Area Office Admin I – Westminster, CA

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

Job Specific Working Conditions:

In addition to the tasks listed under the general job description, this hourly position will lead and coordinate the area’s major fundraising events, including the annual gala, pancake breakfast, and pickleball event, while supporting day-to-day ministry tasks. This role will also oversee the social media and communications strategy to enhance the organization’s visibility and engagement.

Responsibilities include:

• Leading the planning and execution of major fundraising events such as the annual gala, pancake breakfast, and pickleball event, with an understanding of the increased workloads leading up to these events.
• Managing logistics for sponsorships, guest lists, donor engagement, and event communications, ensuring all activities are completed on time and within budget.
• Executing social media and communications strategy to promote events, share ministry updates, and engage with the community and donors.
• Supporting day-to-day ministry tasks, including administrative duties and social media engagement, while balancing event-related duties during peak periods of activity.
• There may be other projects and tasks as assigned, depending on the needs of the ministry and the organization’s goals throughout the year.
• This position requires the ability to manage the ebbs and flows throughout the year, balancing high-level event coordination with day-to-day responsibilities.

Pay Information: $19-$21 per hour with a 27% cost of living adjustment, 25 hours a weeK

Area Office Administrator II

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.

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:

Two to four years 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.

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