Area Administrator (Part-Time) Jobs

Description

East Clark County Young Life area is looking for a part-time office administrator. This position is approximately 5 to 10 hours per week with flexibility for increased hours during special fundraising and area events.

The ideal candidate must be a self-starter with a heart for service who can run a variety of projects and takes pride in high quality work. This person must also feel comfortable interacting/speaking with adults and students in a variety of situations like fundraising or seeing a group of students off to camp.

This is a large area with a long history of Young Life. We have suburban, small town and multiethnic ministries. Currently the area has one full-time staff. We currently have three high school ministries and three WyldLife clubs with a desire to grow into six high school ministries and six WyldLife ministries.

Responsibilities

Written and Verbal Communication

• Answer phones.
• Work with the assistant administrator to maintain the area website with accurate information and images.
• Interact with the area office assistant, area directors, area committee, volunteer team leaders and leaders with the area.
• Respond to voicemail, email and phone calls in a timely and professional manner.
• Coordinate the Quarterly Thank You program and write thank-you notes to donors with the rest of the staff.
• Answer correspondence, organize and maintain important documents and prepare mailings.
• Create club/event postcards, flyers and/or maps.

Administration

• Coordinate with the area director to keep the area calendar accurate.
• Maintain the committee and leader databases, ensuring that leader forms, driver questionnaires and criminal background checks are up to date.
• Process donations including checks received via mail and cash payments and donations.

– Coordinate the weekly area director to donor calls.

– Coordinate occasional area director meetings.

• Accounting: Pay bills, account for petty cash, maintain account of expenses from the Purchasing Card and turn in a monthly account on time.
• Maintain contact databases using YL Connect including the following:

– Become the staff and area’s point of contact about any issue with YL Connect.

– Enter club card data from students as necessary into YL Connect.

– Bi-annually coordinate merging accounts that are duplicated in YL Connect.

– Send newly acquired emails to the assistant administrator quarterly for communications.

– Create and maintain the banquet invitation list from the previous two years.

– Coordinate pictures and writing and mailing for the Quarterly Thank You program.

• Human resource for regional administrators.

– Submit timesheets for self.

– Complete Personnel Action Requests and required documents to hire or terminate area staff and forward to the region for approval.

Event Administration

• Coordinate area event locations, logistics to include food, and any necessary paperwork or awards.

Camp

• Communicate with the camp regarding camp contracts, R2 deposits, A-forms, housing request forms and 10-day call-ins.
• Coordinate camp Thank You follow-up from students.
• Track participation, payments, health forms and how much each kid has earned in fundraisers.
• Coordinate bus/boat and any other transportation including arrival and departure times and locations.
• Send communications to parents about camp sign ups, itineraries and health forms.

Banquet/Golf Marathon/Auction

• Create invitations, banquet sponsor packet, table host packet, banquet program and donor cards.
• Coordinate with table hosts about their invitation lists.
• Mail invitations.
• Send thank-you notes to banquet donors.
• Track the guest list, table sponsors, RSVP list and donations received from the banquet.
• Track table sponsors.

Training

• Provide training to the area office assistant, area directors, area committee, volunteer team leaders and leaders on various items, processes and applications related to field administration.
• Training will be provided to you from the area director and regional administrator, as well as national online support.

Qualifications:

Education

• Bachelor’s degree preferred.
• High school education or its equivalent.

Experience Required For The Job

• Commitment to team success.
• Strong organizational skills with attention to detail and processes with the capability of handling concurrent tasks and constant interruptions.
• Proven relational skills with both kids and adults.
• Great customer service skills.
• Ability to maintain confidentiality.
• Self-initiative approach to duties.
• Adaptable at learning new systems for Young Life Webconnex/Salesforce/Camp, etc.
• Seeks to improve the functions of area administration.
• Basic accounting skills.
• Good grammar skills and strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (which includes Word, Excel, Outlook and PowerPoint).
• Previous administrative assistant experience preferred.
• Detail-oriented, multi-tasking ability.

Notes:

Working Conditions

• Periodically coming into the office will be required.
• Work from home or the office.
• Occasional off-site experiences (golf tournament, camp send offs/reception).

How to Apply:

Please submit an online application, including resume and cover letter, via the button below.