Director of Operations and Administration

The Director of Operations and Administration is responsible for ensuring, on behalf of and in collaboration with the Pastor, that the management of the parish’s finances, facilities, human resources, information technology and administrative functions are conducted in accordance with the highest standards of competence and responsibility applicable to each of those areas.  The Director of Operations and Administration is a person of faith, committed to Gospel values.  The director values the parish and responsible management of resources, helping the parish fulfill its mission and purpose.

Knowledge, Skills, & Abilities:

K: Knowledge

1. Bachelor’s degree or equivalent required, Business Administration, Accounting, or Finance preferred.
2. Minimum five years work experience in business administration, accounting, or finance preferred.
3. Supervisory experience required.  Knowledge of the basic principles of personnel management.
4. Knowledge of financial control systems, budgeting, and accounting principles and practices.
5. Working knowledge in MS Office products and QuickBooks, or similar accounting software.
6. Working knowledge of office technology.
7. Knowledge of employment laws, Catholic social teachings in the area of employment, and application of Canon law.
8. Must have a valid driver’s license for the State of Wisconsin.
9. Practicing Catholic preferred.

S: Skills

1. Professional working attitude and collaborative approach.
2. Strong verbal and written communications skills.
3. Strong organizational skills.

A: Abilities

1. Ability to multitask and prioritize.
2. Ability to make decisions, be attentive to details, and troubleshoot.
3. Ability to maintain confidentiality.
4. Ability to provide leadership to staff and parishioner volunteers.

Duties and Responsibilities:

Financial Management

• Establish and maintain financial control systems and procedures for parish to safeguard assets, achieve objectives, and ensure integrity of financial data.
• Coordinate development of annual budget in compliance with Archdiocesan guidelines, Society of Jesus requirements and parish Finance Council policies; provide staff direction and support in this effort.
• Authorize purchases and payment of bills, ensuring that expenditures comply with approved budget, or obtain authorized approval for non-budgeted expenditures based on amount of expenditure.
• Serve as staff liaison to the Finance Council and its subcommittees; attend meetings and implement committee decisions.
• Serve as staff resource to the Budget Committee to help carry out the work of the Finance Council regarding the parish budget and financial operations of the parish.
• Serve as staff resource to the Investment Committee to help provide general oversight and review of the combined investment funds of the parish.
• Serve as staff resource to fundraising committees to help develop and implement the plans for annual and occasional events to help sustain the programs and activities of the parish.
• Oversee preparation of periodic detailed and summary financial reports for communication to the Finance Council, appropriate committees, and the parish.
• Oversee maintenance of accurate financial records including general ledger, monthly income and expense reports, and cash flow projections, and timely preparation of reports.
• Oversee all fund raising activities by parish groups to ensure compliance with parish policy and security of funds raised.
• Provide assistance to parish organizations or ministries in financial matters as needed.
• Serve as staff contact with archdiocese finance and administration offices.
• Schedule appropriate audits and serve as primary contact with auditors.
• Develop and maintain total parish inventory of all durable goods.
• Serve as staff contact with parish insurance providers; maintain insurance coverage for the parish.

2. Facilities Management

• Supervise the Maintenance Director and facilities staff, including outside contractors.
• Recommend, contract for, and monitor approved repairs, remodeling, and new construction to ensure that they are completed on time, within budget, and in compliance with applicable building codes.
• Ensure that signage in and on the parish buildings is current and accurate.
• Serve as staff resource to the Buildings and Grounds Committee, coordinating the maintenance and management of the physical conditions of parish properties, furnishings and contents, including maintenance and upkeep.  Identify and articulate the needs of the parish in this area and make recommendations to the Finance Council.
• Ensure all liability and maintenance needs are covered for special events on parish property.
• Serve as primary staff contact with Marquette University on matters of shared concern related to parking, security and similar issues. 

3. Information Technology Management

• Supervise the provision of Information Technology support to the staff and other appropriate stakeholders of the parish.
• Recommend the purchase of hardware and software based on parish needs analysis.
• Serve as primary staff contact with Marquette University for Information Technology and other similar support provided by the university.
• Provide explanation and budget data for recommended technology purchases to the Finance Council.
• Provide for desktop support to Gesu staff; troubleshoot problems with hardware, software, and printers either internally or through outside providers.
• Oversee provision of technology training to Gesu staff, as needed, on hardware, software, and other applications and equipment, either internally or through outside providers as appropriate.
• Arrange for staff computers to be installed and configured as needed.
• Oversee a program of equipment and software maintenance support.
• Oversee the timely updating of the parish website with changes requested by Gesu staff, committees and ministries. 

4. Human Resources Management

• Interpret and administer personnel policies and identify needs for amending as they arise.
• Assist with the hiring or termination of staff in collaboration with the Pastor and/or other staff supervisors.
• Participate with the pastor in the annual performance appraisal of program directors and staff.
• Maintain effective working relationships with all ministry staff and volunteers to coordinate activities.
• Maintain working relationship with Marquette University benefits office in administering benefit package for Gesu staff.
• Serve as official custodian of confidential personnel files for all staff.
• Approve or deny staff requests for paid leave in conformity with the personnel policies.
• Serve as resource to Pastor or supervisors in handling employee relations problems or questions.
• Serve as staff resource to Personnel Committee. 

5. Administrative Management

• Supervise the Finance Manager and other staff in a variety of administrative and operational support to the Pastor, staff, committees, parishioners and the public.
• Working with appropriate staff, oversee the parish internal and external communications systems, including computer networking; internet access; parish website; and parish bulletin.
• Participate in relevant professional organizations and development programs, including those offered by the archdiocese, to enhance effectiveness as Director of Operations and Administration, as funds are available and approved by the pastor.
• Coordinate parish response to liability and legal concerns for Pastor, trustees, outside legal counsel or others as appropriate.
• Attend Pastoral Council meetings with the Pastor as necessary.
• Attend committee meetings as appropriate to the position.