Area Administrator - San Jose

Job Specific Working Conditions

Salary is commensurate with experience and negotiable. Pay is starting at $22 per hour, with an additional cost of living allowance included. Depending on the season, the ideal candidate would be available 10-15 hours a week.

About the Role

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

Responsibilities

• 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.
• 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.
  • Maintain contact databases including the following:
    • Update area donor database on a regular basis.
    • Enter club card data into kid database.
    • Update parent database.
    • 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.
  • C. 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.
      • Cookinate with table hosts about their invitation lists.
      • Mail invitations.
      • Send thank you notes to banquet donors.
      • Track table sponsors.
    • 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.

    Requirements

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

    Qualifications

    • 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.

    Skills

    • Microsoft Office Suite proficiency.
    • Strong organizational and administrative skills.
    • Excellent written and verbal communication skills.
    • Ability to manage multiple tasks simultaneously.
    • Attention to detail and confidentiality.
    • Basic accounting knowledge.
    • Customer service skills.

    Benefits

    Not specified.

    Pay

    Starting at $22 per hour, with an additional cost of living allowance included.

    Schedule

    Depending on the season, the ideal candidate would be available 10-15 hours a week.