Office Manager bei Archdiocese of San Antonio

Reports To: Vicar for Clergy and Consecrated Life 

FLSA Status: Non-Exempt, Full-Time

Schedule: Monday – Friday 8:30 am – 5:00 pm, occasional evenings and weekends as needed

Summary: The Office Manager provides high-level administrative, operational, and strategic support in coordinating all matters related to the ministry of priests, their pastoral care, immigration compliance, canonical documentation, and personnel matters within the Archdiocese. This role serves as the primary point of contact and liaison for the Vicar for Clergy, managing priorities, communications, and special projects with professionalism, discretion, and a deep understanding of ecclesiastical protocols.

This position requires expert-level digital and information technology skills to efficiently manage a paperless office environment, organize complex workflows, maintain secure databases, and ensure timely and professional communication. The Office Manager ensures that the Vicar for Clergy’s office operates with efficiency, confidentiality, and responsiveness, while implementing the Archdiocesan communication protocols and robust digital records management systems within Microsoft 365 (SharePoint, OneDrive, Teams, and related products).

Position Responsibilities:  

• Act as the Vicar for Clergy’s primary administrative partner, managing calendars, appointments, travel, and meeting logistics.
• Prioritize, screen, and manage all incoming communications, ensuring timely and accurate responses and follow-up.
• Serve as the central coordinator for all priestly assignments, ensuring that documentation is complete, timelines are met, and communication is professionally handled with pastors, bishops, clergy, and Major Superiors regarding assignments and staffing matters.
• Administer all functions related to the Priest Personnel Committee (PPC), including scheduling meetings, preparing agendas, compiling candidate files, drafting minutes, tracking follow-up actions, and assisting members in fulfilling their role as outlined in PPC guidelines.
• Draft, edit, and prepare high-level correspondence, memoranda, and reports for internal and external distribution, ensuring alignment with Archdiocesan standards and tone.
• Maintain strict confidentiality regarding sensitive clergy matters, personnel files, and canonical issues.
• Liaise with the Office of Victim Assistance and Safe Environment (OVASE) to monitor, track, and ensure all priests are fully compliant with VIRTUS training and Archdiocesan safe environment requirements, proactively following up on renewals and outstanding certifications.
• Prepare and process canonical documents, including major and minor pagellas, and temporary faculties for priests ministering in the Archdiocese, ensuring accuracy, proper authorization, and timely distribution to relevant parties.
• Draft, review, and finalize canonical documents including, but not limited to: Major and Minor Pagellas, Decrees of Appointment, Decrees of Removal or Transfer, Faculties for the Sacraments, Temporary Faculties for Visiting Priests, Canonical Permissions.
• Ensure all canonical documents are properly authorized by the Vicar for Clergy and promptly distributed to pastors, bishops, clergy, and other relevant ecclesial authorities.
• Maintain an organized and secure digital archive of all canonical documents within Microsoft 365 systems (SharePoint and OneDrive) for reference, audits, and historical records.
• Provide assistance in canonical drafting to ensure clarity, fidelity to Church law, and professional presentation.
• Be available to collaborate with the Office of the Chancellor and the Office of the Archbishop’s Special Canonical Counsel on matters related to penal and administrative trials, providing administrative and technical support as required. 
• Serve as the primary coordinator for all immigration-related matters concerning international priests, including R-1 Religious Worker Visas, H-1B petitions, and permanent residency applications.
• Act as liaison between the Archdiocese, immigration attorneys, and priests to ensure all applications, petitions, and renewals are filed accurately and on time.
• Prepare, process, and track all required documentation for immigration compliance, ensuring they are signed by the appropriate authority and returned to legal counsel promptly.
• Maintain accurate, up-to-date digital immigration files for all international clergy, including visa expiration dates, employment authorization documents, and travel permissions.
• Monitor deadlines and proactively alert the Vicar for Clergy and relevant parties to pending expirations or required actions.
• Ensure all immigration-related documentation aligns with the Archdiocese’s paperless office policy by storing scanned records in secure digital systems.
• Oversee compliance with the Office of Clergy Communication Protocol for all inbound correspondence, ensuring that all general communications are sent to [email protected] and appropriately logged for tracking and response.
• Manage the workflow for letters of good standing and permission to minister through the secure Microsoft Forms portal, ensuring issuance within the 5-business-day target.
• Direct all reports and complaints to the EthicsPoint system, ensuring integrity, confidentiality, and compliance with Archdiocesan procedures.
