Area Admin - Stillwater, MN

Young Life•Stillwater, MN

20h

About The Position

St Croix Valley Young Life is looking to hire a part-time Area Administrator. This person will play a key role in the area's operations. The primary responsibilities would be centered on running our fundraising events, managing our camp trips, leading our communication (external) plan, managing our financial data and other administrative duties. This would be around 15 hours/week, fluctuating around seasonal events. The Area Administrator role offers a high degree of flexibility in scheduling. Most weeks involve light hours, allowing for an excellent work-life balance. However, there will be periods around events where the workload increases and longer hours are required. This role is ideal for someone who thrives in a dynamic environment and can manage their time effectively. In an area with 3 ministries, 4 staff, and over 30 volunteers, this role is vital in helping the current team execute excellent ministry. This role works closely with the Area Director, other staff, leaders, committee, and parents. This role aims to help our current direct ministry staff focus more on students and grow the ministry! Area Office Administrator I Summary: 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.
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.

Nice To Haves

Associates degree preferred.
Previous administrative assistant experience preferred.
Ongoing education encouraged.

Responsibilities

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.
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.
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.
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.
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.