Administrative Manager - Porta Caeli House


Job Type: Ministerial

Reports to: Director - Porta Caeli House

Position Description

This full-time, benefited position is responsible for fulfilling a variety of tasks which support the ongoing operation of Porta Caeli House (PCH). Key responsibilities include managing the budget, community relationships and non-clinical functions of the house; continuing to grow, develop and strengthen the PCH volunteer program; and participating in on-call rotation with other staff members.  This position will work with the Clinical Manager to set and reach program goals and ensure the PCH mission is carried out.

As a ministerial representative of Porta Caeli House and Catholic Charities of Eastern Oklahoma (CCEOK), it is expected that both professional and social behavior be aligned with the ethical and moral standards of the Catholic Church.


  • Pray daily for the needs of the poor, guests, families, staff and volunteers; opportunities include personal prayer, daily Mass, and/or adoration
  • Facilitate a positive work environment by encouraging cooperation and collaboration among staff and through emphasizing the spiritual principles and mission of Catholic Charities
  • Act as the primary point of contact for PCH volunteers and oversee all PCH volunteer functions
  • Continually assess and optimize volunteer utilization in collaboration with the Clinical Manager
  • Ensure volunteer requirements (such as Food Handler permits) and records are kept up to date
  • Collaborate with Catholic Charities’ Volunteer Program staff to ensure the PCH volunteer program is in alignment with overall CCEOK policies and goals
  • Manage on-call program and schedule. Participate in on-call rotation to support evening and weekend staffing and facility needs. While on call, the Coordinator is the primary contact during evenings and weekends to address unscheduled staffing or facility issues. On-call coordinators rotate responsibility on a weekly basis. The on-call coordinator assures a PCH Medication Caregiver or third party agency representative can fill an unexpected open shift and answers questions from on-duty staff or other inquiries outside typical weekday business hours.
  • Engage with the community to promote awareness of PCH and end-of-life education
  • Plan/coordinate the bi-annual Remembrance Ceremony as well as other events
  • Assist with development of the annual budget; manage expenses to within budget
  • Track and maintain financial and organizational data and records to assist with program management and report to internal and external stakeholders
  • Execute agreements with new hospice agencies and ensure existing contracts and insurance certificates are current
  • Maintain office and household supplies and equipment
  • Assist maintenance with development and implementation of safety procedures for guests, visitors, and staff
  • Perform other relevant administrative and Caregiver duties as requested/required


  • Excellent communication and interpersonal skills
  • Ability to work well with others or independently
  • Ability to cope with family emotional stress and be tolerant of individual lifestyles
  • Ability to problem solve, work in stressful environment, and respond positively to change
  • Proficient in using Microsoft operating systems i.e. Word, Excel, PowerPoint as well as the ability to learn other systems critical to job function


  • Willingness to serve others while fulfilling the mission and values of PCH and CCEOK
  • Outgoing personality, positive attitude, patient, hospitable, compassionate and flexible
  • Ability to work a flexible schedule at times, including nights and weekends
  • Willingness to learn how to articulate Catholic social teaching with a commitment to its application in the job function
  • While performing the duties of this job, the employee is regularly required to sit, stand, walk, stoop, kneel and or crouch
  • Could be exposed to blood, body tissues and fluids, airborne contaminants, as well as other hazardous waste materials
  • With the assistance of others or equipment, could be required to lift and/or move up to 250 pounds using proper body mechanics