New Canaan Area Admin

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.
    • Sent personal support mailings.
    • 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.
• 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.

Education and Experience

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

Required Experience

• 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.