Director of Operations

About the position

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.

Responsibilities

• 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
• Provide leadership and supervision for St. Joseph Catholic Church and parish Early Learning Center staff
• 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
• 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
• 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
• 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
• 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
• 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

Requirements

• Bachelor's degree in business management and/or administration (or equivalent); a bachelor's degree may be substituted with ten years of relevant 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
• Proficiency with technology and able to independently learn and work with new software, systems, and tools; experience with Microsoft Office and Google Suite
• Knowledge of QuickBooks, Office Suite, Excel, database management systems, fundraising software, and websites
• English (proficiency in conversing, reading, and writing required)
• Spanish (proficiency in conversing, reading, and writing preferred but not required)
• Practicing Catholic in good standing with a commitment to the teachings and mission of the Catholic Church
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period
• Valid Texas driver’s license

Benefits

• Full-time, exempt position with some evening or weekend availability required for parish events and meetings
• 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