Chancellor for Administrative Affairs

Job Description

Diocese of St. Augustine
Position Description

Position: Chancellor for Administrative Affairs
FLSA: Exempt

General Summary:
The Chancellor for Administrative Affairs ensures the documents of the curia are gathered, arranged, and safeguarded in the archives and records the ecclesiastical acts, decrees, and dispensations issued by the bishop as required by the Code of Canon Law. In addition, oversees the internal day-to-day operations and administrative affairs of the Catholic Center and affiliated offices, implements directives of the bishop, ensures that the members of the curia properly fulfill the office entrusted to them, nurtures positive relationships with staff, and resolves interdepartmental conflicts and issues.

Essential Duties and Responsibilities:
1) Oversees all archival records and information management functions working closely with the Director of Archives & Records Management in accordance with canon law and the Records Retention Policy of the Diocese of St. Augustine, including the recording of ministries received and reception of the Sacrament of Holy Orders.
2) Prepares the acts and instruments relating to decrees, dispositions, and obligations of the Diocese as required. Serves as official Ecclesial Notary for the Diocese of St. Augustine.
3) Responsible for clergy administration, both active and retired, which includes: Letters of Good Standings, incardinations, appointment letters, and priest departures. Works closely with and provides counsel to the Chancellor for Canonical Affairs.
4) Assures the appropriate disposition of the historic, cultural, and artistic patrimony of the diocese, working closely with the Director of Archives and the Director of History & Heritage.

5) Oversees the day-to-day administration of the Catholic Center and affiliated offices of the curia in the administrative governance of the diocese. Actively focused on: operational efficiency, safety and security, cross-functional collaboration, resource allocation, servant leadership, and the promotion and integration of evangelization into the work of curia staff.

6) Serves as a resource to pastors and provides guidance, advice, instruction, or referral regarding diocesan procedures and policies.

7) When needed, arranges temporary/emergency clergy coverage if coordination at the local parish level is not accomplished.

8) Accurately and efficiently maintains property records, contracts, wills, and other legal documents.

9) Responsible for clergy administration, including some canonical, both active and retired, which includes: international immigration, new priest orientation/onboarding, priest departures, and senior priest administration and care. Works closely with and seeks counsel from the Chancellor for Canonical Affairs.

10) Manages outside requests of foreign clergy desiring placement in the diocese, as well as current talks of prospective plans of foreign clergy in the Diocese of St. Augustine.

11) Assist with clergy funeral arrangements for deceased bishops and priests as needed.

12) Oversees, plans, and coordinates religious order matters and agreements. Works with and consults with the Chancellor for Canonical Affairs.

13) Provides direct supervisory responsibility to the following:
o To be determined

14) Fosters a ministry-oriented accountable work environment, providing strong leadership, management, and supervision to her/his team. Holds regular and periodic meetings with department heads and performs annual performance evaluations for direct reports.

15) Collaborates and participates with others in the processing and timely submission of official diocesan reports. This includes, but is not limited to, coordinating the compilation of the annual general statistical questionnaire, the quinquennial report, and the official Catholic Directory. Responsibility will require assembling teams, attending meetings, assigning responsibilities, gathering data, meeting deadlines, and follow-up.

16) Assist with the Ad Limina Report, led by the Chancellor for Canonical Affairs.

17) Through the Director of Communications, responsible for the oversight of the ongoing maintenance of an official electronic depository of all current diocesan policies and procedures to be distributed and updated within the curia and the diocese.

18) At times, may serve as "first point of contact" and manage calls coming into the Chancery that require administrative, canonical, pastoral, and theological intervention, including matters of great sensitivity and/or works closely with the Director of Communications to serve as a public spokesperson for the diocese when so directed by the bishop.

19) Works closely with Office of Risk Management, Office of Communications, Human Resources, Office of the Superintendent, and other team members with emergency response incidents such as hurricanes, power outages, and other incidents, keeping the bishop informed, and ensuring that good communication, direction, and support goes out to pastors and other leaders.

