Shared Area Office Administrator

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Job Specific Working Conditions

Cimarron Region Shared Admin Pilot

This is a new position serving multiple areas in Oklahoma and Kansas. Effective administration of a Young Life area is essential to the overall health of the ministry. The focus of this role will be to provide administrative support for specific Young Life areas that have a single staff person and do not have a local area administrator.

This position is remote, but the individual needs to live in either the state of Oklahoma or Kansas. It would be preferable for this employee to live in a community where we currently have Young Life, but not required.

Some travel will be required with occasional visits to the supported areas, as well as regional gatherings.

Potential Target Areas Of Support

• McAlester, OK – Supporting a Part-Time Staff Associate
• Stillwater, OK -- Supporting a Full-Time Area Director
• Newton, KS -- Supporting a Full-Time Area Director
• Salina, KS -- Supporting a Full-Time Area Director
  
  

Specific Administrative Support Focus

• Volunteer Leader Management
• Onboarding
• Communication
• Maintaining up-to-date screening status
• Supporting Required Camp Leader Training
• Camp Trips
• Camp Trip Setup
• Camp Trip Tracking & Communication
• Transportation Support
• Event Administration
• Event Website Set Up
• Creating Event Invite Lists
• Partnering in Creation of Invitations & Brochures
• Table Host Support
• Follow Up Donation Processing and Communication
• Donor Tracking (New Donors, Lapsed Donors, Thank You Lists)
• Financial Reports – within our financial platform, Workday
• Assisting in Communication with:
• Regional Office
• Area Donors
• Response to area inquiries
• Potential Partnering Support with:
• Digital creation
• Promotional Resources (brochures, flyers, etc)
• NewslettersSocial Media
  
  

Area Office Administrator I

Summary

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

Essential Duties

• 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.
• 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.
• 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, 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 FDT each month.
• Maintain contact databases including the following:
• 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.
• 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 region for approval.
  
  

C.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.
  
  

D.Training

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.

Working Conditions

Office Environment

Education

• High school education or its equivalent.
• Associates degree preferred.
• Ongoing education encouraged.
  
  

Experience Required For The Job

• Previous administrative assistant experience preferred.
• 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.