Area Administrator - Baltimore County

Young Life•Timonium, MD

2d•Onsite

About The Position

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. Associates degree preferred.
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

Together with the Area Director & Associate Area Director, ensure excellent communication is achieved with both “insiders” (including leaders, committee, prayer team) as well as financial supporters of Young Life
Respond to area emails and phone calls in a timely, professional and efficient manner
Respond or forward to appropriate staff person within 24 work hours for phone calls and emails
Keep the website updated with current and relevant information and content
Proactively manage area-wide email communications through Emma
Manage regular electronic communication with leaders
Management of area’s Instagram & Facebook accounts
Keep White House conference room office neat & organized (physical office space, snail mail, email inbox, etc.)
Coordinate with cleaner to ensure twice monthly cleaning of YL office space
Support the other staff and leaders by keeping the office well-stocked and organized (keeping track of and organizing the purchase of office supplies, cleaning supplies, bathroom toiletries, communal paper products, etc.)
Communicate with White House tenants
Collect and process rent monthly, communicate with and remind tenants of expectations, manage communication with landlord
Manage all administration for area camp trips. Health forms, payments, scholarship tracking, etc
Strategically plan for and create thank you notes, newsletters, email updates, etc.
Organize and facilitate admin tasks relating to fundraising events, such as the golf tournament and spring fundraising celebration
Work to be “one step” ahead of the game with planning. Think ahead to identify and help the staff team prepare for what comes next.
In person at the white house from 9 am till noon on Tuesdays for our staff meeting
Send agenda, and keep minutes during the meeting. Make creative contributions!
Keep up with mail, email, donation & payment processing (checks, money orders), bills, rent to Timonium Presbyterian Church, website, shared area Google calendar, etc.
Understand and navigate YL Connect (Salesforce) and Webconnex
Donor reports, camp trips, roster of volunteers, event registrations, mailing lists
Keep Volunteers Manager updated so that leaders are protected (CBC, DQ, F&C)
Weekly submission of CMI for all area ministries to the region
Track ministry budgets by team and distribute reimbursements to leaders
Support the Area Director in whatever is needed to free them up to be with leaders, students, and donors more frequently
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.
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.
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.