Director of Operations - #261826

Description: Job Summary:

As a key advisor to the Pastor on all business-related aspects of St. Joseph Catholic Church and School, the Director of Operations is responsible for the full range of business administrative functions and for the effective and efficient administrative management of the parish and its associated ministries, including financial operations, facilities, human resources, and oversight of the parish early learning center. These functions must be performed in such a manner as to enable the Pastor to concentrate on the spiritual needs of the parish. This leadership is guided by the necessary approvals from the Pastor in conjunction with the Diocesan accounting and internal control procedures and the Parish Finance Council. Working closely with the Pastor, the Director of Operations ensures that all activities support the mission of the Catholic Church and comply with Diocesan policies and civil regulations.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish of St. Joseph Catholic Church (SJCC), which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Positions employed at St. Joseph Catholic Church help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

Essential Job Duties

As an integral part of ministry for the Church is carried out in this position, the Director of Operations will:

• Support and uphold the philosophy of Catholic ministry and the mission of St. Joseph Catholic Church in both their professional and personal life
• Act as a witness to Gospel values by modeling teachings of the Catholic Church
• Continuously grow in their ministry by participating in religious ceremonies, training sessions, and reflection activities as directed
  
  

Business Administration

• Provide leadership and supervision for St. Joseph Catholic Church and parish Early Learning Center staff in general and specifically oversee the operations team which includes administrative staff, accounting, and parish Early Learning Center
• Support and work in collaboration with the directors of faith formation, liturgy, music, and facilities as well as the Head of School for St. Joseph Catholic School
• Participate in regular leadership team and staff meetings
• Manage the proper implementation of Diocesan policies in collaboration with the Pastor
• Oversee the management of all Church programs including Ministry Platform, Vanco, We Share, Ministry Scheduler Pro, ProCare, Tuition Express, Mass Intentions Online, and all other applicable platforms
• Place orders as needed for office or ministries
• Serve as the parish office liaison for ministry leaders
• Coordinate all details related to the Ministry Leaders Summit(s)
• Review, edit, and manage all Church, parish Early Learning Center, governmental, and Diocesan contracts and licenses
• Oversee development of the parish website, Facebook page, weekly Church bulletin, and content in Flock Notes in conjunction with the Communications Coordinator
• Write grants for the ELC and parish as necessary
• Manage the facilitation of the collection of Sunday offertory funds and the work of the money counting teams
• Direct the management of the parish office
• Manage and ensure maintenance of the Parish census and related databases
• Proactively oversee the management of the technology needs of the parish, as well as serve as liaison with the Diocesan IT department
• Serve as a key member of the parish leadership team, supporting the Pastor in implementing the parish mission and vision
• Assist with parish communication, fundraising, and stewardship efforts
• Other duties as assigned
  
  

Human Resource Management

• Supervise and support parish and Early Learning Center administrative staff, including recruiting, hiring, onboarding, training, performance evaluations, and HR compliance
• Maintain personnel records and ensure that all staff are up-to-date with required training and clearances; oversee updates as needed
• Coordinate benefit administration and liaise with the Diocese regarding HR policies
• Ensure EIM compliance for employees
• Manage the Paylocity HRIS system for data integrity in recruiting, hiring, onboarding, HR management, payroll, performance, and benefit processes
• Manage the onboarding process of all new employees ensuring they have the technology and security protocols and provide the necessary tools for their success
• Manage record keeping of paid time off/sick time for parish employees
• Evaluate parish office and accounting staff as well as the parish Early Learning Center Director through annual performance reviews, coaching, and mentoring
• Maintain, evaluate, and update employee handbook on an annual basis
• Attend appropriate Diocesan meetings as a representative of the parish
  
  

Financial Oversight

• Manage all financial aspects of the parish, including budgeting, reporting, payroll, accounts payable/receivable, and stewardship
• Prepare monthly and annual financial reports for the Pastor, department leads, and Finance Council in conjunction with the CFO
• Control the petty cash for the office
• Serve as a second signer on ministry accounts, as requested by the ministry leader
• Coordinate all reporting and communication needed for Finance Council meetings including but not limited to meeting reminders, pre-meeting with the Finance Council Chair to review financials and build the agenda, arrange for lunch, and take and distribute meeting minutes
• Ensure compliance with Diocesan financial policies, audits, and procedures
• Ensure Diocesan reports are submitted in a timely manner
• Oversee parish and Early Learning Center bookkeeping, working with finance experts as necessary
• Work closely with the parish festival committee to ensure compliance with diocesan expectations regarding finances, insurance, and volunteer management, as well as support the administrative components of the festival operations
  
