Director of Administration & Operations

Archdiocese of San Antonio•New Braunfels, TX

1d•Onsite

About The Position

The Director of Administration & Operations serves as the senior administrative leader responsible for the overall coordination, management, and execution of parish operations, personnel supervision, and campus functionality. Under the guidance of the Pastor, this position ensures the effective and efficient operation of: Parish offices and administrative systems, Personnel supervision and workplace management, Facilities, maintenance, and campus operations, Scheduling, logistics, and parish-wide coordination, Operational systems, communications, and technology. The Director acts as a key advisor to the Pastor in all administrative and operational matters and ensures that the parish’s human, physical, and organizational resources are managed in a manner consistent with the mission of the Church and Archdiocesan policies. This role operates in close collaboration with the Director of Finance & Parish Stewardship, particularly in areas involving Human Resources processing, financial coordination, and compliance.

Requirements

Bachelor’s degree in Business Administration, Management, or related field (or equivalent experience)
Minimum 5+ years of leadership experience in administration, operations, or management
Strong knowledge of organizational management and personnel systems
Demonstrated supervisory experience
Ability to manage complex operations and multiple priorities
Reliable transportation
Valid driver license
Valid vehicle insurance
Must pass archdiocesan Safe Environment Requirements and background screening
Must pass Texas DPS Fingerprint-based Applicant Clearinghouse screening

Nice To Haves

Experience in parish or nonprofit administration
Familiarity with Archdiocesan structures and policies
Bilingual (English/Spanish)
Experience with facilities and operations management

Responsibilities

Direct and oversee all day-to-day administrative operations of the parish.
Ensure smooth and efficient functioning of the parish office and support services.
Establish and maintain administrative systems, workflows, and procedures.
Advise the Pastor on administrative, operational, and personnel matters.
Assist the Pastor in implementing parish goals, initiatives, and strategic planning.
Facilitate coordination among parish departments to ensure unity of operations.
Provide day-to-day supervision of parish personnel, including monitoring attendance, punctuality, work performance, and adherence to parish policies.
Address routine employee matters including scheduling issues, absences, workplace concerns, and general staff accountability.
Assist in employee relations matters, including coaching, corrective action, and performance improvement, in collaboration with the Pastor and Archdiocesan Human Resources.
Participate in employee evaluations and performance management processes.
Support conflict resolution and foster a healthy, professional work environment.
Coordinate with the Director of Finance & Parish Stewardship on all formal Human Resources processes, including: Hiring and onboarding, Employee status changes, Compensation and payroll coordination, Benefits administration, Employee separations and offboarding.
Ensure all personnel actions are properly communicated, documented, and processed in accordance with Archdiocesan policies and employment law.
Promote and ensure compliance with Safe Environment requirements and staff training.
Oversee all parish facilities and campus operations in collaboration with the Plant Manager.
Ensure proper maintenance, cleanliness, safety, and readiness of all buildings and grounds.
Establish and monitor preventative maintenance programs.
Coordinate major repairs, construction, and capital improvement projects.
Solicit bids, review contracts, and coordinate vendor relationships.
Ensure compliance with safety regulations and emergency preparedness protocols.
Oversee security procedures and risk mitigation for parish property and personnel.
Supervise and coordinate all front office operations.
Ensure effective communication systems (phones, email, records, scheduling).
Maintain parish records systems including: Parishioner database, Sacramental records (in coordination with appropriate staff).
Oversee reception, visitor services, and parish communications flow.
Ensure office coverage during all operational hours.
Oversee parish master calendar and facility scheduling.
Coordinate use of parish facilities by ministries, organizations, and external groups.
Ensure proper scheduling of: Liturgical events (in coordination with pastoral staff), Weddings, funerals, and parish events.
Maintain facility access controls (keys, security systems).
Oversee purchasing of parish supplies, equipment, and materials.
Maintain inventory systems for office and operational needs.
Review purchase requests within delegated authority.
Coordinate vendor relationships and service contracts.
Assist in reviewing and evaluating contracts prior to execution.
Coordinate parish insurance matters (property, liability, workers compensation).
Ensure compliance with Archdiocesan policies and civil regulations.
Establish and maintain emergency procedures for parish staff and campus.
Monitor risk exposure related to facilities, personnel, and operations.
Ensure implementation of safety protocols and incident reporting procedures.
Facilitate communication across all parish departments.
Oversee administrative communication systems and processes.
Assist in oversight and coordination of parish technology systems, including: Office systems and databases, Communication platforms, Operational software.
Ensure systems are functioning effectively and securely.
Conduct and coordinate regular staff meetings.
Promote accountability for departmental goals and responsibilities.
Foster collaboration and unity among parish staff.
Support leadership development and staff training initiatives.
Ensure administrative support systems are in place for clergy.
Supervise staff assisting clergy (appointments, communications, logistics).
Assist in coordinating parish-wide initiatives led by clergy.
Serve as administrative liaison to: Parish Council, Finance Council (as needed), Parish ministries and organizations.
Assist the Pastor in implementing parish restructuring and growth initiatives.
Identify areas for operational improvement, efficiency, and cost savings.
Support long-term planning for parish sustainability.
Assist in development of policies, procedures, and organizational systems.
Attend parish leadership and Archdiocesan administrative meetings as required.
Represent parish in administrative matters when delegated by the Pastor.
Perform other duties as assigned.