Area Administrator San Jose Capernaum

Job Specific Working Conditions

We're looking for an experienced, self-motivated, professional administrator to join our team as we serve students with special needs. A local person is necessary for this role as there are facilities to manage, along with a small fleet of vehicles to maintain. Our staff team is made up of an Area Director and Staff Associate who continue to grow the ministry in the founding Area for Young Life's Capernaum ministry.

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.
    • 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.
    • Sent 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.
      • 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.
      • Create and maintain banquet invitation list.
      • Update contact in Palm/Outlook.
      • Update e-mail distribution lists: club kids, campaigners, committee, leaders and prayer partners.
• Event Administration
  • 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.
          • 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.

Education and Experience

• 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.