Area Administrator - Baltimore County

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Young Life requires all​ employees to sign a Statement of Faith. We recommend you read this statement before applying​ for any position.

Because of Young Life’s exclusive Christian purposes of evangelism and discipleship as set forth in its Articles of Incorporation and in these Bylaws, and to reflect what has always been and will continue to be the position of Young Life, specifically the Christian belief that each and every employee and volunteer of the corporation should minister as a servant of God with the primary responsibility of proclaiming the gospel of Jesus Christ and, as such, is an integral part of the Christian mission and ministry of the corporation,
Young Life shall only employ individuals or enlist volunteer leaders who: (a) profess a belief in Jesus Christ as their personal Savior and Lord; and (b) subscribe to the statements and policies required of all Young Life staff, including the Young Life Statement of Faith. Therefore, employees and volunteers of Young Life, during working and nonworking hours, shall: (i) be ready, willing and able to fulfill such ministry functions as may be required by the organization; (ii) refrain from conduct and statements that detract from the biblical standards taught and supported by Young Life, and (iii) abide by all policies and practices of Young Life including, without limitation, those related to religious belief or ministry activities.

Job Specific Working Conditions:

Job Responsibilities: 

Communications

• Together with the Area Director & Associate Area Director, ensure excellent communication is achieved with both “insiders” (including leaders, committee, prayer team) as well as financial supporters of Young Life

  • Respond to area emails and phone calls in a timely, professional and efficient manner 

    • Respond or forward to appropriate staff person within 24 work hours for phone calls and emails

  • Keep the website updated with current and relevant information and content 

    • For example: camp trip sign up links, event information and registration (golf tournament, fundraisers, etc.), photos, staff and team leader contact information

  • Proactively manage area-wide email communications through Emma

    • Around events, such as fundraisers and camp trips

    • Monthly newsletter (share stories/prayer requests/photos, not event information)

    • Prayer email (to committee, key interest groups, etc.)

  • Manage regular electronic communication with leaders

    • Twice monthly pre-Leadership email

    • GroupMe communications

  • Management of area’s Instagram & Facebook accounts

    • Goal of 3-4 posts per month

Office Space Management: ensuring the physical office space is effective, organized & helpful 

• Keep White House conference room office neat & organized 

(physical office space, snail mail, email inbox, etc.)

• Coordinate with cleaner to ensure twice monthly cleaning of YL office space

• Support the other staff and leaders by keeping the office well-stocked and organized 

(keeping track of and organizing the purchase of office supplies, cleaning supplies, bathroom toiletries, communal paper products, etc.)

• Communicate with White House tenants 

  • Collect and process rent monthly, communicate with and remind tenants of expectations, manage communication with landlord

Project Management: Looking ahead and keeping the staff moving forward with area projects

• Camp (summer trips, fall weekend, etc.) 

  • Manage all administration for area camp trips. Health forms, payments, scholarship tracking, etc

• Donor Retention Management 

  • Strategically plan for and create thank you notes, newsletters, email updates, etc.

• Organize and facilitate admin tasks relating to fundraising events, such as the golf tournament and spring fundraising celebration

• Other events (fall leader weekend, Committee Leader Weekend, Campaigner Overnight, Capernaum’s Got Talent, All Area Clubs, etc.)

• Work to be “one step” ahead of the game with planning. Think ahead to identify and help the staff team prepare for what comes next.

Additional Administrative Responsibilities

• In person at the white house from 9 am till noon on Tuesdays for our staff meeting

  • Send agenda, and keep minutes during the meeting. Make creative contributions!

• Keep up with mail, email, donation & payment processing (checks, money orders), bills, rent to Timonium Presbyterian Church, website, shared area Google calendar, etc. 

• Understand and navigate YL Connect (Salesforce) and Webconnex

  • Donor reports, camp trips, roster of volunteers, event registrations, mailing lists

• Keep Volunteers Manager updated so that leaders are protected (CBC, DQ, F&C)

• Weekly submission of CMI for all area ministries to the region

• Track ministry budgets by team and distribute reimbursements to leaders

• Support the Area Director in whatever is needed to free them up to be with leaders, students, and donors more frequently

* Please note: responsibilities will be passed along gradually over the course of the first semester, giving the employee time to learn rhythms, calendar, technology systems, etc.

Possible Weekly Hours Spent

0.5 CMI (remind leaders, collect data, report to region)

1.0 Newsletters/external communications

0.5 Social media

0.5 Communication with leaders (Leadership email, GroupMe, Remind, etc.)

0.5 Staff Meeting preparation & agenda

1.0 White House (office space efforts, replenish supplies, pay bills, etc.)

0.5 White House tenants (rent, etc.)

1.0 Donation processing (filing at the WH, post office, etc.)

1.0 Camp trip or event registration page creation and ongoing management

1.0 Webconnex/YL Connect data work (generate camp lists, registration lists, contact management, etc.)

1.0 Area email and phone communications

1.0 Donor Retention Management

3.0 Attend weekly staff meeting, stay after for completing whatever tasks come up

1.0 Write thank you notes to new donors

1.0 Coordinate snacks and supplies for leadership

1.0 Direct Ministry Support

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15.5

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.

5.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.

6.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
1.Coordinate area meetings, including:

Area Staff Meetings

Area leadership meetings

Area committee meetings

2.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.

3.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.