings and other events may be required, and travel may include overnight lodging.