Administrative Assistant - Music Coordinator

Office For Divine Worship -

Music
Full-Time
POSITION TITLE: Administrative Assistant – Music Coordinator
DEPARTMENT: Office for Divine Worship
REPORTS TO: Archdiocesan Director of Music – Cathedral Organist
EFFECTIVE DATE: January 28, 2021
CLASSIFICATION: Non-Exempt


HOURS PER WEEK: 40

POSITION SUMMARY

Under supervision, provides confidential administrative support, office space, and calendar management, publishing of printed materials, communication with musicians, and musical support for the entities of the archdiocese and cathedral within the music ministry, the Office for Divine Worship (ODW), and the Saint Cecilia Institute for Sacred Liturgy, Music and the Arts. (SCI)


PRINCIPAL DUTIES AND RESPONSIBILITIES
• Collaborate as a team member on strategic planning, mission articulation and integration, supporting the music and liturgical formation and praxis of the archdiocese and the cathedral.
• Prepare and publish guides and booklets for archdiocesan and cathedral liturgies using appropriate ordo, liturgical book, and ceremonial formats.
• Keep database of cathedral musicians and archdiocesan parish musicians and liturgists.
• Keep music minister and liturgical music planning schedules for archdiocesan and cathedral events. Communicate with all ministers.
• Maintain templates liturgical music planning for all archdiocesan and cathedral liturgies, funerals, wedding, sacraments, and unique events for Director of Music.
• Prepare music minister binders for weekly and holy day celebrations.
• Keep schedule of building use and offerings by staff and guests.
• Coordinate facilities usage and communicate with Saint Cecilia Cathedral for access on two calendars (archdiocese and cathedral campus).
• Publish regular Grace Notes online communication on behalf of Director of Music and Director of Liturgical Formation.
• Monitor and maintain office supplies and equipment, serving as resource for other constituents in the SCI spaces who use the common equipment including Cathedral Arts Project (CAP) and Music in Catholic Schools.
• Have primary responsibility for library and vestment care and order. Oversee volunteers in these areas.
• Assist in the preparation of special projects and publications.
• Track Safe Environment compliance for SCI space usage and ODW events.
• Facilitate communication of programming to musicians and liturgists, cathedral and archdiocesan clergy, and support staff.
• Provide liturgical and musical formation/information for cantors.
• Prepare music graphics in FINALE and maintain online graphics, English propers, Core Repertoire, and music library databases.
• Monitor and report copyright compliance for archdiocesan and cathedral liturgies and events.
• All other duties as assigned by the Archdiocesan Director of Music – Cathedral Organist and the Director of Liturgical Formation and Associate Music Director
KNOWLEDGE, SKILLS AND ABILITIES
1. Proficiency in the following mainstream computer software:
a. Microsoft Office Suite, with advanced Publisher experience
b. Adobe Suite
2. Proficiency in the following specialized computer software:
a. FINALE
3. Knowledge of the Catholic Church’s liturgy and sacraments and experience with and competence in her liturgical music practices
4. Excellent organizational skills, personal initiative, and independence with an aptitude for detail
5. Excellent verbal and written communication and public relations skills to foster collaboration with multiple entities, including proofreading competence
6. Basic knowledge of and ability to work with the Roman Missal, Lectionary, Liturgy of the Hours, and Rites book resources. English language fluency Spanish language familiarity are desirable
7. Working knowledge of archdiocesan, deanery, and parish structure
8. Appreciation for the Church’s Treasury of Sacred Music, preferably with experience in praxis of Gregorian chant in modern and square notation
9. Ability to learn basic archdiocesan style practices for Publisher and FINALE
EDUCATION AND EXPERIENCE

Bachelor’s degree in liturgy, music, or arts required
Preference Given to Candidates with the Following Experience:
Relevant, administrative experience in liturgical music ministry
Experience as a liturgical music minister
Experience in working with liturgical resources and Church documents
Experience as cantor and formative practices in preparation for music ministry



WORKING CONDITIONS

PHYSICAL REQUIREMENTS:

The general work is 40 hours per week, Monday-Friday 8:30 am – 5 pm, with some flexible hours of availability on the weekends for liturgical celebrations or formation events. On occasion employee may be asked to assist with an event in another location within the Archdiocese of Omaha. Lifting may include the moving of light tables and chairs within the spaces, audio visual equipment, and the stocking of office supplies.