Job Title: Area Office Administrator
Full-Time
Job Description:
- This position provides administrative support, enabling the Young Life Lafayette area office to function in an organized and efficient manner
- Responsibilities:
- Written and Verbal Communication
- Answer correspondence, do filing and prepare mailings
- Answer phones
- Respond to voicemail, email and phone calls in a timely and professional manner
- Gather articles, pictures, layout, production, mail, etc. for the newsletter from area staff
- Create club/event postcards, flyers and/or maps
- Send prayer emails and monthly updates
- Send personal support mailings
- Create and maintain the area mSite
- Send thank you letters to donors
- Interact with the area office assistant, area directors, area committee, volunteer team leaders and leaders in the 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 the area donor database on a regular basis
- Enter club card data into the kid database
- Update the parent database
- Maintain the newsletter recipient list
- Create and maintain the banquet invitation list
- Update contacts in Palm/Outlook
- Update email 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 (PARs) and required documents to hire or terminate area staff and forward to the 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
- 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 the guest list, table sponsors, RSVP list and donations received from the banquet
- Coordinate with table hosts about their invitation lists
- Mail invitations
- Send thank you notes to banquet donors
- Track table sponsors
- Provide training to the area office assistant, area directors, area committee, volunteer team leaders and leaders on various items, processes and applications related to field administration
- High school education or its equivalent
- Associate's 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
Apply online at https://tinyurl.com/m8694m8.
Date Posted: 4/21/17