  

Facilities Management

• Oversee operations of all parish and Early Learning Center buildings and grounds
• Foster and maintain effective relationships with the preferred vendors for Church and Early Learning Center business
• Ensure the implementation of parish security program and coordinate security measures to ensure the safety of staff, parishioners, Early Learning Center students/staff, and visitors
• Coordinate use of facilities, including scheduling and rental agreements for parish spaces
• Manage vendor contracts and relationships related to parish business
• Coordinate the acquisition of any required local permits/insurance for special events
• Serve as parish liaison to local government agencies
• Oversee the staff that ensures facilities are scheduled properly and set ups are completed
• Ensure that facilities are always prepared for events and special liturgies and that common areas are cleaned and represent the parish well
  
  

Parish Early Learning Center Oversight

• Provide administrative supervision and strategic direction to the Director of the parish Early Learning Center
• Ensure that the Early Learning Center operates within regulatory and licensing guidelines and upholds Catholic values
• Collaborate with the Early Learning Center Director on budgeting, billing, staffing, marketing, staff development, and staff/parent communication
• Monitor enrollment and help ensure financial sustainability
• Monitor budget, approve all expenditures, and set tuition for the Early Learning Center
• Work with the parish bookkeeper to ensure accurate and timely billing of tuition and fees
• Approve all coverage of the parish Early Learning Center events in the parish bulletin and FlockNote
• Manage the parish Early Learning Center website
• Oversee parish Early Learning Center Director’s evaluation of staff through annual performance reviews, coaching, and mentoring; assist in counseling or difficult conversations as needed
• Oversee the management of ProCare and Tuition Express for the parish Early Learning Center
  
  

Knowledge, Skills, And Abilities

• Experience with scheduling and ordering/managing supply inventory
• Excellent communication skills
• Ability to provide leadership, manage, motivate, and evaluate team members within a collaborative work environment
• Flexibility and agility in managing a diverse set of responsibilities and priorities
• Strong project management, problem-solving, and time management skills
• Ability to work flexible shifts: days, weekends, and/or nights
• Proficiency with technology and able to independently learn and work with new software, systems, and tools; experience with Microsoft Office and Google Suite
• Work ethic and outlook that are compatible with the mission and values of the parish
• Knowledge of fundamentals of financial management and accounting practices with ability to perform variance analysis of income statements and balance sheets
• Enthusiasm, drive, and ability to work effectively in a team and independently
• Highly ethical and ability to maintain confidential information
• Understanding of the teachings and practices of the Catholic Church
  
  

Minimum Qualifications

Education and Trainings:

• Bachelor's degree in business management and/or administration (or equivalent); a bachelor's degree may be substituted with ten years of relevant experience.
• Knowledge of QuickBooks, Office Suite, Excel, database management systems, fundraising software, and websites
  
  

Experience

• Minimum of seven years of experience in operations and/or business administration
• Proven experience in managing finances, human resources, day care, and facilities
• Strong leadership, communication, organizational, and problem-solving skills
• Ability to manage confidential information with discretion and integrity
  
  

Language

• English (proficiency in conversing, reading, and writing required)
• Spanish (proficiency in conversing, reading, and writing preferred but not required)
  
  

Catholic Requirement

• Practicing Catholic in good standing with a commitment to the teachings and mission of the Catholic Church
  
  

Licenses/Certifications

• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period
• Valid Texas driver’s license
  
  

Working Conditions

• Full-time, exempt position with some evening or weekend availability required for parish events and meetings
• All employees of St. Joseph Catholic Church are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the Church
• St. Joseph Catholic Church is an at-will employer, which means employment may be terminated by the employee or employer with or without notice at any time
• All buildings and vehicles owned by the Parish are tobacco free
• Working in a fast-paced environment with priorities and plans that may change rapidly
• Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations
• Will be required to adhere to established codes and conduct standards, including but not limited to EIM standards of conduct in the workplace and outside of the workplace
• May be required to use personal vehicles to drive to other parishes or other off-site locations
• Traveling within and outside the parish to meetings and other events may be required, and travel may require overnight lodging
• Will be required to conform personal and professional activities to be consistent with and supportive of the mission, purpose, and moral teachings of the Roman Catholic Church
• Will be required to adhere to established dress codes and conduct standards
  
  

Employee Certification

By my signature below, I verify that a copy of this document has been provided to me, and I have had an opportunity to review it and discuss its contents. I understand this document does not create or imply any employment contract or agreement and is meant only to be a guide to me in my regular duties. I understand that tasks or assignments may be added or removed from the job description by my supervisor at any time, without notice.