Catholic Religious Education Coordinator K-5

Ramstein Air Force Base Chapel Catholic Religious Education

19 Sep 2019

Ramstein Air Force Base Chapel

Catholic Religious Education



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

1.  Title.  Catholic Religious Education Coordinator (Kindergarten - Grade 5)

2. Scope of Responsibilities. 

Work closely with the Chaplain to ensure budgets, program schedules, publicity, and other required items are developed and implemented. Foreign nationals are NOT eligible due to the more than incidental contact with minors. The RE Coordinator shall have at least 12 months retainability, provide all personnel, labor, materials, and transportation to provide non-personal service in support of the Ramstein Chapel. The Coordinator shall serve as coordinator, teacher, facilitator, and organizer of the religious education (RE) program for students in Kindergarten through Grade 5.

2.1. This is a non-personal service contract to perform duties as the RE Coordinator. The U.S. Government shall neither supervise nor control the method by which the RE Coordinator performs required tasks. It is the responsibility of the RE Coordinator to guard against any actions that are of the nature of personal services or give the perception of personal services. If the RE Coordinator feels that any actions constitute or are perceived to constitute personal services, it shall be the RE Coordinator’s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy/decision making or management nature (e.g. inherently governmental functions). All decisions relative to programs supported by the RE Coordinator shall be the sole responsibility of the U.S. Government.

3.0. Education and Experience. RE Coordinator must:

3.1. Possess a minimum of 2 years of Catholic RE leadership experience, preferably directing a Catholic RE program in a large Catholic Church or military chapel setting.

3.2. Be fluent in reading, writing, and speaking English in order to perform all outlined responsibilities.

3.3. Possess at least 2 years of experience using Microsoft Office functions.

3.4. Possess and demonstrate an understanding of the basic doctrines and worship practices of the Catholic faith.

3.5. Skills.  Coordinator must possess the following abilities:

3.5.1. Interpersonal: Constructively work well with others in a multi-faith environment.

3.5.2. Professional: Efficiently organize and manage diverse program elements.

3.5.3. Communication: Clearly communicate, orally and in writing, the needs and goals of the Catholic RE Program to chapel staff, volunteers, and customers.

3.5.4. Computer: Working knowledge of computers in order to perform all administrative tasks.

3.5.5. Budget: Understand the basics of planning, developing, and executing a budget.

4.0. General Responsibilities. RE Coordinator shall:

4.1. Be responsible to develop and maintain the Ramstein Chapel Catholic RE Program for children in Kindergarten through grade 5.

4.2. Submit to the Chaplain an annual RE calendar and budget for approval.

4.3. Ensure facility requests for RE programs, occurring in Chaplain Corps facilities and in other base facilities, are filled out and submitted to the Chaplain Corps staff to be processed in a timely manner.

4.4. Coordinate and arrange effective advertisements of RE programs and events.

4.5. Coordinate all support requirements with the Chaplain.

4.6. Coordinate and ensure that all purchase requests for RE programs are properly completed and submitted in a timely manner.

4.7. Attend all requested meetings to report on RE activities, events, and budget updates.

4.8. Assist the Chaplain in developing the following in regards to RE Coordinator programs as appropriate: annual calendar of events, Chapel tithes and offerings fund budget, appropriated fund budget, and core volunteer training requirements.

4.9. Coordinate with the Chaplain and chapel volunteers to create effective RE programs for the Catholic faith group.

4.10. Provide recommendations for annual volunteer recognition to the Chaplain.

4.11. Utilize the chain of command to resolve conflicts starting at the lowest possible level.

4.12. Provide a replacement (substitute/sub) to ensure 100% coverage for all delineated responsibilities. The sub shall meet or exceed the qualifications of the RE Coordinator and must have obtained background check clearance. The RE Coordinator shall not employ/sub-contract any person to perform any of work required without prior approval from the Chaplain and Branch Chief; coordinated with the Chaplain at least 14 days prior to the start of performance by the approved sub. Approval of a sub will be handled on a case by case basis.

