Metro Admin

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Job Specific Working Conditions

The Metro Administrator will be an integral part of a close-knit team of staff and volunteers doing Young Life in seven different ministry areas in southern Arizona. The staff meets together regularly for training, encouragement, fun and community. The job will entail specific tasks supporting the Associate Regional Director’s work and also tasks that will support the other staff in southern Arizona including camping, leader care, financial and administrative tasks, fundraising events and communication. This hourly role will be part time, approximately 90 hours per month and could be heavier or lighter in certain seasons of the year. Training and support will be provided.

Metro Administrator

Summary

This position provides administrative support for the metro office, acting as a liaison between the metro director and area offices in communicating mission polices and procedures, enabling the area offices within the metro area to function in 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.
• Communicate new mission policies and procedures to area staff in a timely and professional manner.
• Send prayer e-mails and monthly updates.
• Analyze and interpret policies and guidelines set by the metro director and/or the administrative offices of the Service Center and resolve problems and questions in the absence of the metro director.
• Interact with all metro staff, area administrators, area office assistants, area directors, area committee, volunteer team leaders and area leaders.
  
  

Administration

• Assist metro director with workload.
• 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 FDT, metro and staff expense reports.
• Provide personnel support for metro staff, including Human Resources and personnel action requests.
• Coordinate metro fundraising events and other metro events.
• Provide camping administration.
• Maintain, organize and facilitate monthly deadlines set by regional office and Service Center.
• Verify metro statistics electronically via the Growth Planning Software (GPS) system.
• Facilitate paperwork to open and close area ministries across the metro area.
• Manage and execute area transfers.
• Serve as a liaison between the staff and Service Center, explaining policy and forms and more.
• Manage the administration of mSite and other social media, including Facebook, Twitter and more.
• Manage the administration of Emma eNewsletter to include campaigns, audience lists and response tracking
• Accounting: pay bills, submit 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.
• Send quarterly donor reminders and lapsed donor communications
• Enter club card data into kid database.
• Update parent database.
• Maintain newsletter recipient list.
• Create and maintain banquet invitation list.
• Update contacts in address book including Gmail, Yahoo, Outlook and more.
• Update e-mail distribution lists: staff, club kids, campaigners, committee, leaders and prayer partners.
  
  

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.
  
  

Training

• Provide training support to metro director, area administrators, area office assistants, area directors, area committee, volunteer team leaders and leaders with various items, processes and applications related to field administration.
  
  

Other

• Contact and public relations work.
• Assist with additional work from area and metro staff.
  
  

Working Conditions

• Office environment.
  
  

Education

BA or BS preferred with at least three years as an administrative assistant with a large company or large church/ministry involving office management, public contact, research and writing experience.

• Ongoing education encouraged.
  
  

Experience Required For The Job

• Three to five years previous administrative assistant experience preferred.
• Knowledgeable on office management and supervisory techniques; able to plan the work of others.
• 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.
• Ability to establish effective working relationships with Young Life field staff and offer excellence in customer service to Young Life staff and the public.
• 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.