What are the responsibilities and job description for the Director of Administration position at Archdiocese of St. Louis?

The Archdiocese of St. Louis strives to teach and share our faith, serve others, and foster unity throughout the St. Louis area. Once a part of Kenrick-Glennon Seminary's campus, the Cardinal Rigali Center in Shrewsbury, MO is today the headquarters and curia (governing body) for the Archdiocese of St. Louis.

Job Summary

The Director of Administration is a key leadership role, assisting the Pastor in advancing the parish’s mission through the strategic oversight of the budget, facility infrastructure, building maintenance, and finances. Is responsible for the efficient and effective administration of the physical plant, human, and financial resources of St. Mary Magdalen parish and school (including the Maplewood property), as well as the same responsibility for Little Flower parish. Responsibilities to also include staff supervision, facility management of all vendors and contractors, technology requirements, legal concerns, planning, communications, purchasing, and stewardship / development.

Job Responsibilities

Administrative Responsibilities

Consults with and advises the Pastor and staff on business and administrative matters.
Manages direct reports including bookkeepers, tuition coordinator, office administrative personnel, maintenance personnel, and housekeeping and janitorial staff.
Collaborates with the principal, tuition coordinator, and bookkeepers to advise the Pastor on HR-related budgets, including compensation and benefits.
Actively participates in parish committees, including Finance Committees.
Provides support for parish HR recruiting efforts.
Serves as the primary liaison to Risk Management and Building & Real Estate Archdiocesan Offices.
Performs additional duties as assigned by the Pastor.

Facilities Management

Oversees the maintenance staff at St. Mary Magdalen and Little Flower locations and the Administrative Assistant at the Immaculate Conception (Maplewood) location.

Manages the daily upkeep of buildings and grounds, including insurance and risk management compliance, in collaboration with staff, and ensures routine plant maintenance.

Coordinates facility vendor and contractor contracts, including soliciting and reviewing bids, negotiating contracts, and overseeing routine vendor work.

Manages IT (computers / internet, livestream), phones, fire alarms, and security systems with external contractors to ensure safety and compliance with Archdiocesan standards.

Administers information, technology, and communication systems.

Establishes and monitors preventative maintenance programs for all properties.

Capital Project Management

Collaborates with the Pastor in planning, developing, and executing capital projects, ensuring alignment with parish goals.

Coordinates capital projects and capital campaigns in partnership with the Archdiocese.

Works with stakeholders to define project scopes, budgets, and timelines.

Communicates with finance committees to monitor project progress, mitigate risks, and provide regular updates to leadership on milestones and financial status.

Financial Management

Acts as the primary advisor to the Pastor on financial matters.

Leads the annual budget process, working closely with the Pastor, finance committees, and tuition coordinator.

Reviews monthly and annual financial statements generated by the Archdiocese and prepares monthly financial summaries for the Pastor, Finance Committees, and department leaders.

Collaborates with the Finance Committee on financial planning, tuition rate development, financial reporting, and budget development.

Oversees Archdiocesan correspondence for ACA, St. Louis Review, and other Archdiocesan department reports and requirements.

Job Requirements

Qualifications

Bachelor’s degree required, Business Administration degree preferred.

A minimum of three to five years’ experience in operational management including capital projects.

Familiar with finances of an operation.

Skills & Competencies

Strong leadership and management skills, with the ability to supervise staff and manage parish resources effectively.

Working knowledge of building maintenance and construction, safety, and security.

Familiarity with state and federal laws relevant to parish operations.

Experience with finance and budgeting.

Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint.

Strong strategic planning skills and the ability to assess organizational needs.

Ability to work with contractors, vendors, and external stakeholders.

The Archdiocese of St. Louis is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion, gender, national origin, age, marital, parental, veteran or disability status.

Pre-Employment Screening

All candidates receiving an employment offer must submit a pre-employment screening. The screening will include criminal background check, Family Care Safety Registration, drug screen, employment and educational licensure / certification verification, health screening, and any other screenings deemed necessary for employment. Any offer would be contingent upon successful completion of any required screening.

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