Office Office Administrator I - Elmhurst

Young Life; Elmhurst (IL); On-site; USD 23,000 - 28,000; Part time

Job summary

Young Life in Elmhurst, Illinois is seeking an Area Office Administrator I to provide essential administrative support enabling the field ministry to operate in an organized and efficient manner. Key duties include handling written and verbal communications, mailings, donor records, budgeting support, and coordinating events, camp sign-ups, newsletters, and travel logistics as needed.

The role requires solid Microsoft Office skills, keen attention to detail, confidentiality, and strong customer

Qualifications

• High school education or its equivalent is required (associates preferred).
• Typing speed 55–60 wpm with high accuracy.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills with attention to detail and the ability to manage multiple tasks.

Responsibilities

• Answer correspondence, do filing and prepare mailings; answer phones and respond to voicemail, e-mail and calls promptly.
• Coordinate area meetings, distribute newsletters, and manage club/event mailings, maps and postcards.
• Maintain donor and leader databases; process donations and track expenses; prepare monthly financial updates.

Skills

Typing 55-60 wpm

Microsoft Office

Organizational skills

Written & verbal communication

Confidentiality

Customer service

Attention to detail

Relational skills

Education

High school diploma or equivalent

Associates degree preferred

Tools

Microsoft Office Suite

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. 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. **Job Specific Working Conditions:** *This position is for 10–20 hours per week at an hourly rate of $16.60.*