Portland Central & Portland East (OR) - Area Admin II

Young Life•Portland, OR

52d•Onsite

About The Position

The Administrative role provides comprehensive administrative and operational support to both the PEYL and PCYL areas. This role is central to maintaining organizational structure, executing ministry systems, managing events, and facilitating effective communication with staff, leaders, parents, and donors. This position provides administrative support, enabling the Young Life field ministry area office to function an organized and efficient manner.

Requirements

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

Responsibilities

Attend Monday morning Staff Meetings, taking notes, emailing a recap, and adding relevant items to the calendar
Engage in prayer, discussion, and participate in staff readings (one book quarterly, one chapter a week)
Attend Monthly Committee meetings (6:30 PM - 8:00 PM), taking notes, emailing a recap, and adding relevant items to the calendar
Maintain the Area calendar, including incorporating the regional calendar (Google Calendar)
Ensure all leaders are kept up-to-date on their leader requirements
Manage weekly Core Ministry Impact (CMI) submissions (Salesforce), including submitting all PEYL ministry CMI numbers every Sunday or specific day of the week
Manage monthly KKBN reporting (Salesforce), including entering PEYL's KKBN on the 30th of every month
Prepare and distribute Monthly Newsletters (Emma)
Manage donor tracking and outreach: Track and communicate lapsed donors to the area, conduct direct outreach to lapsed donors (including managing lapsed donor emails), and perform other donor-related administrative tasks (Salesforce)
Check and process mail at the office
Send in checks
Maintain a clean and organized office space
Attend regional admin gatherings
Read Regional Newsletters and take action if necessary
Order and/or bring food for quarterly trainings and area-wide events (winter, spring, summer)
Create camp registration sites (Webconnex) and flyers (Canva). Send registration links to relevant team leaders for promotion (Emma & EZ Texts). Maintain the Linktree for WL social media, adding necessary camp/event links
Keep track of camp sign-ups, payments, donations (Salesforce), and health forms (Camp Registration System) for all camps across both areas
Manage communication with leaders/parents regarding camp. Purchase cabin-time snacks
Serve as a member of event teams and attend all area-wide fundraising events (e.g., Banquets, Auctions, Golf Tournaments, Easter Egg Drop, Blueberry Sale, Flower Sale)
Create all fundraising events websites (Webconnex), flyers, and mailers (Canva)
Manage the set-up and communication with leaders/parents for camp-specific fundraisers
Create and send monthly communication (newsletter) to all leaders regarding area-wide dates (must be sent from )
Check leader compliance quarterly in YL Connect.
Weekly Prayer Texts: Take prayer requests from the CMI sheet and create a prayer newsletter using a template
Use the online link for the newsletter to create and schedule an EZ Text for 9:38 PM on Wednesday night
Create a quarterly newsletter (sent from )
Write 4-5 thank-you cards per month, utilizing a tracking spreadsheet
Send out Meal Sign-Up via email to the PEYL Alumni & Friends contact list
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.
Interact with area office assistant, area directors, area committee, volunteer team leaders and leaders with area.
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 and 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. 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.
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.
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.
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.
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.