Young Life is a Christian organization focused on evangelism and discipleship. The Area Office Administrator I provides administrative support to ensure the efficient functioning of the Young Life field ministry area office.
Responsibilities
- Reporting Core Ministry Count (CMC) numbers
- Tracking attendance for Meetings (Team Meetings, Leadership, Committee, Events)
- Answering emails sent to Area Admin email account
- Process and track area donations
- Completing Expense Reports for staff and area
- Updating Area Website with upcoming events and links
- Updating Area Facebook Prayer Page with prayer requests
- Keeping volunteers up-to-date on required screenings/trainings
- Attending monthly Area Team Leader Meeting (first Thursday of month)
- Working with bus companies to secure buses
- Tracking registration, payments & health forms
- Communication with parents
- Communication with Table Hosts/Team Captains
- Tracking sponsorships and registrations
- Printing, stuffing and sending mailings
- Creating updated mailing lists that include new donors
- Communication with Leaders and Committee
- Securing locations for meals and other activities
- Finalizing attendance and rooming for area
- Attending the Weekend (minimum of Saturday)
- Communication with donors and businesses
- Requesting donations from businesses with online donation request forms
- Behind-the-Scenes Auction Admin on the night of the event
- Tracking registration, sign-up discounts, payments & health forms
- Tracking second-timer registration and training
- Organizing camp fundraiser details & communication
- Communication with camp in regards to contracts, forms and registrations
- Answer correspondence, do filing and prepare mailings
- Answer phones
- Respond to voicemail, e-mail and phone calls in a timely and professional manner
- Gather articles, pictures, layout, production, mail, etc. for newsletter from area staff
- Create club/event postcards, flyers, and/or maps
- Send prayer e-mails and monthly updates
- Send personal support mailings
- Create and maintain area M-Site
- Send thank-you letters to donors
- Interact with area office assistant, area directors, area committee, volunteer team leaders and leaders with area
- Process and track donations
- Maintain donor and leader databases, ensuring that leader forms, driver questionnaires and criminal background checks are up-to-date
- Manage monthly expenses and budgets, including area bank account records, FDT, area and staff expense reports
- Pay bills, submit bank account records/purchase card expenses and donations and make copies, evaluate financial monthly status and update FDT each month
- Update area donor database on a regular basis
- Enter club card data into kid database
- Update parent database
- Maintain newsletter recipient list
- Create and maintain banquet invitation list
- Update contact in Palm/Outlook
- Update e-mail distribution lists: club kids, campaigners, committee, leaders and prayer partners
- Track and report vacation, sick and personal days for eligible area staff
- Submit timesheets for hourly staff
- Complete Personnel Action Requests and required documents to hire or terminate area staff and forward to region for approval
- Coordinate area meetings, including: Area Staff Meetings, Area leadership meetings, Area committee meetings
- Track participation, payments, health forms and how much each kid has earned in fundraisers
- Send letters to parents about camp sign-ups, itineraries and health forms
- Responsible for fundraiser marketing
- Construct and distribute camp brochures
- Create invitations, banquet sponsor packet, table host packet, banquet program and donor cards
- Track guest list, table sponsors, RSVP list and donations received from banquet
- Coordinate with table hosts about their invitation lists
- Mail invitations
- Send thank you notes to banquet donors
- Track table sponsors
- Provide training to area office assistant, area directors, area committee, volunteer team leaders and leaders with various items, processes and applications related to field administration
Skills
- High school education or its equivalent
- Ability to type 55 to 60 words per minute with few errors
- Proficiency in Microsoft Office Suite (which includes Word, Excel, Outlook and PowerPoint)
- Strong organizational skills with attention to detail and processes with the capability of handling concurrent tasks and constant interruptions
- Good grammar skills and strong written and verbal communication skills
- Ability to maintain confidentiality
- Basic accounting skills
- Detail oriented multi-tasking ability
- Proven relational skills with both kids and adults
- Initiative with developing processes/systems around events – data organization and maintenance
- Great customer service skills
- Associates degree preferred
- Previous administrative assistant experience preferred
Company Overview
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