Administrative Assistant - Music Coordinator

Office For Divine Worship -

Part-Time
POSITION TITLE: Administrative Assistant - Music Coordinator

DEPARTMENT: Office of Divine Worship

REPORTS TO: Dir Music Archdiocese/St. Cecilia, Cathedral Organist

EFFECTIVE DATE: July 19, 2022

CLASSIFICATION: Regular, Part-Time, Non-Exempt

HOURS PER WEEK: 20

POSITION SUMMARY
Assists in administration and coordinates musical details on behalf of the Music Director, St. Cecilia Institute (Music Director) in preparation for and execution of music for all Archdiocesan, Cathedral parish, and episcopal liturgical celebrations and Director of Liturgical Formation for special projects. Assists in administrative monitoring of the St. Cecilia Institute spaces: rehearsal, teaching, library, classroom, and office area (Msgr. Graham Building); and music spaces within Saint Cecilia Cathedral, the Mother Church. Provides administrative support of excellence in Liturgical Musical practice in the Archdiocese and its Mother Church, Saint Cecilia Cathedral.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Liturgical Music Support:

Archdiocesan and Episcopal Liturgies at the Cathedral
• Maintain timelines for and create all worship aids/liturgy guides and program booklets.
• Communicate requirements with print companies, providing copy and print instruction.
• Oversee proofreading and gathering of information for 20-25 guides annually.
• Receive deliveries.
• Collaborate with various offices within the Curia such as Archbishop’s Office, Vocations Office, Evangelization and Family Life Office, Stewardship and Development, Catholic Schools’ Office, Hispanic Ministries Office, Chancellor’s Office.
• Maintain library holdings (active and archival, hard-copy and digital), books, assembly materials, choral octavos, hymnals, and collections.
• Maintain library of digital files, texts and translations, and scans.
• Create digital (PDF) files from the Liturgical Music Library for iPad (choir, organist, cantor) in collaboration with Music Director.
• Distribute scores regularly for service.
• As time allows, keeps up with liturgical directives, reading documents and acquiring liturgical knowledge, competencies.
• Maintain databases, schedules for choir, cantor, and instrumental musicians.
• Maintain music menus for all liturgical services, and templates and archive for all liturgy guides and program booklets.
• Manage Cathedral space usage requests, building access and codes.
• Keep archive of liturgy guides and programs, report copyright compliance.
• Complete annual update of documents in the summer.

Saint Cecilia Cathedral Parish Music Ministry:
• Create new and use existing accompanying worship aid/liturgy guides for Cathedral weekend and holy day liturgies, using liturgical books and resources, music menus, musical scores, texts, translations.
• Create graphics for worship aid/liturgy guide inserts by using a working knowledge of both English and Latin Chant.
• Provide support for funerals including preparation of master copy of liturgy guide, maintaining cantor, schola, and organist binders.
• Responsible for sacrament of marriage music planning process. Minister to and accompany couples through music selection, including keeping of timeline and database, updating planning materials, receiving, and distributing materials and pay to musicians, maintain cantor and organist master binders.
• Interface with rectory staff, maintenance staff, Safe Environment coordinator, communications director, calendar manager, volunteer receptionists, and priests. Handle mail on behalf of Music Ministry.

ADMINISTRATIVE RESPONSIBILITIES
• Interface with IT regarding office equipment maintenance and repair.
• Monitor and stock supply closet, AV room, and other needs for office.
• Oversee choir vestment care.
• Provide general phone support and email response.
• Responsible for internal communication with all related entities including Curia, Cathedral administration, maintenance, Music in Catholic Schools, Cathedral Arts Project, and St. Cecelia Cathedral school.
• Attend Curia meetings and events.
• Format and send out MailChimp newsletters and maintain MailChimp email list.
• Send out condolences on behalf of office.

OCCASIONAL SHARED RESPONSIBILITIES
• Provide support for Director of Liturgical Formation on special projects or events.
• Occasional preparation of hospitality for fellowship.
• Provide support for special liturgies, concerts, special musical presentations.
• Interface with RCIA, Faith Formation, confirmation, St. Cecilia Cathedral school.

KNOWLEDGE, SKILLS, AND ABILITIES
• Proficiency in reading music notation.
• Proficiency in the following mainstream computer software:
o Microsoft Office Suite, with advanced Publisher experience
o Adobe Suite
• Proficiency in specialized computer software FINALE.
• Knowledge of the Catholic Church’s liturgy and sacraments and experience with and competence in her liturgical music practices.
• Excellent organizational skills, personal initiative, and independence with an aptitude for detail.
• Excellent verbal and written communication and public relations skills to foster collaboration with multiple entities, including proofreading competence.
• Ability to work with the Roman Missal, Lectionary, Liturgy of the Hours, and Rites book resources.
• English language fluency is essential and Spanish language familiarity is desirable.
• Awareness of archdiocesan, deanery, and parish structures.
• Appreciation for the Church’s treasury of sacred music, preferably with experience in praxis of Gregorian chant in modern and square notation.
• Ability to learn basic archdiocesan style practices for Publisher and FINALE.
EDUCATION AND EXPERIENCE
• Background in and/or knowledge of the Catholic Church with a demonstrated commitment to the mission and teachings of the Church.
• Bachelor’s degree or equivalent experience in liturgy, music, or arts required.
• Administrative experience in liturgical music ministry preferred.
• Experience in working with liturgical resources and Church documents preferred.
• Experience as cantor and formative practices in preparation for music ministry preferred.

TRAVEL REQUIREMENTS
• On occasion employee may be asked to assist with an event in another location within the Archdiocese of Omaha.