• Ensure secure handling of confidential documents by directing sensitive items to appropriate private channels and avoiding duplicate or paper files whenever possible.
• Maintain active oversight of digital filing systems, scanned documentation, and centralized records to reduce paper usage, prevent loss of information, and align with the principles of Pope Francis’ Laudato Si on stewardship and responsible resource management.
• Utilize advanced information technology tools (e.g., Microsoft Office 365, Teams, SharePoint, database management systems) to track projects, assignments, and priorities.
• Oversee the preparation, execution, and follow-up of clergy assignment letters, decrees, and pagellas, coordinating with multiple departments to ensure accuracy and timely delivery.
• Maintain and regularly audit the clergy database for accuracy, ensuring information is updated for directories, reports, and audits.
• Serve as the first point of contact for clergy, religious, Major Superiors, provincials, and Archdiocesan leadership seeking assistance from the Vicar for Clergy’s office.
• Facilitate clear communication between the Vicar for Clergy, clergy personnel, Archdiocesan offices, and external partners.
• Represent the Vicar for Clergy in coordinating responses to urgent or sensitive matters, exercising sound judgment.
• Supervise and support office staff, ensuring responsibilities are carried out efficiently and in alignment with Archdiocesan standards.
• Conduct regular employee evaluations, providing constructive feedback, identifying training needs, and fostering professional growth.
• Develop and implement clear performance goals and accountability measures for staff.
• Oversee employee scheduling and coordinate time off to ensure the office is always adequately staffed for uninterrupted service.
• Review and approve office staff time cards to ensure compliance with Archdiocesan HR and payroll policies.
• Lead onboarding processes for new staff members, ensuring proper orientation, training, and integration into office workflows and Archdiocesan standards, with all relevant resources accessible through Microsoft 365.
• Assist in the onboarding and orientation of new priests to the Archdiocese, ensuring they are introduced to relevant protocols, resources, and support systems through the Office of Clergy and the Microsoft 365 digital environment.
• Promote a collaborative and respectful office
• Prepare and process expense reports, check requests, and budget tracking for clergy programs and events.
• Oversee Continuing Education Fund communications, tracking, deposits, and follow-up with clergy.
• Maintain an organized digital filing system for records, ensuring quick retrieval of historical and active documents.
• Prepare and monitor various budgets of the department, including the Operating Budget, Infirm Priest Budget, and Ongoing Formation Budget.
• Provide quarterly budget reviews and financial status reports to the Vicar for Clergy, highlighting variances, risks, and corrective measures.
• Lead the annual budget planning cycle in collaboration with the Vicar for Clergy, preparing recommendations for adjustments, reallocations, and future financial planning to ensure alignment with Archdiocesan priorities.
• Assist with grant writing to secure additional funding in support of clergy wellness, formation, and pastoral initiatives.
• Monitor the use and disbursement of grants awarded to the department, ensuring compliance with donor requirements and Archdiocesan policies, with full transparency through digital records in Microsoft 365.
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.   
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

Minimum Qualifications: 

Education:

• Bachelor’s degree in Administration or business-related field.

Experience:

• Minimum 5 years of administrative experience, with at least 2 years supporting senior leadership.
• Previous experience leading a team.
• Previous ministry related experience either at a parish or diocesan level.

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance 

Minimum Knowledge and Skills:  

• Bilingual in English and Spanish preferred;
• Excellent interpersonal and customer service skills;
• Strong management skills with ability to support, lead, motivate, and evaluate employees and initiatives 
• Proficiency in advanced digital communication and organization platforms, including Microsoft Office 365, Teams, SharePoint, OneDrive, cloud-based forms, and database management.
• Demonstrate a familiarity with the Code of Canon Law.
• Ability to draft and interpret canonical documents accurately and in accord with ecclesiastical norms. 
• Ability to adapt to new technologies and implement process improvements using digital tools.
• Demonstrated ability to manage multiple priorities, projects, and confidential matters in a fast-paced environment.
• Strong written and verbal communication skills with exceptional attention to detail.
• Familiarity with Catholic Church structure, terminology, and protocols.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good critical thinking and problem solving skills.

Travel Requirements: Travel requirements for the position includes 10% local and 2% overnight.