Area Office Administrator I - North Texas Capernaum
Young Life
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.
- 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.
- 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.
- High school education or its equivalent.
- Associates degree preferred.
- Ongoing education encouraged.
- 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.
5.Maintain contact databases including the following:
6.Human Resource for Regional Administrators
C.Event Administration 1.Coordinate area meetings, including:
2.Camp
3.Banquet/Golf Marathon/Auction
D.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:
Experience Required For The Job:
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