Sacred Music Administrative Coordinator (Part-Time) at St. Anne Roman Catholic Parish Gilbert – GILBERT, Arizona

To support the liturgical life of the parish, this part time position (20-28 hours/week), under the supervision of

the Director of Sacred Music, assumes the responsibility of assisting the director in the varied and numerous

administrative and musical aspects of Saint Anne’s large, multi-generational sacred music program: supporting

music office communication and collaboration with volunteers, cantors, choir members, choir parents,

accompanists, instrumentalists, and parishioners; working behind the scenes on key organizational program

elements; and assisting with setup, cleanup, and logistics of weekly rehearsals when needed. Schedule flexibility

preferred (to be discussed further during interview).

Essential Job Functions

Essential Job Functions

• Assist with building and maintain the parish’s vast music library.

• Assist with coordination of choir google calendars and parish calender for music department activities.

• Assembly and distribution of music packets for cantors, choristers, accompanists, and instrumentalists.

• Custody and maintenance of digital audio library along with regular upkeep (for each block/holy day) of all

choir practice playlists.

• Weekly preparation of accompanist binder with all necessary scores.

• Regular preparation and printing of Orders of Worship for Sundays and holy days, and oversight of

setup/distribution/cleanup.

• Assist with preparation and coordination for special events, including Spring Concert, youth bootcamps,

choir festivals and retreats.

• Help onboard new choir members with calendar/Flocknote/playlist.

• Data entry and record-keeping for choir rosters and attendance, when asked.

• Score preparation, as asked by director.

• Flocknote communications, as asked by director.

• Printing and posting of regular music block schedules to determined locations.

• Printing of monthly clergy schedule for director and assistant.

• Interfacing with accompanists and cantors regarding scheduling and repertoire.

• Annual SET communications, collaborative record keeping with SET coordinator, and face-to-face interviews

with new adult volunteers.

• Collaboration with key volunteers on youth choir uniform processes and records (beginning of choir season).

Additional Job Functions

• Draft work on music repertoire lists and schedules, when requested.

• Development projects for music department, including but not limited to wedding/funeral forms and score

collections, congregational pew resources, and cataloging digital music files.

• Coordination, when delegated, to book music personnel for weddings and funerals or to interface with

couples/families on music questions.

• Assistance in processing music office event/uniform fees and invoices, when needed.

• Performs any other job-related duties as directed by the supervisor, administrator, or pastor.

Knowledge, Skills and Abilities Required

• Ability to maintain a cooperative attitude and effective working relationship with parish employees,

volunteers, and parishioners.

• Adapability to the varied needs of a large-scale music program.

• Efficient and reliable completion of and communication around assigned duties.

• Ability to constructively receive direction and correction from supervisor(s).

• Consistently organized time management and task follow-through.

• Strong computer skills to be applied to Microsoft Word, Excel, Google suite, Dropbox. Capacity to learn

other design and/or notation softwares, including Source & Summit for Order of Worship layout.

• Healthy attention to detail.

• Music literacy in treble, bass, and chant clefs (to understand library scores).

• Basic keyboard knowledge (sufficient to play a single line melody or part for score analysis or making

practice tracks).

Bonus Skills (not required but candidate may be asked to develop):

• Ability to notate and edit scores in Finale and/or other notation softwares.

• Competency to learn Gregobase chant engraving (if skill not yet aquired).

• Competency to learn basic audio track editing (ie splicing).

• Familiarity with Canva and/or other design softwares for basic visual graphic projects.

Minimum Qualifications

• Undergraduate degree preferred.

• Practicing Catholic living in fidelity to the Church.

• Volunteer and/or work experience in office environments (minimum 2 years).

• Safe Environment compliant as per the Diocese of Phoenix.