Area Office Administrator, Port Orchard, WA

Young Life; Washington; On-site; USD 25,000 - 29,000; Full time

Job summary

The Area Office Administrator I at Young Life provides essential administrative support to keep the field ministry area office organized and efficient. Responsibilities include communications, donor databases, event logistics, and coordinating meetings and mailings.

The role requires strong Microsoft Office skills, accurate data entry, and the ability to manage multiple projects with confidentiality and professionalism. Ongoing training and teamwork with area staff are expected.

Qualifications

• High school diploma or equivalent; associates degree preferred.
• Proficient in MS Office; strong typing and data entry.
• Excellent written and verbal communication; maintain confidentiality.

Responsibilities

• Answer correspondence, do filing and prepare mailings.
• Answer phones and respond to voicemail, email and phone calls professionally.
• Gather articles, pictures, and materials for newsletters from area staff.
• Create club/event postcards, flyers, and maps.
• Send prayer emails and monthly updates; donor mailings.
• Maintain area M-Site and donor databases; update forms and checks.
• Track and report vacations, sick days, and timesheets for staff.
• Coordinate area meetings (Area Staff, leadership, committee).
• Track participation, payments, health forms for Camp activities.
• Create invitations, donor cards, and banquet materials.
• Provide training to area office staff on processes and applications.

Skills

Typing speed 55-60 wpm

Microsoft Office

Organizational skills

Communication skills

Confidentiality

Customer service

Attention to detail

Education

High school diploma

Associate's degree preferred

Tools

Microsoft Office Suite

Word

Excel

PowerPoint

Outlook

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.

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.

Job Specific Working Conditions

In the U.S., the standard base pay range for this role is outlined below. This base pay range is for the U.S. and is not applicable to locations outside of the United States.

The anticipated hourly rate for this position can range from $18-21 depending on relevant education, experience, and location.

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.