Area Office Administrator - Greater Holland Area

Job Specific Working Conditions

Greater Holland Young Life is seeking a part-time area administrator who would work closely with staff to support the area's administrative needs. This area administrator will be the information center of the area and thus play a key role. Keeping detailed information and being open to relaying necessary information to staff, volunteer leaders, students, parents and donors is vital to the health and success of the area.

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.

• 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.
  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.

• Accounting
  Pay bills, submit bank account records/purchase card expenses and donations and make copies, evaluate financial monthly status and update FDT each month.

• 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.
  Coordinate with table hosts about their invitation lists.
  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.

Working Conditions

Office environment.

Education

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

Experience

Required For The Job
Two to four years 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.

Company Information

Because of Young Life’s exclusive Christian purposes of evangelism and discipleship as set forth in its Articles of Incorporation and in these Bylaws, and to reflect what has always been and will continue to be the position of Young Life, specifically the Christian belief that each and every employee and volunteer of the corporation should minister as a servant of God with the primary responsibility of proclaiming the gospel of Jesus Christ and, as such, is an integral part of the Christian mission and ministry of the corporation, Young Life shall only employ individuals or enlist volunteer leaders who:

• (a) profess a belief in Jesus Christ as their personal Savior and Lord;
  (b) subscribe to the statements and policies required of all Young Life staff, including the Young Life Statement of Faith.

Therefore, employees and volunteers of Young Life, during working and nonworking hours, shall:

• (i) be ready, willing and able to fulfill such ministry functions as may be required by the organization;
  (ii) refrain from conduct and statements that detract from the biblical standards taught and supported by Young Life, and
  (iii) abide by all policies and practices of Young Life including, without limitation, those related to religious belief or ministry activities.