Area Office Administrator I - Plano, Texas - Part-Time

Young Life•Addison, TX

1d•Onsite

About The Position

This position provides administrative support, enabling the Young Life field ministry area office to function an organized and efficient manner. Plano Young Life is seeing a part-time employee to provide administrative and ministry support to the Area Director, helping the area stay organized and operate efficiently while supporting relationships with students, leaders, volunteers, parents, donors, churches, and community partners.

Requirements

High school education or its equivalent.
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.
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Comfortable with Microsoft Office, email, databases, and basic technology
Able to manage multiple priorities and maintain confidentiality
Relational and comfortable working with both adults and students
Self-motivated, dependable, and able to follow through
Personal commitment to the mission and values of Young Life and an active Christian faith

Nice To Haves

Associates degree preferred.
Ongoing education encouraged.
Administrative or ministry 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, including: 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.
Manage correspondence, email, mailings, files, databases, calendars, and basic financial and expense tracking.
Prepare newsletters, prayer updates, donor communications, thank-you notes, flyers, postcards, and other area communications.
Maintain accurate donor and volunteer information and assist with support mailings, thank-you communications, and relationship care.
Assist with planning, organization, and communication for banquets, golf tournaments, fundraisers, meetings, and other Young Life events.
Assist with camp registration, payments, forms, parent communication, fundraising, and other camp-related needs.
Participate in Young Life activities as appropriate and help build relationships with students, leaders, parents, churches, and community partners.
Work closely with the Area Director, committee, volunteer leaders, and Young Life staff to support ministry goals and keep area systems organized and current.
Provide additional administrative or ministry support as needed.