Catholic Pastoral Life Coordinator

The successful candidate for this position will be a 1099 contractor with Music Ministry International and be responsible for the following:

BACKGROUND INFORMATION: The purpose of the Catholic Pastoral Life Coordinator (hereafter referred to as the Coordinator) is to provide on-going professional support functions within the program of the Catholic parish. This Performance Work Statement includes programs and services, which are components of the Army Chaplains’ Corps and USAG Fort Campbell, Kentucky. The coordinator will have ministry of presence in the Catholic worship service. The coordinator shall identify all contract programs and services as being Chaplain Programs and services. The task will be completed modules as described below of those tasks assigned herein to supply a complete Catholic worship, sacramental and family life opportunity for the Catholic community to satisfy their religious exercise. These tasks will be in addition to and in support of those completed by the chaplain or religious affairs specialist.

WORK RESPONSIBILITY: The Coordinator shall perform all work and responsibility for planning, programming, administering, managing, and executing all functions necessary to provide the services specified in this PWS. The Coordinator shall conduct work in accordance with this PWS and all applicable United States (U.S.) and local laws, regulations, standards, provisions. The Coordinator shall ensure that all work meets the level of service, performance standards, or tolerances specified in the PWS or in applicable referenced documents. Some services under this Contract may be performed at designated facilities, or portions of installations, by in-house Government personnel.

ADMINISTATIVE RESPONSIBILITY: The Coordinator shall perform all related administrative actions required to provide services or perform work such as material requisitioning, quality control (QC), financial control, meetings, and correspondence. The Coordinator shall also maintain accurate and complete records, files, and libraries of documents to include all U.S, local regulations, standards, provisions, codes, laws, technical manuals, and manufacturers’ instructions and recommendations that are necessary and related to the functions being performed. The Coordinator shall compile historical data, prepare required reports, and submit information as specified by the Deliverable List presented in this PWS.

OBJECTIVES: Services rendered under this contract will provide for Catholic parish coordination for all Fort Campbell, KY Catholic communities.

Hours of Operation: The coordinator shall provide the services six (6) days per week, Sunday through Friday, except U.S. Federal Holidays. Normal working hours are between 0900 – 1400 hours; however the exact hours must be coordinated between the coordinator and the Catholic Chaplain. The coordinator is expected to be in the office during lunch as this is prime time for customers. The hours do not include the time allocated to support catholic programs or services as specified in this statement of work.

Special Qualifications: The coordinator shall be certified as a Religious Education (RE) Catechist with the Archdioceses of the Military Services (AMS), USA. The coordinator shall perform in accordance with this statement of work, be solely dedicated to this effort in a full time capacity, be responsible for the overall management and coordination of this contract, and shall be the primary point of contact with the Government. All services under this contract shall be performed by an authorized member of the Roman Catholic Church in keeping with the policies of the senior priest and the Archdiocese of Military Service. 

• Coordinator will provide own transportation.
• Coordinator will have CAC card  
• Coordinator will have experience in military chapel programs
• Coordinator will have knowledge of computer software programs to include Microsoft Office, Work Excel and Power Point.
• Coordinator will read, write and speak English fluently, clearly and with full comprehension.
• Coordinator will communicate effectively with chaplains, volunteers, and government representatives in English verbally and in written format (i.e. advertising and marketing, instructions, invoices, etc.).
• Coordinator will work with multiple congregations & faith groups and represent each faith group in a positive manner.
• Prior to award of the contract, the Senior Catholic priest will evaluate coordinator familiarity with Catholic doctrine and determine speaking and comprehension ability.
• Coordinator will have background check completed

Specific tasks

Coordinate Denomination Admin Support. This line item includes: Coordinate denominationally specific administrative support for Catholic Masses; Coordinate denominationally specific support for special events in the Catholic liturgical year such as Advent, Christmas, Lenten / Easter programs and holy days of obligation, etc; Coordinate the denominationally specific administrative support required for each event or activity; Coordinate and recommending readings, prayers and seasonal examination of conscience in accordance with liturgical norms for communal reconciliation services; Provide weekly “Prayers of the Faithful” and Parish Announcements for each Sunday and holiday Eucharistic celebration in accordance with Archdiocese of Military Service (AMS) directors and liturgical norms. Provide customer service as scheduled with Catholic Priest.

