Administrative Coordinator, Pittsburgh Oratory of St. Philip Neri, Pittsburgh (Oakland)

The Pittsburgh Oratory of St. Philip Neri seeks a full-time Administrative Coordinator (Reception & Events) to support its priestly community and apostolic mission. This position serves as the primary front-desk presence at the Oratory in Oakland and is often the first personal contact for those seeking prayer, the sacraments, pastoral guidance, campus ministry or information about the offerings of the Oratory.
The Administrative Coordinator plays an essential role in the daily administration of the Oratory, assists with communications and media, and helps coordinate major liturgical, pastoral, and apostolic events throughout the year. This role calls for professionalism, discretion, attention to detail, and a spirit of Christian hospitality. 
The Pittsburgh Oratory is a Catholic community of seven priests and two brothers, living in the spiritual tradition of St. Philip Neri. The Oratorians serve the City of Pittsburgh and especially university students through the sacraments, preaching, confession, spiritual direction, catechesis, and works of charity. Our primary public apostolic work is university chaplaincy for The University of Pittsburgh, Carnegie Mellon University, and Chatham University. All aspects of this position are carried out in fidelity to the teachings of the Catholic Church. 
Schedule
This is a full-time position, typically eight hours per day, beginning between 7:30 and 9:30 a.m., according to the desires of the employee. Approximately 12–15 times per year, the employee will be required to work evenings or weekends in connection with liturgical celebrations, special events, or apostolic activities. Applicant may be provided overtime pay in accordance with applicable laws. 
An interview process will be conducted. The anticipated start date is February 1, 2025, though flexibility is possible.
Compensation and Benefits

1. Hourly wage of $18–25 per hour, based on experience, education, and relevant skills.
2. UPMC healthcare plan with $0 deductible and $0 employee contributions to insurance plan; family members may be added at cost. Dental and vision insurance are provided at no cost, in accordance with plan documents.
3. 403(b) retirement plan with a 2% non-elective employer contribution and up to a 4% matching elective contribution (up to 6% total employer contribution).
4. Meaningful Christmas bonus and eligibility for end-of-year performance bonuses. Automatic annual cost-of-living adjustments, with possible additional merit-based raises.
5. Access to a professional development fund to support additional training or certifications that benefit the mission of the Oratory.
6. Generous paid time off, family and medical leave, and paid holidays, including all Catholic Solemnities and other significant civil and religious observances.

Responsibilities
1. Reception and Administrative Support

• Serve as a welcoming and professional presence at the front desk, assisting Oratorians students, visitors, and guests.
• Answer incoming phone calls and respond promptly and courteously to emails and messages sent to general Oratory accounts.
• Manage Mass intentions, including maintaining the Mass intention book, monthly schedules, fulfillment records, and related correspondence.
• Enter Masses and other events into the Oratory’s shared Google calendar and assist in maintaining accurate scheduling information.
• Prepare routine correspondence, including letters of good standing, acknowledgments, and thank-you notes.
• Assist with miscellaneous financial and administrative tasks. 
• Prepare and circulate monthly full-staff meeting agendas in advance of meetings.
• Order and maintain office, sacristy, chapel, and restroom supplies; oversee front-desk printer functionality.
• Maintain the cleanliness, order, and welcoming appearance of the lobby, front restrooms, and front desk areas. (Regular cleaning is provided by maintenance staff). 
• Coordinate volunteer appreciation initiatives, including seasonal gifts and annual letters of thanks.
• Carry out other duties as assigned by the Oratorian Fathers in service of the Oratory’s mission. 

2. Media and Communications

• Provide basic updates to the Oratory website.
• Assist with the preparation of the weekly bulletin. 
• Make routine social media posts that promote Oratory liturgies, events, and apostolic activities.

3. Events

• Coordinate logistical details for Oratory events, including Oratory Lectures, Children’s Holy Half Hour, ordinations, the Rednal Benefit, and senior class events.
• Manage event logistics such as scheduling, venue reservations, catering arrangements, and on-site coordination as needed.

4. Other duties as assigned. 
 
 
Qualifications and Desired Skills
Required Qualifications

• High school diploma required; associate’s or bachelor’s degree preferred.
• At least three years of experience in an administrative, receptionist, or comparable role.
• Proficiency with common office tools, including Microsoft Office, email, calendars, and office equipment.
• Strong organizational skills and attention to detail.
• Clear, courteous, and professional written and verbal communication skills.
• Discretion and sound judgment in handling sensitive pastoral, personal, and financial information.
• Willingness to work in accord with Catholic teaching and the customs and spiritual life of the Oratory.

Desired Skills and Attributes

• Basic experience working with Adobe Creative suite or Bloomerang a plus. 
• Comfort interacting with clergy, students, volunteers, and the general public in a pastoral setting.
• Familiarity with website content management systems, bulletins, or social media platforms, or a willingness to learn.
• Ability to coordinate events and manage logistical details calmly and effectively.
• A self-directed and reliable work style, balanced with the ability to collaborate closely with priests and staff.
• Practicing Catholics are especially encouraged to apply.

Application Information
To apply, please submit a résumé and brief cover letter.
For questions, contact:
 Fr. Reed Frey, C.O.
 Oratory Treasurer
 Email: [email protected]
 Phone: 717-371-5824