St. Anne Roman Catholic Parish
JOB DESCRIPTION

Title: Sacred Music Administrative Coordinator (Part-Time)
Department: Music
Supervisor: Director of Sacred Music
Contact: Claire Halbur (claire h @ stanneaz.org/remove spaces)
Date posted: January 20, 2026

Purpose and Scope
To support the liturgical life of the parish, this part time position (20-28 hours/week), under the supervision of the Director of Sacred Music, assumes the responsibility of assisting the director in the varied and numerous administrative and musical aspects of Saint Anne’s large, multi-generational sacred music program: supporting music office communication and collaboration with volunteers, cantors, choir members, choir parents, accompanists, instrumentalists, and parishioners; working behind the scenes on key organizational program elements; and assisting with setup, cleanup, and logistics of weekly rehearsals when needed. Schedule flexibility preferred (to be discussed further during interview).


Essential Job Functions
• Assist with building and maintain the parish’s vast music library.
• Assist with coordination of choir google calendars and parish calender for music department activities.
• Assembly and distribution of music packets for cantors, choristers, accompanists, and instrumentalists.
• Custody and maintenance of digital audio library along with regular upkeep (for each block/holy day) of all choir practice playlists.
• Weekly preparation of accompanist binder with all necessary scores.
• Regular preparation and printing of Orders of Worship for Sundays and holy days, and oversight of setup/distribution/cleanup.
• Assist with preparation and coordination for special events, including Spring Concert, youth bootcamps, choir festivals and retreats.
• Help onboard new choir members with calendar/Flocknote/playlist.
• Data entry and record-keeping for choir rosters and attendance, when asked.
• Score preparation, as asked by director.
• Flocknote communications, as asked by director.
• Printing and posting of regular music block schedules to determined locations.
• Printing of monthly clergy schedule for director and assistant.
• Interfacing with accompanists and cantors regarding scheduling and repertoire.
• Annual SET communications, collaborative record keeping with SET coordinator, and face-to-face interviews with new adult volunteers.
• Collaboration with key volunteers on youth choir uniform processes and records (beginning of choir season).

Additional Job Functions
• Draft work on music repertoire lists and schedules, when requested.
• Development projects for music department, including but not limited to wedding/funeral forms and score collections, congregational pew resources, and cataloging digital music files.
• Coordination, when delegated, to book music personnel for weddings and funerals or to interface with couples/families on music questions.
• Assistance in processing music office event/uniform fees and invoices, when needed.
• Performs any other job-related duties as directed by the supervisor, administrator, or pastor.

Knowledge, Skills and Abilities Required
• Ability to maintain a cooperative attitude and effective working relationship with parish employees, volunteers, and parishioners.
• Adapability to the varied needs of a large-scale music program.
• Efficient and reliable completion of and communication around assigned duties.
• Ability to constructively receive direction and correction from supervisor(s).
• Consistently organized time management and task follow-through.
• Strong computer skills to be applied to Microsoft Word, Excel, Google suite, Dropbox. Capacity to learn other design and/or notation softwares, including Source & Summit for Order of Worship layout.
• Healthy attention to detail.
• Music literacy in treble, bass, and chant clefs (to understand library scores).
• Basic keyboard knowledge (sufficient to play a single line melody or part for score analysis or making practice tracks).

Bonus Skills (not required but candidate may be asked to develop):
• Ability to notate and edit scores in Finale and/or other notation softwares.
• Competency to learn Gregobase chant engraving (if skill not yet aquired).
• Competency to learn basic audio track editing (ie splicing).
• Familiarity with Canva and/or other design softwares for basic visual graphic projects.


Minimum Qualifications
• Undergraduate degree preferred.
• Practicing Catholic living in fidelity to the Church.
• Volunteer and/or work experience in office environments (minimum 2 years).
• Safe Environment compliant as per the Diocese of Phoenix.


Interested candidates, email resume and cover letter to Claire Halbur, Director of Sacred Music.

Parish website: www.stanneaz.org
This "trailer" showcases the rich liturgical life of St. Anne, Gilbert: 2024 Midnight Mass