Area Administrator (Part-Time)

Description:

Young Life Desert Cities (YLDC) is seeking a part-time area administrator who would work closely with staff to support the area's administrative needs. The area administrator will be the information center of the area and thus play a key role. Keeping detailed information and being open to relaying necessary information to staff, leaders, students, parents, and donors is vital to the health and success of the area. An ideal candidate will be organized, detail-oriented, and passionate about students knowing Jesus Christ. The person will also have the ability to create and refine systems/manage projects to help move the area toward long-term health, allowing us to impact more students. Much of this role can be fulfilled in a work from home scenario with some in-person meetings each week.

Responsibilities:

Written and Verbal Communication

• Work with the area director to create and maintain the area calendar.

• Respond to voicemail, email, and phone calls in a timely and professional manner.

• Send emails and monthly area updates.

• Create and maintain the area website, Facebook page, and Instagram account.

• Coordinate and send out quarterly written thank you letters to donors.

• Interact with the area director, area committee, volunteer team leaders, area staff, and donors.

• Anticipate (to the best of your ability) the needs of the area and area director to best serve in this ministry.

• Send out all meeting notes in a timely fashion (24 hours after the meeting).

• Monitor all YLDC family birthdays (staff, committee, leaders, and families) to include in the e-newsletter and get cards for the area director to write on and mail out.

• Ensure all written communication from YLDC is in both English and Spanish.

Administration

• Process and track donations.

• Maintain the donor database.

• Maintain the leader database, ensuring that leader forms, driver questionnaires, and criminal background checks are up-to-date (leader binder)

• Use Volunteers Manager in YL Connect.

• Maintain the committee database including roster, welcome packet, dates/calendar, and volunteers manager.

• Maintain area bills, including storage unit and mailbox.

• Check the mailbox weekly.

• Coordinate YL Connect reporting: Core Ministry Counts (CMC) and Kids Known By Name (KKBN).

Event Administration

Coordinate and take notes for area meetings including:

• Area Staff Meetings.

• Area leadership meetings/fellowship times if necessary.

• Area committee meetings.

• Gala meetings.

• Relationship Centered Engagement meetings.

Camp

• Track participation, payments, health forms, and how much each kid has earned in fundraisers.

• Send emails to parents about camp sign-ups, itineraries, and health forms.

• Construct and edit camp registration pages and brochures as required.

• Communicate with transportation companies to secure camp transportation.

Gala

• Work with the area director and Gala chair to create a Gala calendar of tasks.

• Monitor the Gala calendar of tasks, keeping tabs on each responsibility and its completion.

• Help create and distribute invitations, banquet sponsor packet, table host packet, banquet program, and donor cards. All print material for Gala.

• Process and maintain the guest list, table sponsors, RSVP list, and donations received from the banquet.

• Send thank you notes to banquet donors.

• Monitor event sponsors.

• Maintain a database of auction items donated.

• Coordinate follow up with auction donors (thank you and amount raised from an item).

• Maintain the auction website.

• Distribute auction items to donors.

Friends Campaign

• Work with the area director and Friends Campaign chair to create and monitor a Friends Campaign calendar of tasks.

• Work with the area director and Friends Campaign chair to send out a weekly fundraising update to each team.

• Help create and distribute a Friends Campaign fundraising packet.

• Gather pledges from the area director and Friends Campaign chair by team member.

• Track donations to confirm pledge fulfillment.

• Send thank you notes or gifts to Campaign donors.

• Work with the area director and Friends Campaign chair to invite and confirm guests for the Campaign Celebration.

• Process all campaign donations by December 28.

Area Leader Retreat

• Work with the area director to set the date and location.

• Gather quotes for all activities and accommodations (work with a variety of options for the event … more than needed).

• Help create and monitor the budget for the Area Leader Retreat.

• Coordinate meals and activities the weekend of the Area Leader Retreat.

• Monitor registrations and payments.

Qualifications:

• Associate or bachelor's degree preferred.

• Proficiency in Google Suite (Docs, Sheets, Slides, Calendar, etc.) and Google Drive.

• Strong organizational skills with attention to detail.

• Great time-management skills.

• Ability to maintain confidentiality.

• Great customer service skills.

• Proven relational skills.

• Bi-lingual preferred.