5. Specific Responsibilities. RE Coordinator shall:

5.1. Ensure recruiting, training, and managing of volunteers for their Catholic RE programs.

5.2. Be accountable for opening, restoring to its neutral setting, cleaning, and securing any facilities used for RE programs and events.

5.3. Ensure that background check qualified, adult supervision and leadership are present at least 30 minutes prior to scheduled start times of all RE activities and will remain present until the last participant under the age of 18 has departed.

5.4. Ensure compliance with rules/laws in regard to use of any copyrighted materials.

5.5. Maintain a professional attitude and environment to include hygiene and appearance.

5.6. Ensure all applicable facilities (i.e. Youth Center, classrooms, and local elementary schools) are opened, equipped, and ready for use prior to the start of RE programs for all Catholic RE programs.

5.7. Provide and maintain an adequate level of supplies and inventory of consumable materials, RE resources, and equipment. A report shall be submitted to the Chaplain or designee by 1 March of each year.

5.8. Coordinate and facilitate the annual Vacation Bible School (VBS), or equivalent, program with other contractors as applicable.

5.9. Record attendance at all RE programs and events and report numbers to the Chaplain within 2 days of an event’s conclusion.

5.10. Maintain a continuity file for RE program; submit after-action reports electronically to the Chaplain for all Catholic RE programs within 5 calendar days following the close of each event outside of weekly RE classes.

5.11. Maintain electronic attendance records: names, dates, and rosters of all participants and volunteers for the review of the Chaplain.

5.12. Ensure execution and electronic tracking of the approved budget.

5.13. Prepare sacramental records for submission to the Archdiocese for the Military Services, USA (AMS) and notification to Church of baptism of individuals receiving sacraments.

6. Criminal History Background Check. RE Coordinator shall:

6.1. Submit completed background check applications to the Chaplain Corps background check program manager for processing within 30 days of hire. It is mandatory that all contractors working with children under the age of eighteen (18) undergo a background check investigation in compliance with DoDI 1402.5, Criminal History Background Checks on Individuals in Child Care Services, and AFI 52-101. The Chaplain Corps shall reserve the right to terminate the contract on failure of a successfully completed background check. The Music Director shall be within sight and continuous supervision of a Chapel staff person whose background check has been completed, a chaperone, or parent/guardian, until such a time as completed favorable background check has been received.

6.2. Derogatory information on background checks can be grounds for automatic termination as referenced in DoDI 1402.5. All other derogatory information must be reviewed and approved by the Senior Installation Chaplain. The RE Coordinator may be responsible for the re-procurement costs of a new contract.

6.3. Have the right to obtain a copy of any background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

6.4. Re-accomplish a complete background check in the event of a break in U.S. Government service.

6.5. Ensure all volunteers working with youth below 18 years of age receive a background check as described in DoDI 1402.5, Criminal History Background Checks on Individuals in Child Care Services, or applicable AFI. The RE Coordinator will also ensure that each volunteer remains under Line of Sight Supervision until such a time as the volunteer receives a ‘favorable’ background check as notified by the background check monitor. There is no charge to the RE Coordinator for these Criminal History Background Checks.

7. Duty Hours. RE Coordinator shall be required to be present for the following:

7.1. Normal office hours will be set between 0730 and 1630 during the work week (Monday through Friday).

7.1.1. Approximately 80-100 hours per month.

7.1.2. The core work hours are 16 hours on site during normal office hours and 4 flex hours for weekends and events that fall outside normal duty hours for a total of 20 hours per week. Hours may be reduced when RE classes are not in session or when RE events (e.g. VBS or equivalent program) are taking place.

7.1.3. Certain seasons of the year require more hours. These seasons include Christmas, Vacation Bible School (summer), and Easter.

7.2. Absences due to illness or family emergency will be dealt with on a case by case basis.

7.3. Changes to work location or work hours must receive prior approval no later than 14 days in advance from the Chaplain prior to advertisement or implementation unless it is an illness or family emergency. All email correspondence regarding changes shall be sent via email (courtesy copied) to the Branch Chief for coordination.

