Area Administrator - Stratford/Westside

CPY0001 Young Life Incorporated; Houston (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Young Life Incorporated seeks an Area Office Administrator I to provide essential administrative support, helping the field ministry area office run in an organized and efficient manner.

The role encompasses correspondence handling, newsletters coordination, donor database upkeep, and expense tracking, while coordinating area meetings and events. Strong communication, organization, and confidentiality are required for success.

Qualifications

• Previous administrative assistant experience preferred.
• Type 55–60 words per minute with few errors.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook and PowerPoint).
• Strong organizational skills with attention to detail and ability to multi-task.
• Good grammar and strong written and verbal communication skills.
• Ability to maintain confidentiality.
• Basic accounting skills.

Responsibilities

• Answer correspondence, filing and preparing mailings.
• Answer phones.
• Respond to voicemail, e-mail and phone calls timely and professionally.
• Gather articles, pictures, layout, production, mail for newsletters 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 staff and volunteers.

Skills

Written communication

Verbal communication

Microsoft Office

Typing speed 55–60 wpm

Organizational skills

Confidentiality

Basic accounting

Relational skills

Data organization

Customer service

Education

High school diploma or equivalent

Associates degree preferred

Ongoing education encouraged

Tools

Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Outlook

Palm/Outlook contact management

Job description

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.

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.

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.

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.

Company Policy and Requirements

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.

Employee Conduct Expectations

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.

Mission Statement

We the members of the Young Life mission – trustees, staff, instructors at Young Life schools and volunteers – join together in our affirmation of the following articles and our central purpose of proclaiming the Gospel of Jesus Christ and introducing adolescents everywhere to Jesus Christ and helping them grow in their faith.