Administrative Coordinator

Job Description

The Province Offices Administrative Coordinator plays a central role in supporting the life and operations of Holy Cross Province, working closely with the Provincial Superior, the Provincial Leadership Team and staff. This position involves a wide range of responsibilities including administrative support, recordkeeping, correspondence, compliance filings and coordination with Passionist communities and external partners.

This is a mission-driven role requiring confidentiality, attention to detail and a genuine sense of service to the Church and the Passionist Congregation.

Key Responsibilities
1. Provincial Superior and Staff Mail and Communication
• Open, scan and distribute mail addressed to the Provincial Superior
• Email scanned correspondence to the Provincial Superior promptly
• Sort and distribute mail to the Province Offices staff

2. Phone Support - Development Office
• Answer phones on Tuesdays and Thursdays
• Record details of donor calls in database
• Fulfill donor requests and provide appropriate follow-up

3. Mass Intentions
• Distribute Mass intentions to appropriate clergy
• Provide corresponding credit memo information to the Finance Office

4. Finance Office Support
• Prepare checks for mailing and file check copies
• Set up folders/files for each new fiscal year
• Identify financial records for shredding under document retention policy
• Distribute payroll and mail annuity checks and letters

5. Medicare/Medicaid Coordination
• Enroll Passionist members in Medicare Part D
• Assist in selection of new drug plans as needed
• Respond to Medicare inquiries. Forward Medicaid enrollment information to partners

6. Member Records and Documentation
• Maintain accurate and organized files for all members
• File incoming correspondence and legal documents
• Respond to immigration attorney requests with relevant documentation

7. Recordkeeping and Directory Maintenance
• Keep records updated for deceased members, jubilees, ordination dates, etc.
• Maintain and distribute updated Province Directory

8. Provincial Leadership Team Support
• Draft minutes for meetings and prepare board resolutions
• Coordinate signature collection and organize official files

9. Office File Maintenance
• Ensure Province Offices file cabinets are organized and maintained
• Conduct regular reviews and disposal of outdated material

10. Reporting and Legal Compliance
• Prepare annual reports for the Congregation, dioceses and external entities
• File reports with Secretaries of State and maintain legal entity records
• Access Official Catholic Directory (OCD) flipbook and download Passionist pages

11. Correspondence and Letters
• Draft testimonial letters for ministry outside of home dioceses
• Send donor acknowledgment letters for gifts to the Province Offices

12. Mission Office Support
• Respond to requests for Missionary Cooperation Plan appeals
• Contact parishes, write letters, identify available Passionists and prepare logistics

13. Seasonal and Special Duties
• Send Christmas cards to bishops, legal representatives, and key contacts
• Serve as a Notary Public for the Province Offices

14. Other Projects and Duties as Assigned

Qualifications and Skills
• A deep appreciation for and alignment with the mission and values of the Passionist Congregation
• Strong organizational and clerical skills with excellent attention to detail
• Ability to handle confidential information with discretion and professionalism
• Effective written and verbal communication skills
• Proficiency with Microsoft Office and electronic filing systems
• Ability to multitask and prioritize responsibilities
• Experience in nonprofit, religious or diocesan administration is preferred

Work Schedule and Environment
This is a 32 hour per week (Monday through Thursday) on-site position based at the Province Offices in Park Ridge, Illinois. The role involves collaboration with Passionist leadership, staff and external partners. Occasional flexibility in work hours may be required in service to the needs of the Congregation.
Compensation and Benefits

The Passionists of Holy Cross Province offer a competitive wage commensurate with experience, along with a comprehensive benefits package that includes health insurance, paid time off and retirement contributions. Employees are supported in a work environment that values mission, respect and a spirit of service.

To Apply
Please submit a resume and cover letter detailing your interest about the position to coordinator@passionist.org. Applications will be accepted until position is filled.

About the Employer

The Passionists of Holy Cross Province are a Roman Catholic religious order of priests and brothers founded by St. Paul of the Cross, dedicated to keeping alive the memory of Christ's Passion through preaching, compassion and solidarity with the suffering. Our mission reaches across pastoral ministries, retreats, spiritual direction, social justice and care for creation. Rooted in community life and contemplative prayer, we serve with humility, simplicity and a profound sense of hope. See more at www.passionist.org.