Operations and Engagement Coordinator (FT), Catholic Schools Office

The Catholic Schools Office (CSO) of the Archdiocese of Boston provides leadership, support, and services to over 90 Catholic Schools educating more than 32,000 students across Greater Boston. Rooted in faith and academic excellence, our schools form students intellectually, spiritually, and morally.

The Operations & Engagement Coordinator serves as the central operational backbone and primary engagement hub of the Catholic Schools Office. This role ensures the smooth daily functioning of the office while serving as a trusted first point of contact for families, school leaders, pastors, partners, and vendors. The coordinator supports administrative operations, financial processing, project tracking, recruitment coordination, and large-scale events, all while fostering warm, professional relationships that reflect the mission of Catholic education.

KEY RESPONSIBILITIES
Administrative Operations & Project Coordination

• Perform a wide variety of administrative duties in support of the CSO team, including preparing documents, scheduling meetings, composing correspondence, and drafting meeting notes and minutes.
• Serve as the central operations hub for calendars, mail, phone messages, and follow-up to ensure timely and accurate communication.
• Provide project coordination and tracking support for the Superintendent and CSO leadership by monitoring action items, deadlines, and interdepartmental coordination.
• Support the CSO’s efforts to recruit parish and school leaders by coordinating applications, interviews, communications with pastors, and outreach to candidates.
• Maintain organized electronic and paper filing systems, including scanning and records management.

Financial & Expenditure Support

• Monitor department credit card activity, including charges, refunds, discrepancies, and reconciliations.
• Reconcile departmental accounts monthly and prepare summary reports for management review.
• Process vendor invoices, employee expense reports, and track expenditures of restricted funds in accordance with Archdiocesan policies.
• Provide administrative support related to purchasing, payments, and financial documentation. Engagement, Events & Community Support
• Assist in the planning and execution of CSO-sponsored events, including:
  • Professional development sessions
  • Webinars
  • Meetings and gatherings
  • Family- and school-focused engagement events
• Manage event logistics such as:
  • Reserving space
  • Creating invitations
  • Managing registrations
  • Coordinating food, supplies, Masses, and materials
  • Tracking attendance
• Provide on-site and live virtual support during events and webinars, including setup, guest check-in, technical assistance, and breakdown.
• Lead post-event engagement follow-up, including surveys, feedback collection, and summary reporting to support continuous improvement.
• Serve as a welcoming, professional first point of contact for parents, school leaders, parish partners, and guests.

Office Management & Environment

• Greet visitors and guests with warmth, hospitality, and professionalism.
• Maintain a clean, organized, and welcoming office environment.
• Monitor and maintain office supply inventory and place orders as needed.
• Support the overall flow, functionality, and professionalism of the CSO workspace.

Confidentiality, Judgment & Mission Support

• Handle confidential, time-sensitive, and critical matters with discretion, sound judgment, and professionalism.
• Interact effectively with internal and external stakeholders, including school leadership, clergy, vendors, and families.
• Actively support and promote the mission of the Catholic Church and its schools in daily interactions.
• Perform other duties as assigned in support of CSO operations and mission.

QUALIFICATIONS

• High School diploma required; associate or bachelor’s degree preferred.
• 3–5 years of experience in a professional administrative, operations, or coordination role.
• Proficiency in:
  • Microsoft 365
  • Zoom meetings and webinars
  • Google Workspace
  • Canva, EventBrite, SMORE
• Comfort working with a variety of databases, reports, and systems.
• Exceptional organizational, multi-tasking, and follow-through skills.
• High degree of responsiveness, accuracy, and attention to detail.
• Ability to work independently in a fast-paced, changing environment with minimal direct supervision
• Strong written and verbal communication skills.
• Demonstrated discretion and professionalism in handling confidential information.
• Willingness to support and advance the mission of Catholic education.

Salary range $60K – $72K
To apply, please send resume and cover letter to [email protected].