Area Office Administrator I - Summit County, CO (PT)

Summary

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

Essential Duties

• 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.
• 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.
• Administer 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 contacts for area in.
  • Create 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.
• Event Administration
  • 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 director, 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

  • 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), with proficiency in Salesforce, Workday and Adaptive a plus.
  • 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.
  • Able 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.