Our Lady of Mount Carmel
Director of Administration
October 2025
Purpose:
We believe that forming loving disciples who transform the world begins with a staff of growing disciples who are mission-driven and serve together in love and unity. The Director of Administration promotes a spirit of discipleship, collaboration, and accountability to ensure the most effective use of staff and facilities for achieving the mission of the parish.
Position Overview:
The Director of Administration assumes day-to-day leadership and oversight responsibility for the parish and staff by maintaining a vibrant and mission-driven parish culture, stewarding a collaborative strategic vision, serving as the parish stakeholder within our schools and the broader civic community, and ensuring compliance with canonical, archdiocesan, and other applicable regulations. The Director of Administration supports the Pastor in overseeing the stewardship of all parish temporal goods and operations, including financial oversight, personnel administration, property and facilities management, vendor and contractor supervision, and coordination of day-to-day operations of the parish, including the retreat house and rental properties.
Reports to: Pastor
Work Location: 627 E 187th St, Bronx, NY 10458
Responsibilities:
Finance and Accounting
- Implement and maintain compliance with Archdiocesan Financial Policies and
Procedures. - Establish and monitor internal control systems and cash management procedures.
- Prepare weekly deposits for the bank and scan monthly deposits for the accountant.
- Reconcile credit card expenses.
- Control income from retreat house, rental properties (buildings, parking lot), and automatic payments.
- Process and track all invoices and expenses.
- Review and manage monthly utilities (electricity, gas, oil, etc.).
- Maintain proper documentation for income including wills, donations, grants, fundraisers, rental income, and capital campaigns.
- Prepare annual financial reports for parishioners and submit to the Archdiocese.
Property and Facilities Management
- Develop and maintain business plans and cost-benefit analyses for rental properties.
- Maintain lease agreements and compliance with insurance and legal policies.
- Oversee annual inspections and maintenance:
- Elevators
- Fire extinguishers
- Exhaust hoods
- Boilers
- A/C systems
- Roof drainage systems
- Local Law compliance (energy, parapets, retaining walls, gas pipes)
- Fire Department permits (occupancy, boilers, A/C)
- Supervise maintenance employees and contractors.
- Maintain list of emergency service providers (plumbing, electrical, etc.).
- Obtain and evaluate at least three bids for major projects.
- Respond to city violations and coordinate necessary remediation.
- Review contracts for services like pest control, snow removal, and security systems.
- Evaluate the use and usefulness of facilities and develop proposals for underused assets.
- Oversee the cleanliness of all the spaces and their adequate maintenance
Office and Systems Management
- Administer all third-party relationships (vendors, suppliers).
- Interface with Archdiocesan departments for professional support in insurance, real
estate, human resources, legal, and fundraising matters. - Manage parish computer and IT systems.
Human Resources
- Implement and annually review employee policies and the parish employee manual.
- Maintain employee vacation records.
- Prepare and update job descriptions, salary scales, and benefit structures.
- Conduct annual performance reviews.
- Ensure that staff duties are aligned with parish mission and that compensation is market appropriate.
Purchasing and Inventory
- Develop and maintain inventory lists for sacristy, cleaning, and maintenance supplies.
- Oversee monthly inventory reviews.
- Approve purchases, including electronic platforms like Amazon.
- Source and maintain relationships with vendors and suppliers.
Other Administrative Responsibilities
- Maintain up-to-date documentation for:
- Water bill exemptions (every two years)
- Property tax exemptions (annually)
- Request city permits for parish events such as processions or festivals.
- Manage Retreat House bookings.
Competencies and Attributes:
- Able to concurrently manage multiple priorities, events, and programs.
- Strong project management skills
- Proven success supervising diverse personnel in a fair, just, and consistent manner.
- Expert knowledge of current standard business software (Microsoft Office, Google Suite) and ability to quickly learn new applications, including CRM (Flocknotes) and accounting software (Parishsoft).
- Capacity to collaborate across diverse areas of parish ministry: liturgical, ministerial, pastoral, and executive.
- Ability to successfully and efficiently delegate responsibility and authority.
- Competency in financial management, including budgets, projections, and goal setting.
- Ongoing commitment to living and growing as a disciple.
- Invests in others and empowers them for ministry.
- Open-minded and forward-thinking, seeking input toward creative solutions.
- Team player, promoting cross-department collaboration.
- Leads with empathy, supporting the emotional and spiritual health of staff and volunteers.
- Commitment to employee growth through professional and spiritual development.
Education, Skills, and Experience:
- Preferred Master’s degree in related field (e.g., MBA, MPA) or equivalent education and
experience. - Parish Business Administration Certificate or equivalent preferred.
- Preferred ten years of relevant leadership and management experience in a nonprofit
setting—preferably within a faith-based organization. - Active Catholic, registered member of a parish, with the desire to continue growth in the
faith - Bilingual: Fluent in English and Spanish (spoken and written).
- Ability to work collaboratively with clergy, staff, and volunteers.
Compensation range for this position is $65,000 – $85,000 annually.
This position is considered exempt and not eligible for overtime.
Interested candidates should send a resume and any questions to:
[email protected]