Area Office Administrator I

Young Life•Newport Beach, CA

20h•Hybrid

About The Position

This position provides administrative support, enabling the Young Life field ministry area office to function in an organized and efficient manner. Join our team as an Area Office Administrator in the Newport Beach and Costa Mesa community, supporting the Newport Mesa Young Life area. We are looking for someone who is highly organized, relationally warm, and passionate about behind-the-scenes ministry work that makes a direct impact on teenagers' lives. This is a part-time position at 20 hours per week, ideal for someone who thrives in a flexible, remote-friendly environment while staying closely connected to the heartbeat of the ministry. You will work alongside the Area Director to keep communication flowing, events running smoothly, and donors and leaders feeling supported, all in service of introducing middle and high school students across the Newport Mesa School District to Jesus Christ.

Requirements

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.

Nice To Haves

Associates degree preferred.
Ongoing education encouraged.

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.