Area Office Administrator I - Carroll County, MD

Young Life is a Christian organization focused on evangelism and discipleship. The Area Office Administrator I provides administrative support to ensure the efficient functioning of the Young Life field ministry area office.

Responsibilities

• Reporting Core Ministry Count (CMC) numbers
• Tracking attendance for Meetings (Team Meetings, Leadership, Committee, Events)
• Answering emails sent to Area Admin email account
• Process and track area donations
• Completing Expense Reports for staff and area
• Updating Area Website with upcoming events and links
• Updating Area Facebook Prayer Page with prayer requests
• Keeping volunteers up-to-date on required screenings/trainings
• Attending monthly Area Team Leader Meeting (first Thursday of month)
• Working with bus companies to secure buses
• Tracking registration, payments & health forms
• Communication with parents
• Communication with Table Hosts/Team Captains
• Tracking sponsorships and registrations
• Printing, stuffing and sending mailings
• Creating updated mailing lists that include new donors
• Communication with Leaders and Committee
• Securing locations for meals and other activities
• Finalizing attendance and rooming for area
• Attending the Weekend (minimum of Saturday)
• Communication with donors and businesses
• Requesting donations from businesses with online donation request forms
• Behind-the-Scenes Auction Admin on the night of the event
• Tracking registration, sign-up discounts, payments & health forms
• Tracking second-timer registration and training
• Organizing camp fundraiser details & communication
• Communication with camp in regards to contracts, forms and registrations
• 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 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
• 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

Skills

• 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
• Associates degree preferred
• Previous administrative assistant experience preferred

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