Job Description
About the position
This position provides administrative support, enabling the Young Life field ministry area office to function in an organized and efficient manner. It is a seasonal part-time position. Responsibilities • 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.
• 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.
• 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, and Camp. • Track participation, payments, health forms and how much each kid has earned in fundraisers. • Send letters to parents about camp sign-bolthires, 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.
• 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. Requirements • High school education or its equivalent. • Two to four years previous administrative assistant experience preferred. • Ability to type 55 to 60 words per minute with few errors. • Proficiency in bolthires 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. Nice-to-haves • Associates degree preferred. • Ongoing education encouraged. Apply tot his job