Area Office Administrator I

Area Office Administrator I

Summary: This position provides administrative support, enabling the Young Life field ministry area office to function an organized and efficient manner.

Essential Duties:

• Written and Verbal Communication
• 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.
• Administration
• 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.
• Accounting: pay bills, submit bank account records/purchase card expenses and donations and make copies, evaluate financial monthly status and update FDT each month.
• Maintain contact databases including the following:
• 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.
• Human Resource for Regional Administrators
• 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.
• Event Administration
• Coordinate area meetings, including:
• Area Staff Meetings
• Area leadership meetings
• Area committee meetings
• Camp
• 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.
• Communicate with camp regarding camp contracts, R2 deposits, A-forms, housing request forms and 10-day call-ins.
• Banquet/Golf Marathon/Auction
• 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.
• Training
• 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.

Working Conditions: Office Environment

Education:

• High school education or its equivalent.
• Associates degree preferred.
• Ongoing education encouraged.

Experience Required For The Job:

• Previous administrative assistant experience preferred.
• 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.