8. Other.

8.1. Taxes. The RE Coordinator will be responsible for filing any applicable social security, federal, state or host nation taxes. Coordinator will also obtain any applicable business licenses and registrations and otherwise compliance with host nation law.

8.2. Government Furnished Property. The Government will provide office space with a desk, chair, computer, printer, filing cabinets, phone, and expendable office supplies necessary to perform services. Keys will be provided for necessary access.

8.3. Quality Control. The respective Chaplain or his/her designee will monitor and inspect the Coordinator’s performance. Coordinator will be notified in writing of any and all noncompliance and will be given an opportunity to correct nonconforming work. Coordinator will be given an opportunity to respond in writing to any notice of noncompliance within 10 calendar days of notice. Failure to adequately correct nonconforming work will be forwarded to the contracting office.

8.4. Conflict of Interest. Due to the potential for the appearance of conflict of interest, the following regulation applies as stated in AFI 52-105, Chaplain Corps Resourcing, Conflict of Interest.

8.5. Hours of Operation. Normal Ramstein Chapel workdays are Monday through Friday except US Federal Holidays and family days (per USAFE-AFAFRICA Family Day Program Calendar). Hours of operation for Chapel staff are from 0730 to 1630 Monday through Friday. Regular meetings will not be held during the below US official holidays. Federal holidays are as follows: New Year’s Day January 01, Martin Luther King 3rd Monday of January, Presidents Day 3rd Monday of February, Memorial Day Last Monday of May, Independence Day July 04, Labor Day 1st Monday of September, Columbus Day 2nd Monday of October, Veterans Day November 11, Thanksgiving Day 4th Thursday of November, Christmas Day December 25.

8.6. Crisis. Performance of services during crisis declared by the national command authority overseas Combatant Commander.  Coordinator access to the installation may be denied during a national emergency or crisis situation called by national command authorities, or overseas combatant commanders. Such circumstances are deemed beyond the government's control and access to the installation may be limited in such circumstances on the basis of public safety and installation security. Should limited access be necessary, the responsible squadron will inform the contactor in writing and identify the date when services may resume, if possible. Coordinator will not be held liable for lost time during these situations.

8.7. Inspections. The Contracting Officer and chapel staff may inspect files and records, and observe the Coordinator at any time to assure that the programs and services are operating in accordance with all requirements.

8.8. Keys. Coordinator shall establish and implement methods of making sure all keys/combinations issued to the Coordinator by the government are not lost or misplaced and are not used by unauthorized persons and all keys are returned upon contract termination.

8.8.1. Coordinator shall not duplicate any keys issued by the government. Coordinator shall immediately report to the Chaplain any occurrences of lost keys. In the event keys, other than master keys, are lost the RE Coordinator may be required, upon written direction of the Chaplain, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Coordinator. In the event a master key is lost the government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due the Coordinator.

8.9. Funds. All non-appropriated monies used to implement and/or execute events and activities not directly and specifically funded for in the appropriated fund contract, i.e. contributions, donations, fund-raisers, participant tuition, designated offerings, gifts, scholarships, etc., will be processed by and maintained by the Ramstein Chapel Tithes and Offering Fund (CTOF). The Coordinator, being part of the chapel program, is allowed to organize a fundraiser, if approved by the Senior Installation Chaplain and the Installation Commander (or delegate), prior to conducting a fundraiser. All funds collected must support a Chaplain Corps program and must be deposited into the installation’s CTOF in accordance with AFI 32-3101, AFI 52-105, and the 86 AW/HCOI 52-105. The RE Coordinator will maintain an accounting of all funds received and spent, including receipts and they shall be made available to the Government for quarterly review throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract

DEADLINE: August 10, 2019.  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 "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: (scroll down to “Ramstein Air Force Base Chapel”).  Your application must include three (3) references 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.