Area Office Administrator (Part Time)

Description:

Northwest Austin Young Life is looking for an organized area administrator who is passionate about kids knowing Jesus Christ and has a desire to serve as a part of our team to make a great impact by helping our area run as smoothly, effectively and as professionally as possible.

Responsibilities:

Written and Verbal Communication

• Answer correspondence, filing and prepare mailings.

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

• Send prayer emails and monthly updates.

• Send personal support mailings.

• Create and maintain the area website (we will train you on this).

• Send thank you letters to donors.

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

Administration

• Process and track donations.

• Volunteer Management: maintain committee and leader databases, ensuring that leader forms, driver questionnaires and criminal background checks are up to date.

• Accounting: pay bills, reimburse volunteers, as needed, submit purchase card expenses and donations and make copies.

• Maintain contact databases including the following:

• Update 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 event invitation lists.

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

Event Administration

• Attend area meetings including: area staff meetings and area committee meetings.

Camp

• Track online registrations, payments, refunds, health forms in YL Camp Connect/Webconnex as well as track 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 flyers to staff.

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

Event Management (Trivia Night/Banquets)

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

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

• Coordinate with table hosts about their invitation lists.

• Mail invitations.

• Assist in sending thank you notes to event attendees/donors.

• Track table sponsors.

Qualifications:

Education

• High school education or its equivalent.

• Associate's degree preferred.

Experience Required for the Job

• Two to four years previous administrative assistant experience preferred.

• Ability to type 55 to 60 words per minute with few errors.

• Proficiency in Microsoft Office Suite or equivalent (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.

Notes:

Average of 10 hours/week

All work is remote except for the following:

• Committee Meetings (half on Zoom/half in person)

• Bus check-in for weekend camping and summer camping (this happens about 5 times/year)

• Banquet & Trivia Night prep and event

• Weekly staff meetings (1-2 hours/week)

• End of semester area parties

• Part -time admins are invited to some regional gatherings-optional

We have these dates far in advance, so you know what to expect.