Administrative Assistant for Diocesan and Cathedral Music

Catholic Diocese of Arlington • Part-time • Arlington, VA, US • $26 - $30 / hour • 1w ago

POSITION SUMMARY:

Please include a brief cover letter with resume.

Part-time 20 hours a week

Diocesan and Cathedral Music enriches the liturgical worship of the diocese and the cathedral by providing beautiful music for major diocesan liturgies and all cathedral liturgies. It also provides musical support to clergy and musicians throughout the diocese.

The Administrative Assistant provides administrative and operational support to the Director of Music and other musicians on staff. This role is essential to ensuring the smooth daily functioning of the department and the successful and seamless execution of music for liturgies held at the Cathedral as well as diocesan liturgies which take place at the Cathedral and in other locations in the diocese.

PRINCIPAL DUTIES:

Liturgy planning and execution
- Assemble liturgy planning resources, both print and electronic (e.g., texts of antiphons and readings, choral and organ music from our print collection or online resources)
- Partner with the Director of Music to ensure every element of each liturgy is planned
- Manage processes and deadlines for diocesan and cathedral liturgy planning
- Distribute music plan and electronic music files to all musicians
- Compile music images, texts, and translations for diocesan programs in consultation with the Director of Music and the Office of Divine Worship; proofread programs
- Design, build, and print programs for Sunday and holy day liturgies for the cathedral (with the exception of liturgies at which the Bishop presides, which are created and printed by the Office of Divine Worship)
- Work with the Director of Music and the Office of Divine Worship to ensure uniformity/complementarity in programs for diocesan and cathedral liturgies

Office and resources management
- Manage all physical and electronic resources of the music department in conjunction with the Director of Music
- Coordinate contracts with the cathedral business manager, e.g. copier/printer, instrument maintenance.
- Schedule and provide logistical support for instrument maintenance (cathedral organ, practice organ, three cathedral and two school pianos)
- Purchase new music, manage accounts with distributors, manage use and distribution of music by all musicians
- In conjunction with the cathedral business manager and bookkeeper, assist the Director of Music in tracking expenses as well as preparing and adhering to the music budget
- Coordinate use of space in choir loft, music rehearsal room, and music workroom
- Transfer music and other supplies between rehearsal space/music workroom and the choir loft in the cathedral as necessary
- Coordinate the maintenance and storage of all physical and electronic files in conjunction with the Director of Music
- Coordinate with the Office of Divine Worship for the purchase and storage of resources for diocesan use
- Organize, store, and inventory the music for diocesan, cathedral, and youth choirs; instrumental music; and all liturgical music used by cantors and organists
- Coordinate logistics of Youth Choir program with the Director of Music and Youth Choir directors
Coordination of diocesan and cathedral choirs
- Coordinate auditions of singers
- Communicate on behalf of the Director of Music with choirs as a whole and with individual singers, including prospective singers
- Coordinate distribution and maintenance of choir robes
- Attend the beginning of Thursday evening and Sunday morning rehearsals to ensure singers have all the music and supplies they need and to maintain attendance records
- Coordinate rehearsal space and distribute/collect music and folders
- In conjunction with the Director of Music, coordinate and schedule special events (musical and spiritual retreat days, dinners)

Personnel
- Coordinate with the Office of Divine Worship and other diocesan offices to process payment for musicians for diocesan liturgies,
- In conjunction with cathedral business manager, coordinate all cathedral music employee onboarding
- In conjunction with the Director of Music, communicate timely information with music employees
- Secure substitute singers when needed, ensuring all necessary paperwork is completed and payment is requested/delivered
- Create regular schedule for cantors and organists, resolve schedule conflicts

Cathedral Concerts
- Maintain donor records and ensure timely communication with and expressions of gratitude to donors
- Act as liaison with guest artists
- Design, create, and print programs (including artist bios)
- In conjunction with the Concerts committee and/or volunteers, coordinate publicity, livestreaming, receptions, ushers/collection

Weddings and funerals
- Coordinate scheduling and other logistics with rectory office
- Design, create, and print programs
Development/communication planning and logistical coordination
- Coordinate with diocesan offices and cathedral rectory office regarding scheduling of events/spaces
- Coordinate with cathedral advancement director in creating bulletin announcements and other advertising for concerts or special events
- Create, update, and maintain online and social media music presence of diocesan and cathedral music
- Create, update, and maintain the music portion of the cathedral website in conjunction with the rectory office, partnering with the Director of Music to determine content
- Create, update, and maintain music content for the diocesan website in conjunction with the Director of Music and the Office of Divine Worship
- Communicate with cathedral facilities staff regarding all music department needs
Development and coordination of diocesan music efforts
- Facilitate communication with parishes and music directors
- Provide musical/liturgical/logistical support for parish music programs and any diocesan music events as needed
- Collect information from parish musicians regarding their music programs (hymnals or other resources used, structure of music programs)
- Maintain database of contact information for music directors

QUALIFICATIONS:

Knowledge/Skills:
- Proven experience as an administrative assistant or in a similar role
- Strong organizational skills with the ability to prioritize tasks efficiently
- Excellent communication skills, both written and verbal
- Ability to handle confidential information with discretion
- Detail-oriented with a high level of accuracy in work
- Ability to work independently as well as part of a team
- Ability to successfully navigate a fluid work environment
- Proactive – takes initiative to get things done without prompting
- Copes well in stressful environments, handles complex tasks
- Reliability – adheres to work schedule and assigned work is completed on or ahead of schedule
- Proficient in Microsoft suite (including Publisher) with proven ability to create documents, spreadsheets, presentations, emails, and programs; familiarity with additional publishing software (e.g., InDesign) is a plus
- Familiarity with Google Suite (Docs, Sheets, Slides) is a plus
- Understanding of the liturgical year and individual elements of the liturgy (or willingness to learn)
- Knowledge current common practices and resources for liturgical music in the Roman Catholic liturgy preferred
- Proficiency in music reading preferred

Education Required: High school graduate or equivalent; associate’s or bachelor’s degree preferred

Years and Types of Experience: Two to four years of administrative office experience, in a music or church setting preferred

Physical Demands/Working Environment:

Must be able to lift up to 30 lbs. Position requires regular navigation of stairs and daily movement between multiple locations on the cathedral campus.

Job Details

Regular schedule of 20 hours per week during business hours to be coordinated with the Director of Music; the majority of the hours will be during business hours, but the regular schedule will include hours on Thursday evenings and Sunday mornings to correspond to regular choir rehearsals