Formation Administrative Assistant /Event Coordinator

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

General Position Summary: Responsible for data entry of all parish formation information and coordinates, supports and oversees the administrative responsibilities for the Formation Department. Coordinate Infant Baptism preparation and sacrament scheduling. Support parish by acting as point of contact for the Sunday Information Kiosk and parish event coordination.

Principal Accountabilities:

General Administration

• Maintain clear and consistent communication with the Director of Faith Formation to support ministry needs and ensure alignment with program goals.

• Works independently and within teams on special nonrecurring and ongoing projects as assigned.
• Maintains a high level of attention to detail in the completion of administrative processes and procedures.
• Proofreads and edits drafts of departmental products for spelling, grammar, accuracy, and conformity to prevailing guidance. Responsible for accuracy, clarity and translation (as applicable) of final copy.
• Maintains an accurate and current database of standard templates, forms, and files. Creates new products when requested, regularly audits existing products (quarterly), and archives obsolete products or old versions of products (after an update).
• Assists with the preparation of calendar for department programs.
• Arranges for any required interviews and meetings for the Director of Faith Formation.
• Coordinate all aspects of Infant Baptism preparation classes, including scheduling sessions, preparing materials, setting up meeting spaces, and ensuring rooms are returned to proper order afterward.
• Provide ongoing support to facilitators and ministry personnel by organizing logistics, preparing resources, and arranging meetings as needed.
• Maintain accurate and up‑to‑date parish sacrament records for baptisms, first communions, confirmations, and OCIA. Produce replacement sacrament records as requested.
• Assist parishioners and staff by providing information, completing required forms, and preparing sacramental certificates.
• Support Formation staff by collecting and tracking sacramental documentation, maintaining communication with individuals pursuing sacraments, and following up with those who have paused their formation journey.
• Establish, organize, and maintain both electronic and hard‑copy filing systems; retrieve information as needed and ensure proper long‑term record management.
• Maintain and oversee Formation Department archives.
• Scan and digitally file all hard‑copy records to support accurate recordkeeping and departmental efficiency.

Sacramental Records

• Maintain the parish sacrament records for baptisms, first communions, confirmations, and OCIA.
• Assist parishioners and staff by providing information, completing required forms, and generating certificates.
• Support Formation staff by gathering sacramental information; maintaining communication and relationships with individuals pursuing sacraments or formation; following up with those who have paused their formation journey; and tracking outstanding and received documentation or requirements.
• Establish, organize, maintain, and update filing systems (both hard copy and electronic), and retrieve information as needed.
• Maintain the archives for the Formation Department.
• Ensure all hard copy records are scanned and filed electronically.
• Audit records for PII protection and compliance; document and communicate deficiencies; make necessary corrections; and store or securely destroy records as appropriate.

Event Coordination (Parish)

• Serve as the primary point of contact for the Sunday Information Kiosk.
• Answer questions and provide information about parish events and activities.
• Assist with scheduling and coordinating parish events, working with the administrative office to ensure facility reservations are completed and to avoid conflicts with other events.
• Support parish and formation registration processes.

RECORD RETENTION RESPONSIBILTIES:

• Volunteer and training schedule archives.

VOLUNTEERS:

Travel Requirements:

• Infrequent travel, by car, may be required to Diocese Parishes and/or schools.

Education and Experience Preferred:

• High School/GED
• Ability to communicate effectively
• Must pass a background and credit check

Knowledge and Skills Preferred:

• Associates degree or experience in administrative management.
• Previous volunteer management, database management, and budget experience preferred.

• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to work nights and weekends.
• Excellent organization, prioritization, and communication skills.
• Excellent time management skills.
• Excellent writing skills (syntax, tone, and style).
• Excellent grammar, composition, spelling and referencing skills.
• Willingness to continue with personal and professional development.

FLSA Designation: Part Time