NW Michigan Metro Admin

Young Life•Traverse City, MI

27d

About The Position

If you are currently on Young Life staff, please do not apply through this external jobs board. To apply for internal job opportunities, log in to Workday and use the Jobs Hub. Applying externally may delay your application and require you to resubmit internally. Young Life requires all employees to sign a Statement of Faith. We recommend you read this statement before applying for any position. Because of Young Life’s exclusive Christian purposes of evangelism and discipleship as set forth in its Articles of Incorporation and in these Bylaws, and to reflect what has always been and will continue to be the position of Young Life, specifically the Christian belief that each and every employee and volunteer of the corporation should minister as a servant of God with the primary responsibility of proclaiming the gospel of Jesus Christ and, as such, is an integral part of the Christian mission and ministry of the corporation, Young Life shall only employ individuals or enlist volunteer leaders who: (a) profess a belief in Jesus Christ as their personal Savior and Lord; and (b) subscribe to the statements and policies required of all Young Life staff, including the Young Life Statement of Faith. Therefore, employees and volunteers of Young Life, during working and nonworking hours, shall: (i) be ready, willing and able to fulfill such ministry functions as may be required by the organization; (ii) refrain from conduct and statements that detract from the biblical standards taught and supported by Young Life, and (iii) abide by all policies and practices of Young Life including, without limitation, those related to religious belief or ministry activities. Job Specific Working Conditions: Overview of NW Michigan Admin role: Implement the operations of NW Michigan Young Life in partnership with the Associate Regional Director and Area Developer Partner with Regional Admin to support NWMI areas with regional needs Support staffed areas as a resource to Area Directors and Area Admins Serve volunteer areas (or PT staff) with area admin support Help execute an administrative start-up process to set up brand new areas Initial setup of new areas Screen new volunteers Set up email, website, and social media Set up a contact list for volunteers and donors Set up a process for reimbursements or P-card Leader Development Create and share leader training resources Accounting Initiate and submit monthly expense reports for the areas Reimburse volunteer leaders for club/campaigner expenses Pay invoices Help areas set up annual budgets CMI Gather numbers weekly for clubs, campaigners, and kids known by name Log numbers weekly Camp Trips Support areas in divisional and national scholarship opportunities for camp Help areas request camp spots and complete contracts Help areas plan logistics of camp trips (bussing, payments, etc.) Create promotional materials and online sign-ups Track sign-ups, and payments and communicate with team leaders Share communication resources and templates (packing lists and parent emails) for team leaders to use Donors Create an Excel for each area to track regularly and thank donors Quarterly Newsletters Prompt each area to write a year-end letter and coordinate with the service center to send it out Create an NWMI regional report for donors each year Staff Duties Bi-weekly meeting with NW Michigan Staff Working relationship with other WGLR regional admins Fundraising is required, Personal Donor Development training provided Regional Meetings (invited but not expected) Metro Administrator Summary: This position provides administrative support for the metro office, acting as a liaison between the metro director and area offices in communicating mission polices and procedures, enabling the area offices within the metro area to function in an organized and efficient manner.

Requirements

BA or BS preferred with at least three years as an administrative assistant with a large company or large church/ministry involving office management, public contact, research and writing experience.
Ongoing education encouraged.
Three to five years previous administrative assistant experience preferred.
Knowledgeable on office management and supervisory techniques; able to plan the work of others.
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.
Ability to establish effective working relationships with Young Life field staff and offer excellence in customer service to Young Life staff and the public.
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.

Responsibilities

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.
Communicate new mission policies and procedures to area staff in a timely and professional manner.
Send prayer e-mails and monthly updates.
Analyze and interpret policies and guidelines set by the metro director and/or the administrative offices of the Service Center and resolve problems and questions in the absence of the metro director.
Interact with all metro staff, area administrators, area office assistants, area directors, area committee, volunteer team leaders and area leaders.
Administration Assist metro director with workload.
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 FDT, metro and staff expense reports.
Provide personnel support for metro staff, including Human Resources and personnel action requests.
Coordinate metro fundraising events and other metro events.
Provide camping administration.
Maintain, organize and facilitate monthly deadlines set by regional office and Service Center.
Verify metro statistics electronically via the Growth Planning Software (GPS) system.
Facilitate paperwork to open and close area ministries across the metro area.
Manage and execute area transfers.
Serve as a liaison between the staff and Service Center, explaining policy and forms and more.
Manage the administration of mSite and other social media, including Facebook, Twitter and more.
Manage the administration of Emma eNewsletter to include campaigns, audience lists and response tracking Accounting: pay bills, submit 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.
Send quarterly donor reminders and lapsed donor communications Enter club card data into kid database.
Update parent database.
Maintain newsletter recipient list.
Create and maintain banquet invitation list.
Update contacts in address book including Gmail, Yahoo, Outlook and more.
Update e-mail distribution lists: staff, club kids, campaigners, committee, leaders and prayer partners.
Event Administration 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.
Training Provide training support to metro director, area administrators, area office assistants, area directors, area committee, volunteer team leaders and leaders with various items, processes and applications related to field administration.
Other Contact and public relations work.
Assist with additional work from area and metro staff.