Maintain Official Church Correspondence: The coordinator is responsible for all correspondence to obtain sacramental records from the Archdiocese of Military Service. Further, the coordinator will conduct all other official correspondence with the Roman Catholic Dioceses throughout the world to obtain certificates, affidavits of sponsorship, and other ecclesiastical documents and decrees. The coordinator is also responsible to coordinate the certification of Special Ministers of the Eucharist between the Military Archdiocese and the parish. All this correspondence will be maintained in confidential Church files.

Maintain Parish Registration and Census database: The coordinator is responsible for the accurate registration of parishioners as soon as possible after they have arrived. The coordinator produces a semi-annual consolidated census and will observe the privacy regulations in its collection and maintenance. The coordinator accomplishes this registration by organizing and supervising on-going registration throughout the year and registration renewal at the August Parish Picnic.

Prepare and Publish Weekly Catholic Bulletin: The coordinator prepares and organizes the weekly bulletin for the Catholic Community. The coordinator emails the weekly bulletin to all registered members of the Catholic Community prior to the weekend Catholic Masses. The coordinator is the point of contact for all items or activities to be entered into the bulletin.

Sacramental Screening Requirements: Coordinate and conduct denominational specific pre-nuptial investigation reports in accordance with Canon 1066; Coordinate and notify the pastor/chaplain as soon as possible of the results of the pre-nuptial investigation by means of an authentic document (Canon 1070); Coordinate and apply pre-nuptial dispensations for mixed religion (Canon 1124); disparity of cult (Canon 1125); and from Canonical form (Canon 1127); Coordinate and establish the free status of the parties to marry according to the norms of law (Canon 1114); Coordinate and assist the petitioner’s request for special case dispensations (i.e. Pauline Privilege [Canon 1148]; Petrine Privilege or Favor of the Faita [Canon 1149]; Simple Convalidation [Canon 1159]; Radical Sanation [Canon 1161, 1162]; Coordinate and notify the pastor(s) of the place(s) of the spouse’s place of baptism about the marriage as soon as possible after the marriage (Canon 1122); Coordinate and notify the place of baptism that confirmation was conferred (Canon 895); Coordinate and provide baptismal preparation classes for expectant parents in accordance with church canons. Assist parishioners in obtaining baptismal certificates either from civilian parishes or through the AMS. When mailing official documents to parishioners responsible for locating originating baptismal church; research to obtain complete mailing address. All correspondence will be maintained in confidential Church files.

Coordinate Performance of Sacraments. Coordinate denominationally specific administrative support for Catholic Rites, Sacraments, and Ordinances; Conduct Parish-wide sacramental census; Coordinate parents meetings for sacramental preparation; Obtain and Maintain parish records for Catholic rites, sacraments, and ordinances; Coordinate the specific administrative support required for each event or activity; Coordinate and provide communion calls and visits to the sick; Operate a parish data system for tracking sacramental information and to coordinate with Archdiocese of Military Service (AMS); Coordinate and provide required RCIA, Pre Cana, parent and godparent baptism preparation certificate and records to PCS members as required.

Coordinate Diocesan Regulations and Requirements. This line item includes coordinate the specific administrative support required for each event or activity; Coordinate and compile Archdiocese of Military Service (AMS) required pre-nuptial certificates and affidavits; Coordinate and record the marriage in the AMS marriage register by fully completing the AMS record form and submitting it along with the pre-nuptial investigation of both parties to the AMS Chancellor; Coordinate and submit fully filled out AMS Baptism, Profession of Faith, First Holy Communion and Confirmation record forms to the AMS Chancellor within a week of the celebration of the sacrament; Coordinate and submit names of qualified persons who have been chosen, thoroughly trained and endorsed by the priest chaplain to AMS for appointment by the Arch bishop as Extraordinary Minister of the Eucharist (EME); Coordinate and provide sacramental marriage preparation classes that meet the specific requirements of the diocese in which the marriage will take place.

