What are the responsibilities and job description for the Administrative Assistant, Liturgy & Sisters Services position at Sisters of St Francis?
Administrative Assistant, Liturgy & Sister Services
Department: Pastoral Care
Reports To: Director of Pastoral Care
Status: Full-Time, Non-Exempt
Revision Date: June 2026
Our Mission and Values
We are a community committed to welcoming all with kindness, fostering a peaceful environment, offering respectful service, and caring for the Earth.
Position Summary
The Liturgy / Sister Services Assistant is responsible for assisting with coordinating and organizing liturgical, pastoral care, and sister support services for Mount Saint Francis Center.
This position provides clerical, communication, and administrative support through scheduling, preparing and distributing materials, maintaining records, and coordinating recurring ministry activities. The position works collaboratively with the Director of Pastoral Care, House Coordinator, and Liturgists, within established procedures, to support the spiritual and communal life of the Center.
Key Responsibilities
1. Liturgy and Worship Support
- Assists in planning and coordinating liturgies and prayer services that reflect the mission, charism, and values of the Sisters of St. Francis.
- Maintains volunteer lists for liturgical and musical ministries.
- Responsible for typing and distributing all programs related to liturgy and prayer services.
- Prepares weekly and quarterly schedules for liturgical and musical ministers, including scheduling, confirming, and posting assignments as needed.
- Maintains subscriptions for the liturgy department, including related records as appropriate.
- Coordinates the ordering of materials and supplies for liturgy.
- Oversee the ongoing maintenance and coordination of organ, piano, and sound system servicing.
2. House Coordinator Support
- Support Advent and Lent booklet preparation, including typing, posting, tallying, and ordering.
- Prepare labels and assist with production of Congregational and Sisters’ Christmas correspondence.
- Support the distribution of Sister Companion information and other assigned pastoral communications.
- Distribute materials and postings to neighborhoods, bulletin boards, and in-house communication channels.
3. Seasonal and Administrative Support
- Coordinate Volunteer Services sign-up and posting activities annually.
- Provide general secretarial assistance, including mailing, copying, collating, and locating information as needed.
- Maintain organized electronic and physical files and materials related to assigned responsibilities.
- Support continuity of recurring ministry processes and seasonal activities.
- Provide recordkeeping for stipends and work closely with the Finance Office regarding related requests.
- Fulfills other related responsibilities as requested.
Decision-Making Authority
Limited. Employee uses discretion and applies policies and procedures prescribed by supervisor and refers unusual situations to the Director of Pastoral Care.
Working Relationships
High level of interpersonal skills required. Must communicate and work effectively in a team environment. Works closely with sister support, volunteers, liturgical ministers, and the pastoral care team.
Qualifications
Education:
Education: 1–2 years of college education preferred.
Education: 1–2 years of college education preferred.
Experience:
Three to four years of successful work experience. Interpersonal, organizational, clerical, and computer skills necessary. Good writing and composition ability are needed.
Skills & Competencies:
- Advanced proficiency in Microsoft Word, including formatting, templates, mail merge, tables, and document preparation.
- Ability to prepare professional worship aids, booklets, schedules, correspondence, and other ministry materials with a high degree of accuracy and attention to detail.
- Proficiency in Microsoft Excel and other productivity software.
- Strong written communication, grammar, and proofreading skills.
- Strong organizational skills and attention to detail.
- Ability to manage multiple responsibilities, recurring deadlines, and seasonal projects.
- Ability to prioritize work independently and maintain organized electronic and paper files.
- Ability to communicate respectfully and effectively with Sisters, residents, volunteers, visitors, and staff.
- Ability to maintain confidentiality.
- Flexibility and adaptability in responding to changing ministry needs.
Physical and Working Conditions
Intermittent sitting, standing, walking, and regular computer use with sustained attention to detail.
Visual attention: Heavy. Constant use of a computer and productivity software requires close visual attention and accuracy.
Values and Expectations
- Exhibits caring, cheerful behavior and effective interpersonal relationships
- Cooperates and helps others
- Maintains a positive attitude toward organizational and departmental goals and policies
- Contributes to and participates in the common mission and goals of the Center
Supports the mission and values of the Sisters of St. Francis
Monday-Friday, onsite