Charlotte Harbor Admin

Young Life•Punta Gorda, FL

23h•Onsite

About The Position

This position provides administrative support, enabling the Young Life field ministry area office to function in an organized and efficient manner. Essential Duties include Written and Verbal Communication (answering correspondence, filing, preparing mailings, answering phones, responding to voicemail, e-mail and phone calls in a timely and professional manner, gathering newsletter content, creating club/event postcards, flyers, and/or maps, sending prayer e-mails and monthly updates, sending personal support mailings, creating and maintaining area M-Site, sending thank-you letters to donors, and interacting with area office assistant, area directors, area committee, volunteer team leaders and leaders with area). Administration tasks involve processing and tracking donations, maintaining donor and leader databases (ensuring leader forms, driver questionnaires and criminal background checks are up-to-date), managing monthly expenses and budgets (including area bank account records, FDT, area and staff expense reports), performing accounting duties (paying bills, submitting bank account records/purchase card expenses and donations, making copies, evaluating financial monthly status, and updating FDT each month), and maintaining various contact databases (donor, kid, parent, newsletter recipient, banquet invitation lists, Palm/Outlook contacts, and e-mail distribution lists for club kids, campaigners, committee, leaders and prayer partners). Human Resource for Regional Administrators responsibilities include tracking and reporting vacation, sick and personal days for eligible area staff, submitting timesheets for hourly staff, and completing Personnel Action Requests and required documents to hire or terminate area staff and forwarding them to the region for approval. Event Administration involves coordinating area meetings (Area Staff, Area leadership, Area committee), managing camp logistics (tracking participation, payments, health forms, fundraiser earnings, sending parent letters, fundraiser marketing, constructing and distributing camp brochures, and communicating with camp regarding contracts, deposits, forms, and call-ins), and organizing banquets/golf marathons/auctions (creating invitations, sponsor packets, programs, donor cards, tracking guest lists, table sponsors, RSVPs, donations, coordinating with table hosts, mailing invitations, and sending thank you notes to donors). Finally, Training involves providing instruction to the area office assistant, area directors, area committee, volunteer team leaders and leaders on various items, processes and applications related to field administration.

Requirements

Profess a belief in Jesus Christ as their personal Savior and Lord.
Subscribe to the statements and policies required of all Young Life staff, including the Young Life Statement of Faith.
Be ready, willing and able to fulfill such ministry functions as may be required by the organization during working and nonworking hours.
Refrain from conduct and statements that detract from the biblical standards taught and supported by Young Life during working and nonworking hours.
Abide by all policies and practices of Young Life including, without limitation, those related to religious belief or ministry activities during working and nonworking hours.
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.
Ongoing education encouraged.
Previous administrative assistant experience preferred.

Responsibilities

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.
Pay bills, submit bank account records/purchase card expenses and donations and make copies, evaluate financial monthly status and update FDT each month.
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 (Area Staff Meetings, Area leadership meetings, Area committee meetings).
Track camp 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.