Administrative Assistant (Sacramental Prep)

About the role

St. Thomas Aquinas Catholic Parish is a vibrant and growing community of over 2000 families on Madison's west side. We strive to be a place where people encounter Jesus Christ in a way that transforms how they live. We are intentionally moving from maintenance to mission, inspired by the Diocese of Madison's Go Make Disciples initiative. Our vision is to be a parish where missionary disciples are called, formed, and sent in the power of the Holy Spirit and the joy of Christ. This position provides administrative and operational support for sacramental preparation, funerals, and related ministries. This position is responsible for coordinating administrative processes, maintaining accurate sacramental records and documentation, facilitating communication with parishioners and outside organizations, and supporting the Associate Director of Sacramental Awakening and other parish staff. The ideal candidate is highly organized, detail-oriented, and an effective communicator who demonstrates sound judgment and can manage multiple priorities in a collaborative parish environment.

Responsibilities

• Marriage Preparation Support: Prepare a marriage folder for the engaged couple. Add wedding and couple contact information to the parish calendar and appropriate parish systems. Procure baptism records for the engaged couple to add to the marriage folder. When necessary, assist couples in locating and connecting with musicians and cantors. Track the couple's progress through FOCCUS and marriage prep via email. Assist the couple with completing the online Liturgy Planning Worksheet. Assist with special requests from the couple (e.g., if they have a priest in the family who would like to concelebrate, contact the priest to complete a Letter of Suitability). If necessary, draft and send letters to accompany Parochial Acts forms to other parishes. If necessary, draft and send letters to accompany Local Ordinary Request forms to the Diocese. Copy the completed marriage file for our records if sending the original to the Diocese; prepare and mail the original file. Once the marriage date has passed, direct the file to the office administrator for record keeping and storage. Provide additional administrative support related to marriage preparation as needed.
• Funeral Support: Coordinate and operate remembrance videos in the church/gathering space and, when applicable, in the Social Hall during funeral luncheons. Assist with funeral set up (folding pall, Mass set up). Provide additional administrative and operational support for funerals as needed.
• Baptism Preparation Support: Enter baptism information from the registration form into the parish calendar. For first-time parents, set up the baptism prep class and enter it on the parish calendar. Send reminder emails during the week of class. Send names and email addresses of class participants to the office administrator to update ParishStaq. Monitor baptism preparation materials and coordinate ordering from Ascension Press as needed. Schedule baptism prep session leaders from the volunteer list. Handle requests for godparents needing Letters of Good Standing. Handle requests for proof-of-baptism-class. Provide additional administrative support related to baptism preparation as needed.
• OCIA Support: Assemble OCIA packets for catechetical sessions. Procure baptism records for candidates. Update liturgical templates with current information. Provide additional administrative support for OCIA programming and sacramental preparation as needed.

Requirements

Experience: 0‑2 years. Education: Undergraduate degree.

Qualifications

• Practicing Catholic with a deep love for Jesus Christ and His Church.
• Basic knowledge and understanding of Catholic sacraments, liturgy, and parish life.
• Personal commitment to prayer, the sacramental life of the Church, and ongoing discipleship.
• Passionate about helping others encounter Christ and grow as disciples.

Skills

• Strong organizational skills with the ability to maintain accurate records and documentation.
• Excellent interpersonal skills, with a welcoming and pastoral approach to parishioners and families.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to interpret and apply parish, diocesan, and organizational policies and procedures.
• Ability to manage multiple responsibilities and deadlines simultaneously.
• Ability to work collaboratively with clergy, staff, volunteers, parishioners, and outside organizations.
• Basic proficiency with email, calendars, word processing, and parish database or administrative software.

Pay

Pay Rate: $25/hour (base pay range $24.00–$26.00 hourly).

Schedule

Schedule: Monday‑Thursday, 9 am–3 pm or similar daytime hours; some weekend and evening hours may be required for events. Maximum 24 hours per week (part‑time).