Sacramental Record Keeper Full Time

Position Summary

• The Sacramental Records Coordinator is responsible for the accurate recording, maintenance,
  and administration of all sacramental records for the Saint Paul’s Catholic Student Center (St.
  Paul’s) community.
• This role ensures that all sacramental documentation complies with diocesan and canonical
  requirements, maintains secure archival systems, and assists students, parishioners, and clergy
  with sacramental documentation and preparation processes.
• The position supports the pastoral mission of St. Paul’s by facilitating sacramental life for
  university students and the wider Catholic community.

Core Responsibilities

• Sacramental Recordkeeping & Archives
• Maintain official sacramental registers and databases for:
  • Sacraments of Initiation (Baptism, Confirmation) through OCIA (Order of Christian
    Initiation of Adults)
  • Sacrament of Matrimony
• Accurately record sacramental celebrations in official sacramental registers.
• Maintain both physical sacramental registers and digital database records.
• Ensure sacramental records comply with Canon Law and diocesan recordkeeping policies.
• Securely maintain sacramental archives and ensure proper preservation of records.
• Record sacramental notifications from other parishes and update sacramental registers
  accordingly.
• Maintain backup copies or digital records when required by diocesan guidelines.

Sacramental Documentation & Certificates

• Process sacramental certificate requests for students, alumni, and parishioners.
• Issue official sacramental certificates for:
  • Baptism
  • Confirmation
  • Marriage
• Verify sacramental status for:
  • Marriage preparation
  • OCIA candidates
  • Sponsors and godparents
• Maintain strict confidentiality and security of sacramental information.

OCIA / Adult Sacraments Administration

• The SRK trains the interns how to do this.

Marriage Preparation Documentation

• Assist clergy with documentation for marriage preparation involving university students and
  alumni.
• Collect required documents such as:
  • Recent baptism certificates
  • Freedom to marry forms
  • Pre-Cana or marriage preparation documentation
• Maintain organized marriage files in accordance with diocesan requirements.
• Coordinate communication with students’ home parishes when weddings occur outside the
  Newman Center.
• Student & Community Support
• Serve as a resource for students seeking sacraments while attending the university.
• Assist students who need sacramental records from their home parishes.
• Help students understand sacramental documentation requirements for marriage,
  confirmation, or OCIA.
• Provide hospitality and pastoral sensitivity when assisting individuals seeking sacraments

Database & Reporting

• First and foremost Ensure sacramental records comply with Canon Law and diocesan
  recordkeeping policies.
• Maintain sacramental data within the Newman Center parish management system.
• Track sacramental statistics for diocesan reporting.
• Prepare annual sacramental reports when required by the diocese.
• Maintain organized filing systems for sacramental paperwork and correspondence.

Collaboration

• Work closely with:
  • Chaplain / Pastor
  • Director of Campus Ministry
  • OCIA leadership team
  • Faith formation staff
  • Parish administrative staff
• Assist in coordinating sacramental celebrations with liturgy and ministry teams.
• Participate in staff meetings and planning related to sacramental life at the Newman Center.

Qualifications

• Practicing Catholic who supports the teachings of the Catholic Church.
• Strong understanding of Catholic sacramental theology and parish practices.
• Highly organized with strong administrative and recordkeeping skills.
• Ability to maintain strict confidentiality with sacramental records.
• Experience with parish databases or administrative systems preferred.
• Experience in parish ministry, campus ministry, or church administration preferred.

Key Competencies

• Exceptional attention to detail
• Recordkeeping accuracy
• Organizational systems management
• Strong interpersonal communication
• Administrative coordination
• Pastoral sensitivity when assisting students and families

Work Environment

• Office-based administrative role within a university Catholic center.
• Regular interaction with students, clergy, ministry staff, and parishioners.
• Some evening or seasonal workload increases during sacramental preparation periods (especially Easter Vigil and marriage preparation seasons)

Interested candidates please send resume and cover letter to operations@uwcatholic.org.