Description:

We are the founding Capernaum area for disability ministry in Young Life. We hope to add a member to our team who is ready to help lift up our ministry by taking on administrative leadership for the ministry and thus freeing up our staff and volunteers to focus on the people work even more.

Responsibilities:

Written and Verbal Communication

• Answer correspondence, do filing, and prepare mailings.
• Answer phones.
• Respond to voicemail, email and phone calls in a timely and professional manner.
• Gather articles, pictures, layout, production, mail, etc. for the newsletter from area staff.
• Create club/event postcards, flyers, and/or maps.
• Send prayer emails and monthly updates.
• Send personal support mailings.
• Create and maintain the area website.
• Send thank you letters to donors.
• Interact with the area office assistant, area directors, area committee, volunteer team leaders and leaders with the 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 the FDT each month.

Maintain Contact Databases Including the Following:

• Update the area donor database on a regular basis.
• Enter club card data into the kid database.
• Update the parent database.
• Maintain the newsletter recipient list.
• Create and maintain the banquet invitation list.
• Update contacts in Palm/Outlook.
• Update email 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 the region for approval.

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 the 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 the area office assistant, area directors, area committee, volunteer team leaders, and leaders on various items, processes, and applications related to field administration.

Qualifications:

Education

• High school education or its equivalent.
• Associate 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.

Notes:

We are a multi-staff area serving many kids and families in San Jose. Our area director has been on staff for more than 10 years, and our staff associate is in his second year. We have our own facility that serves as our office and a long history of outstanding area administrators helping lift up our ministry.

How to Apply:

Please submit an online application, including resume and cover letter, via the button below.