Area Office Administrator I - Plano, Texas - Part-Time

Area Office Administrator I

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
• 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.
• 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.

Job Specific Working Conditions:

Plano Young Life is seeing a part-time employee to provide administrative and ministry support to the Area Director, helping the area stay organized and operate efficiently while supporting relationships with students, leaders, volunteers, parents, donors, churches, and community partners.

Key Responsibilities

• Administrative Support: Manage correspondence, email, mailings, files, databases, calendars, and basic financial and expense tracking.
• Communication: Prepare newsletters, prayer updates, donor communications, thank-you notes, flyers, postcards, and other area communications.
• Donor & Volunteer Care: Maintain accurate donor and volunteer information and assist with support mailings, thank-you communications, and relationship care.
• Events & Fundraising: Assist with planning, organization, and communication for banquets, golf tournaments, fundraisers, meetings, and other Young Life events.
• Camp & Student Support: Assist with camp registration, payments, forms, parent communication, fundraising, and other camp-related needs.
• Ministry Support: Participate in Young Life activities as appropriate and help build relationships with students, leaders, parents, churches, and community partners.
• Team Support: Work closely with the Area Director, committee, volunteer leaders, and Young Life staff to support ministry goals and keep area systems organized and current.
• Other Duties: Provide additional administrative or ministry support as needed.

Preferred Qualifications

• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Comfortable with Microsoft Office, email, databases, and basic technology
• Able to manage multiple priorities and maintain confidentiality
• Relational and comfortable working with both adults and students
• Self-motivated, dependable, and able to follow through
• Administrative or ministry experience preferred
• Personal commitment to the mission and values of Young Life and an active Christian faith