Area Office Administrator I (Part-Time)

Description:

This position provides administrative support to the staff and volunteers in Northeast Columbus, enabling the Young Life field ministry area office to function in an organized and efficient manner.

Responsibilities:

Written and Verbal Communication

• Answer correspondence, do filing, and prepare mailings.

• Answer phones.

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

• Gather articles, pictures, layout, production, mail, etc. for the newsletter from area staff.

• Create club/event postcards, flyers, and/or maps.

• Send prayer emails and monthly updates.

• Send personal support mailings.

• Create and maintain the area website.

• Send thank you letters to donors.

• Interact with the area office assistant, area directors, area committee, volunteer team leaders, and leaders with the area.

Administration

• 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, and area and staff expense reports.

• Accounting: Pay bills, submit bank account records/purchase card expenses and donations, and make copies, evaluate financial monthly status, and update the FDT each month.

• Maintain contact databases including the following:

• Update the area donor database on a regular basis.

• Enter club card data into the kid database.

• Update the parent database.

• Maintain the newsletter recipient list.

• Create and maintain the banquet invitation list.

• Update contacts in Palm/Outlook.

• Update email distribution lists: club kids, Campaigners, committee, leaders, and prayer partners.

• Act as the human resource for regional administrators.

• 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 the region for approval.

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 the camp regarding camp contracts, R2 deposits, A-forms, housing request forms, and 10-day call-ins.

• Banquet/Golf Tournament/5K

• Create invitations, banquet sponsor packet, table host packet, banquet program, and donor cards.

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

• Coordinate with table hosts about their invitation lists.

• Mail invitations.

• Send thank you notes to banquet donors.

• Track table sponsors.

Training

• Provide training to the area office assistant, area directors, area committee, volunteer team leaders, and leaders on various items, processes, and applications related to field administration.

Qualifications:

• Previous administrative assistant experience preferred.

• Proficiency in Microsoft Office Suite (which includes Word, Excel, Outlook, and PowerPoint).

• Proficiency in Google Suite (Drive, Gmail, Docs, etc.).

• 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.

• Initiative with developing processes/systems around events -- data organization and maintenance.

• Great customer service skills.

Notes:

For this position, we are open to hybrid office/remote work.