EASTSIDE CITY LIFE ADMINISTRATIVE ASSISTANT

Youth For Christ USA Inc.; Kalamazoo (MI); On-site; USD 32,000 - 48,000; Full time

Job summary

Youth For Christ USA Inc. in Kalamazoo seeks an Eastside City Life Admin Assistant to support the Eastside City Life Center.

This non-student-facing role handles behind-the-scenes administration to advance the ministry's mission, goals and daily operations, including filing, records management, onboarding and program logistics. You will maintain digital and paper systems, protect confidentiality, coordinate scheduling for events and summer activities, and collaborate with leaders while modeling

Qualifications

• Associates degree or higher preferred.
• Minimum 1 year of office experience.
• Proficient with Microsoft Office and Google Workspace.
• Ability to handle confidential information professionally.

Responsibilities

• Organize and maintain digital and physical filing systems.
• Maintain student and Ministry Leader records with confidentiality.
• Ensure compliance with Youth For Christ policies and annual requirements.
• Assist with onboarding logistics and documentation for new leaders.
• Maintain training materials and track completion of requirements.
• Track and follow up on expiring or missing documents.
• Manage student profiles, forms, photos, and materials.
• Track attendance across all programs.
• Enter data and assist with reporting in a timely manner.
• Communicate updates, deadlines, and administrative needs.
• Respond to calls and messages in a timely, professional manner.
• Contact parents and support student communication as directed.
• Assist with scheduling, event coordination and logistics.
• Help with preparation for HS summer camp, summer events, fall kickoff, discipleship retreat, and MS winter camp.
• Assist lead kitchen volunteer with tracking and reporting for the kitchen.
• Pray for the ministry site, leaders and students.

Skills

Administrative/Executive Support

Organization skills

Communication skills

Confidential records handling

Data management

Microsoft Office

Google Workspace

Education

Associates degree

Tools

Microsoft Office

Google Workspace

Online databases

Job description

Position Summary

The purpose of this position is to further the City Life ministry of Kalamazoo Youth for Christ specific to Eastside City Life Center. The Eastside City Life Admin Assistant will have annual goals in accordance with the mission, vision and purpose of YFC. They will have the expectation of achieving those goals and will be given the supervisory support needed towards that end.

Role

The Eastside City Life Admin Assistant is not a student-facing role, but an important behind the scenes role to cover details that will serve the overall ministry of the Eastside City Life Center as it pursues the Youth for Christ Mission Statement and functions according to YFC’s Five Essentials of ministry. The Admin Assistant will do the following tasks:

• Organize and maintain digital and physical filing systems
• Maintain accurate, up-to-date student and Ministry Leader records while protecting strict confidentiality of all information
• Ensure compliance with Youth For Christ policies and annual requirements
• Assist with onboarding logistics and documentation for new leaders
• Maintain training materials and track completion of requirements
• Track and follow up on expiring or missing documents
• Manage student profiles, forms, photos, and materials
• Track attendance across all programs
• Enter data and assist with reporting in a timely manner
• Communicate updates, deadlines, and administrative needs
• Respond to calls and messages in a timely, professional manner
• Contact parents and support student communication as directed
• Assist with scheduling, event coordination and logistics
• Help with preparation for HS summer camp, summer events, fall kickoff, discipleship retreat, and MS winter camp
• Assist lead kitchen volunteer with tracking and reporting for the kitchen
• Pray for the ministry site, leaders and students.

YFC Team Member Responsibilities

• Assist with project assignments as determined by their supervisor.
• Meet regularly with supervisor for planning, evaluation and encouragement.

Spiritual Responsibilities

Because the overriding religious purpose and mission of Youth for Christ USA is to communicate and introduce the Gospel of Jesus Christ to young people and their families, and in that regard to make, educate and encourage life‑long disciples of the Lord Jesus Christ, it is very important that you as an employee in the movement of Youth for Christ be recognized as an associate minister of the Gospel.

As an employee of Youth for Christ and an associate minister of the Gospel, YFC expects all employees to:

• Seek God’s guidance and wisdom, through prayer and meditation, for the organization as a whole as well as for specific ministry initiatives.
• Participate in (and if the opportunity arises, be ready to lead) regular times of prayer, devotion and worship as a regular aspect of your role within YFC.
• If the opportunity arises, be willing to teach and preach from the Holy Bible at YFC staff meetings, conferences, camps and events.
• Model empathy, humility and care for all people. This includes promoting equity and inclusion in word and in the practice of faith expression.

