Program & Office Operations Coordinator

Company Description

The Institute for Priestly Formation is deeply rooted in the Catholic tradition. In collaboration with Catholic seminaries and dioceses, we form seminarians, priests, and bishops in holiness and accompany them in their ongoing spiritual growth, so they can more effectively lead others to Christ. We view our daily work as a vital contribution to the Church’s ministry. 

Role Description

The Program & Office Operations Coordinator assists with the day-to-day coordination of our programs and administration of our office. This role helps to ensure that programs run smoothly, and the office operations are organized and efficient. The person in this role will report to our Director of Programs. There will be opportunities for growth and increased responsibility over time. This is a full-time, on-site, benefits-eligible role based in Omaha, Nebraska.

Essential Responsibilities

Program Operations & Logistics

• Create program registration forms, track enrollment, attendance, and participation
• Prepare and distribute program specific, informational communications (e.g., schedules, logistical instructions, reminders)
• Maintain confidentiality when handling participant and staff information
• Coordinate logistics for programs, retreats, seminars, and other program-related events
• Coordinate the marketing of programs by creating brochures, conducting email campaigns, and utilizing social media
• Support scheduling of program sessions, meetings, and events
• Assist the Director of Programs with the development of new program materials as requested
• Coordinate program volunteers as needed
• Prepare program packets, materials, rosters, and logistical documents
• Procure supplies required for program delivery as requested by the Director of Programs
• Provide onsite program support during program delivery as needed
• Edit, produce, and make available video and/or audio recordings of program content to be made available to participants
• Assist with logistical support for program participants and staff
• Assist with on‑site program setup at the beginning of programs and takedown at the conclusion of programs as requested
• Work with accounting to support invoicing of program participants and reimbursement of approved staff expenses
• Assist with tracking required documentation related to invoicing and reimbursements, ensuring timely processing

Office and Administrative Operations

• Prepare internal reports, calendars, and planning documents as requested
• Support special projects related to programs, facilities, or office operations
• Assist with updates to program information on the IPF website as requested
• Provide general support in service of IPF’s programs, fundraising, and other aspects of its mission
• Provide backup assistance with donor acknowledgement and gift records when required
• Maintain an organized and clearly labeled program photo archive
• Serve as the primary point of contact for answering the phone and greeting visitors
• Welcome visitors into the building and notify staff of arrivals
• Retrieve, open, and process incoming mail on a regular basis
• Order and maintain office supplies, monitoring inventory levels and reordering supplies proactively
• Coordinate the ordering and replenishment of liturgical supplies for the chapel (e.g., candles, altar linens, hosts, wine)
• Coordinate and assist with appropriate care and laundering of altar linens and vestments
• Support a variety of organizational functions in our small office environment, including assisting across programs, administrative operations, events, fundraising, and other mission-related activities as needed

Qualifications

• Previous experience working within a Catholic mission-driven or faith-based nonprofit organization and a commitment to the mission and teachings of the Catholic Church are strongly preferred.
• Proficiency with Microsoft Office 365 is required
• Bachelor’s degree in Business Administration, Nonprofit Management, or a related field of study is preferred
• Will consider relevant experience in lieu of a degree