20) Provides oversight and supports efforts for continuous improvements in recruiting, talent management, onboarding, compensation, professional development, performance management systems, and benefits.

21) Serves on various boards and committees such as:
(To be determined)

22) Ensures that certain commissions are staffed with personnel that are passionate and committed to these ministries such as the Ecumenism & Interfaith Office, Missions Office, Black Catholic Commission, and others.

23) May create ad hoc committees to address and inform the bishop and his advisors on hot-topic public policy matters; or organize in-house subject matter experts to research and give presentations such as the Directors of: Human Life and Dignity, Prison Ministry, Family Life, Human Resources, Superintendent, diocesan attorney, etc. Works closely with the Florida Catholic Conference.

24) Prepares annual budget for the Office of the Chancellor and stays within the approved department budget.

25) Performs other related duties as assigned by the bishop.

Preferred Education and Experience:
• Bachelor's degree in Business Administration, Human Resources, Business Management, Accounting, or Finance. Ten years of business management or organizational leadership experience, at least five years of executive-level leadership experience; and/or
• A Bachelor's Degree in Pastoral Studies, Theology/Religious Studies or similar course of study that would demonstrate a current basic knowledge of theology, catechesis, and ministry. Successful completion of Ministry Formation Program (MFP) would satisfy this requirement.
• It is desirable to have a working familiarity with the Code of Canon Law.
Required Knowledge, Skills, and Abilities
• Practicing Catholic in good standing and registered member of a Catholic parish faith community. Must have the ability to respect, promote, accommodate, and not be in conflict with the mission, moral and social teachings, doctrines, and laws of the Roman Catholic Church. Must possess a sound working knowledge of Church hierarchy and Church structure.
• Must have at least 10 years of Catholic Church experience including, but not limited to, diocesan or parish leadership, religious community leadership, tribunal, pastoral ministry or personnel work, or a combination of education and experience; must have at least 10 years of supervisory experience.
• Strong skills in supervising, conducting effective meetings, time management, problem-solving, delegation and accountability, communication, servant leadership, technology, and multitasking.
• Strong strategic planning skills and experience in making informed decisions and actionable plans, being open to new perspectives, and being creative and willing to innovate. Ability to think strategically, anticipate future consequences and trends, and incorporate them into documented plans.
• Strong operations management skills and experience in planning, organizing, coordinating, and controlling resources.
• Strong financial acumen: review financial statements, budgets, financial metrics, data analytics, etc.
• Proven project management skills and experience in planning, procurement, execution, and completion of projects while getting the best out of people, creating harmonious relationships across departments, and keeping operations running smoothly throughout the process.
• Facilitation experience and skills in conflict resolution including active listening, communication, not placing blame, remaining calm, collaboration, and problem-solving.
• Knowledge of professional archival standards or willingness and ability to acquire knowledge.
• Knowledgeable in immigration law or willingness and ability to acquire knowledge.
• Basic knowledge of employment laws.
• Must be skilled at articulating the mission and inspiring commitment to a shared vision.
• Ability to respect and work with diverse cultures that makes up the Church and society and strives to celebrate commonalities and differences among various groups.
• Ability to face situations firmly, courteously, tactfully, and with respect for the rights of others; and the ability and skill to train and encourage others to do the same.
• Basic knowledge of Microsoft Office products, including Word, Excel, PowerPoint, and Outlook required. Basic knowledge of social media engagement.
• Must be able to organize and prioritize work, be proactive, take initiative, resolve complex problems, follow through, and simultaneously manage multiple priorities.
• Strong interpersonal, written and verbal communication skills, including ability to produce clear, concise reports and recommendations.
• Familiarity and fluency with the use of technology and the ability to know how to team with others to creatively use technology for the advancement of the office.
• Must successfully pass the required criminal background check prior to employment and maintain this clearance.

Flexibility to work evenings and weekends, and the ability to travel and drive one's own vehicle to various diocesan locations.

To Apply: https://hr.dosafl.com/careers/?gnk=job&gni=8a7885ac8f367844018f4f59a8854a69

About the Employer

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