Coordinate Ecclesiastical Parochial Norms and Requirements. Coordinate denominationally specific support for the Catholic Parish Program with Catholic Chaplain and Catholic Parish Advisory Council; Coordinate denominationally specific administrative support for parish activities; Coordinate denominationally specific administrative support for the Catholic Parish Program Budget; Coordinate the specific administrative support required for each event or activity; Maintain records of all Catholic Parish programs to include number of volunteer hours utilized and number of persons attending each event; Advertise and promote Catholic Parish program activities by use of chapel bulletins, the post bulletin, bulletin boards, flyers, the community newspaper, and any other appropriate media; Maintain a list of prayer groups and provide appropriate seasonal themes and meditations for each; Send appropriate Mass Cards to bereaved congregation members; Coordinate and provide lay liturgical training in accordance with church regulations; Use media to keep the parish informed about church liturgical celebrations, preparation and requirements as mandated by Archdiocese of Military Service (AMS)

and local need; Provide Parish Council with an annual State of the Parish Report and forward copy to AMS.

Meet with Catholic Chaplain. The coordinator meets with the Catholic Chaplain weekly to review the delivery of the services and the program records and statistics. The coordinator will keep the pastor apprised of concerns and issues which may need to be addressed. These meetings will be approximately 1 hour each. The coordinator acts as intermediate person for those seeking aid from the pastor during times of need or crisis. The coordinator aids the pastor by checking pastors’ availability for appointments with parishioners. The coordinator will provide the pastor all necessary information regarding each appointment and meeting.

Catholic Religious Education Program  The Coordinator shall develop a Religious Education plan for each component of the Catholic Religious Education program (i.e. Sunday school, RCIA, First Communion and Confirmation) and ensure the following tasks are fulfilled in support of implementing these programs:

                                   -advertise and market the program 4-6 weeks prior to the event;

                                   -procure all materials, curriculum and supplies per government funds

                                   -include the event in all required briefs and reports.

                                    -establish and maintain student enrolment

Coordinator shall be present at each session to monitor and evaluate activities; setup all facility requirements for each session and secure facilities at the conclusion of each session. Program parameters: weekly sessions (30sessions), each session is 45-60 minutes in duration, volunteer teacher/leader student ratio max (children 2 to 7;teens 2 to 10; adults 1 – 25) and each student must be enrolled (name, age, grade of student, health concerns andparents contact information). If program uses less than maximum number of sessions (40) the additional units or sessions may be applied to additional events in support of this program.

Procure Religious Education Curriculum And Supply Needs. The Coordinator shall follow chapel procedures in procuring curriculum and supplies needed for Religious Education. The sponsoring chaplain determines curriculum selection. The Coordinator shall get input and feedback from congregational members and DRE before giving recommendations to the Chaplain(s).

Provide Parish Council Brief. The coordinator organizes, publishes and provides a copy of the parish council agenda to the assistant responsible for reproduction and mailing. The coordinator telephones or emails each member of the Council the week before the meeting to encourage attendance and attends the regularly scheduled and special session meetings of the council and executive committee. As soon as possible after these meetings, the coordinator coordinates with the Parish Council secretary to produce minutes of these meetings and distribute these minutes in accordance with the constitution and by-laws of the council. As the RE Coordinator, the coordinator shall also brief the results of past RE programs and events and highlight the projected upcoming contracted events. The Coordinator is not a voting member of the parish council.

Interested Candidates are requested to forward their resume together with three references from individuals who can attest to the candidate’s good work and steadiness.  Candidates who do not possess the specific attributes/qualifications in "Special Qualifications" above need not apply. This is a part-time position with compensation based on budget and the successful candidate’s experience and qualifications.  

Apply directly at: https://music-ministry.jobsoid.com (scroll down to “Ft. Campbell”) in order to expedite your application.  Your application requires providing reference information for (3) individuals including one priest or pastor who can attest to your abilities as they relate to this job posting.  References must include: name, title, organization, relationship to you, email address (necessary field) and phone number. Depending on security software, candidates are requested to monitor spam folders for further application communications from MMI.