Personal Growth

Personal growth & spiritual health are paramount to effective long‑term ministry, therefore:

• It is highly encouraged that they are in a spiritual accountability relationship with at least one person of their choice.
• It is expected that they make personal prayer time and time in God’s Word a priority on a regular basis.
• It is expected that they are committed to a local church or are purposefully pursuing that end.

Position Requirements

Skills And Competencies

• Administrative/Executive Assistant experience preferred.
• Strong organization skills and attention to detail.
• Clear communicator with professional email and phone etiquette.
• Work with confidential and sensitive information in a professional manner.
• Must keep detailed records at all times and develop a highly efficient electronic and paper filing system.
• Must be comfortable learning and utilizing YFC's online database on a daily basis.
• Work on any special projects as requested with the ability to prioritize and reprioritize.
• Strong attention to detail, ability to problem solve, focus and analyze situations and data in the face of conflicting priorities and multiple demands while meeting deadlines and maintaining accuracy.
• Self-initiated ability to analyze and improve on operations.
• Must be comfortable with a high frequency of electronic communication.
• Must have intermediate/advanced typing and computer skills including: Microsoft Office, Google Workspace and online databases.

Physical Requirements

The ability to communicate orally with customers, vendors, management, and other co-workers is crucial. Regular use of the telephone and e‑mail for communication is essential. Sitting for extended periods is common. Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information, and to prepare or inspect documents.

Activities require the ability to remain in a stationary position 90% of the time, occasionally move about inside the office to access files or office equipment, operate a computer and other office productivity machinery, such as a calculator, handheld devices, copy machine, and computer printer.

No heavy lifting is expected, though occasional exertion of up to 10 lbs. of force may be required. Good manual dexterity is required for the use of computers, mobile devices, and other productivity technologies.

The job is performed indoors in a traditional office setting. Extended periods of sitting and extensive work at a computer and phone are normal.

Willing To Demonstrate And/or Possesses The Following

• Ability to humbly serve and honor others even in difficult situations with prayer, consistency, transparency, and resilience. (Enduring Humility)
• Demonstrates proper reliance on God, others, and self through generous giving of time and skills, by collaboratively incorporating others’ ideas, welcoming candid input, recognizing others’ need for grace and extending forgiveness and empathy. (Relentless Trust)
• Prioritizes others’ needs for a missional outcome, characterized by joy, with active listening and problem-solving skills, while encouraging and empowering fellow believers. (Joyful Camaraderie)
• Trusts God with new approaches and changes, and communicates needs and limits with emotional intelligence*, while seeking confidence and wisdom in Christ. (Courageous Faithfulness)
• Seeks and fosters authentic Christ‑Centered relationships with people of various backgrounds and an inviting environment and empowers historically marginalized groups and indigenous populations (within the local context), through active listening, inclusion, advocacy of those who are vulnerable and respect of others’ experiences. (Kingdom Inspired Diversity)

Credentials Required & Preferred Education

• Associates degree
• Proficient in Microsoft Office, Google Workspace and online databases
• Minimum 1 year of experience working in an office environment.

EEO Statement

Youth For Christ (YFC) provides equal employment opportunities (EEO) employees and applicants for employment without regard to race, color, sex, national origin, age, handicap, marital status, or other unlawful discriminatory characteristics in accordance with applicable federal, state and local laws.

YFC is classified as an Association of Churches and as such our hiring practices reflect that designation.

As a religious nonprofit organization, YFC incorporates within each leader role, the requirement to model, teach, share and live the faith.

The relationship between YFC’s mission and each of its leaders is its lifeblood and as such does at all times and in all instances reserve the right to make employment decisions based upon a person’s religious beliefs, personal character and lifestyle consistent with our understanding of the Bible or with our overall goals and requirements for Christian ministry.

We seek to create a workplace that is intentional about Kingdom Inspired Diversity.

Our commitment to our employees extends to their opportunities for growth, development, promotion, training and compensation.

We will make reasonable accommodation for qualified individuals with known disabilities, unless doing so would result in an undue hardship to the organization.