Administrative Assistant for Diocesan and Cathedral Music

POSITION SUMMARY:Please include a brief cover letter with and Cathedral Music enriches the liturgical worship of the diocese and the cathedral by providing beautiful music for major diocesan liturgies and all cathedral liturgies. It also provides musical support to clergy and musicians throughout the Administrative Assistant provides administrative and operational support to the Director of Music and other musicians on staff. This role is essential to ensuring the smooth daily functioning of the department and the successful and seamless execution of music for liturgies held at the Cathedral as well as diocesan liturgies which take place at the Cathedral and in other locations in the DUTIES:Liturgy planning and executionAssemble liturgy planning resources both print and electronic (e.g. texts of antiphons and readings choral and organ music from our print collection or online resources)Partner with the Director of Music to ensure every element of each liturgy is plannedManage processes and deadlines for diocesan and cathedral liturgy planningDistribute music plan and electronic music files to all musiciansCompile music images texts and translations for diocesan programs in consultation with the Director of Music and the Office of Divine Worship; proofread programsDesign build and print programs for Sunday and holy day liturgies for the cathedral (with the exception of liturgies at which the Bishop presides which are created and printed by the Office of Divine Worship)Work with the Director of Music and the Office of Divine Worship to ensure uniformity/complementarity in programs for diocesan and cathedral liturgiesOffice and resources managementManage all physical and electronic resources of the music department in conjunction with the Director of MusicCoordinate contracts with the cathedral business manager e.g. copier/printer instrument maintenance. Schedule and provide logistical support for instrument maintenance (cathedral organ practice organ three cathedral and two school pianos)Purchase new music manage accounts with distributors manage use and distribution of music by all musiciansIn conjunction with the cathedral business manager and bookkeeper assist the Director of Music in tracking expenses as well as preparing and adhering to the music budgetCoordinate use of space in choir loft music rehearsal room and music workroomTransfer music and other supplies between rehearsal space/music workroom and the choir loft in the cathedral as necessaryCoordinate the maintenance and storage of all physical and electronic files in conjunction with the Director of MusicCoordinate with the Office of Divine Worship for the purchase and storage of resources for diocesan useOrganize store and inventory the music for diocesan cathedral and youth choirs; instrumental music; and all liturgical music used by cantors and organistsCoordinate logistics of Youth Choir program with the Director of Music and Youth Choir directorsCoordination of diocesan and cathedral choirsCoordinate auditions of singersCommunicate on behalf of the Director of Music with choirs as a whole and with individual singers including prospective singersCoordinate distribution and maintenance of choir robesAttend the beginning of Thursday evening and Sunday morning rehearsals to ensure singers have all the music and supplies they need and to maintain attendance recordsCoordinate rehearsal space and distribute/collect music and foldersIn conjunction with the Director of Music coordinate and schedule special events (musical and spiritual retreat days dinners)PersonnelCoordinate with the Office of Divine Worship and other diocesan offices to process payment for musicians for diocesan liturgiesIn conjunction with cathedral business manager coordinate all cathedral music employee onboarding In conjunction with the Director of Music communicate timely information with music employeesSecure substitute singers when needed ensuring all necessary paperwork is completed and payment is requested/deliveredCreate regular schedule for cantors and organists resolve schedule conflictsCathedral ConcertsMaintain donor records and ensure timely communication with and expressions of gratitude to donorsAct as liaison with guest artistsDesign create and print programs (including artist bios)In conjunction with the Concerts committee and/or volunteers coordinate publicity livestreaming receptions ushers/collectionWeddings and funeralsCoordinate scheduling and other logistics with rectory officeDesign create and print programsDevelopment/communication planning and logistical coordinationCoordinate with diocesan offices and cathedral rectory office regarding scheduling of events/spacesCoordinate with cathedral advancement director in creating bulletin announcements and other advertising for concerts or special events Create update and maintain online and social media music presence of diocesan and cathedral musicCreate update and maintain the music portion of the cathedral website in conjunction with the rectory office partnering with the Director of Music to determine contentCreate update and maintain music content for the diocesan website in conjunction with the Director of Music and the Office of Divine WorshipCommunicate with cathedral facilities staff regarding all music department needsDevelopment and coordination of diocesan music effortsFacilitate communication with parishes and music directorsProvide musical/liturgical/logistical support for parish music programs and any diocesan music events as neededCollect information from parish musicians regarding their music programs (hymnals or other resources used structure of music programs)Maintain database of contact information for music directorsQUALIFICATIONS:Knowledge/Skills:Proven experience as an administrative assistant or in a similar roleStrong organizational skills with the ability to prioritize tasks efficiently Excellent communication skills both written and verbalAbility to handle confidential information with discretionDetail-oriented with a high level of accuracy in workAbility to work independently as well as part of a teamAbility to successfully navigate a fluid work environmentProactive takes initiative to get things done without promptingCopes well in stressful environments handles complex tasksReliability adheres to work schedule and assigned work is completed on or ahead of scheduleProficient in Microsoft suite (including Publisher) with proven ability to create documents spreadsheets presentations emails and programs; familiarity with additional publishing software (e.g. InDesign) is a plusFamiliarity with Google Suite (Docs Sheets Slides) is a plusUnderstanding of the liturgical year and individual elements of the liturgy (or willingness to learn)Knowledge current common practices and resources for liturgical music in the Roman Catholic liturgy preferredProficiency in music reading preferredEducation Required: High school graduate or equivalent; associates or bachelors degree preferredYears and Types of Experience: Two to four years of administrative office experience in a music or church setting preferredPhysical Demands/Working Environment:Must be able to lift up to 30 lbs. Position requires regular navigation of stairs and daily movement between multiple locations on the cathedral DetailsRegular schedule of 20 hours per week during business hours to be coordinated with the Director of Music; the majority of the hours will be during business hours but the regular schedule will include hours on Thursday evenings and Sunday mornings to correspond to regular choir rehearsalsPay Type: HourlyPay Range: $26.50/hour - $30.50/hour