Job Title: Operations & Project Coordinator

Full Time, 40 Hours / Week, Remote

Job Posted: July 14, 2025

About Us:

The CatholicPsych Institute empowers individuals and organizations to flourish by integrating authentic Catholic anthropology with sound psychological science. Our mission is to promote a Catholic standard for mental health and wellness through mentorship services, training programs, and resources that integrate faith, reason, and science to help people become who God created them to be. As a company, we are committed to ongoing conversion and growth, fostering a collaborative culture that blends professional excellence with spiritual values. Joining our team means embracing a mission to accompany others on the journey to becoming the fullness of who God created them to be.

Job Summary:

We are seeking a proactive and detail-oriented Operations & Project Coordinator to support and strengthen the internal operations that enable CatholicPsych to grow and serve more effectively. This role is central to maintaining clarity, structure, and accountability across teams by coordinating project workflows, documenting internal systems, and ensuring team communication is organized and efficient. The ideal candidate will think both critically and systematically—identifying gaps, streamlining processes, and creating scalable infrastructure that supports long-term mission growth. From managing tasks in our project management tool to documenting SOPs, supporting HR and onboarding systems, organizing shared drives, and tracking progress across departments, this position is vital to the day-to-day function and future-readiness of our organization. Success in this role will require initiative, precision, and a strong sense of ownership over both details and deadlines.

Key Responsibilities:

Project & Task Management

- Input and manage team tasks in the project management tool (e.g., ClickUp), ensuring deadlines, assignments, and priorities are accurate and consistently updated.

- Monitor progress across departments, surface blockers, and follow up to ensure project timelines are met.

- Support the Director of Operations in coordinating cross-functional workflows and task alignment.

Documentation & Internal Systems

- Document and maintain Standard Operating Procedures (SOPs) for internal communication, HR onboarding/offboarding, document organization, and team operations

- Maintain clear, organized, and accessible shared drives, folders, and operational templates.

- Ensure that process documentation remains current, consistent, and actionable.

Administrative & Meeting Support

- Take clear, concise meeting notes and track follow-ups through to completion.

- Assist with coordinating internal meetings, agendas, and asynchronous communication.

- Support onboarding workflows and update training resources as needed.

Operational Research & Continuous Improvement

- Research tools, vendors, and systems to improve internal workflows and operations.

- Identify pain points in communication, systems, or task flow and propose actionable improvements.

- Support internal audits of tools, systems usage, and SOP adherence.

Qualifications & Skills

- 2+ years in operations, project coordination, executive support, or similar roles.

- Strong experience with digital tools (e.g., Google Workspace, ClickUp/Asana, Slack, Chat GPT, Claude AI).

- Excellent organization, attention to detail, and ability to manage multiple priorities.

- Professional, warm communication in written and verbal formats.

- Discretion when handling sensitive information.

- Commitment to the mission and values of CatholicPsych.

Core Competencies

1. Work Ethic – Shows up consistently with focus, follow-through, and a commitment to doing the work well—even when no one is watching.
2. Attention to Detail – Notices small discrepancies, avoids careless mistakes, and ensures clarity and accuracy across systems and documents.
3. Organized – Structures time, tools, and information in a way that promotes clarity and efficiency for the whole team.
4. Efficient & Effective – Uses time and tools wisely to get the right things done with minimal waste or delay.
5. Proactive – Anticipates needs, prevents problems before they arise, and seeks out ways to improve systems without being asked.
6. Self-Motivated – Takes initiative, manages priorities independently, and thrives in a self-directed, remote environment.

Initial Engagement & Trial Period

This position will begin as a contract role for a 3-month trial period at a reduced hourly rate. During this time, the Operations & Project Coordinator will be onboarded, integrated into current systems, and begin supporting live projects and internal initiatives. The trial period is designed to ensure mutual fit and mission alignment. At the end of the 3-month period, pending performance and organizational fit, the role will transition into a full-time salaried position with long-term potential and an increased compensation package.

How to Apply

To apply for this position, please submit your documents using the job application form. We ask applicants to provide a resume and cover letter and complete a sample project. Instructions for the sample project can be found here. Applications will be reviewed on a rolling basis until the position is filled.