Area Office Administrator - Northshore, WA

Young Life•Bothell, WA

23h•Onsite

About The Position

Young Life Northshore is experiencing significant growth, having tripled in size over the past four years. This creates an opportunity to build a tenacious, caring, passionate, and faithful staff and volunteer team. The Area Director has served for five years, and the Area Administrator for seven, fostering an inclusive, mission-focused, and deeply caring team culture, supported by a stable and generous committee. The Area Administrator plays a vital role in sustaining the health and growth of the ministry by supporting Core Ministry Functions. This position acts as a key connector across the team, supporting the Area Director, staff, committee, donors, and volunteers. The role provides both strategic and day-to-day administrative support, including managing communication, coordinating meetings and schedules, preparing documents, reports, and materials, and maintaining accurate records. Additionally, the Area Administrator is involved in event planning and execution, particularly for camping opportunities, and assists with budgeting and long-term planning. This individual will also collaborate on regional initiatives, assist other field offices, and contribute to volunteer and staff recruitment.

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

Previous administrative assistant experience.
Associates degree.
Ongoing education.

Responsibilities

Answer correspondence, do filing, and prepare mailings.
Answer phones and respond to voicemail, e-mail, and phone calls in a timely and professional manner.
Gather articles, pictures, layout, production, and mail for newsletters 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 within the area.
Process and track donations.
Maintain donor and leader databases, ensuring 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.
Perform accounting tasks: pay bills, submit bank account records/purchase card expenses and donations, make copies, evaluate financial monthly status, and update FDT each month.
Maintain contact databases including updating area donor database, entering club card data into kid database, updating parent database, maintaining newsletter recipient list, creating and maintaining banquet invitation list, updating contacts in Palm/Outlook, and updating e-mail distribution lists for 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, and Area committee meetings.
Track camp participation, payments, health forms, and fundraiser earnings for kids.
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 for banquets/golf marathons/auctions.
Track guest list, table sponsors, RSVP list, and donations received from banquets.
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.