Shared Administrator - Heartland Region

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

This position is a part-time, fully remote opportunity suited for an individual with strong skills in communication, technology, and efficiency. They will collaborate with five distinct Young Life areas in Iowa & Illinois, engaging in a mixture of tasks, dedicating five hours each week to each area. Oversight will be provided by the Regional Office Administrator. While training will be provided, familiarity with Workday, Salesforce , or Canva is advantageous.

Essential Duties

• Communication with Area and Regional Office
• Review job hours, job description and expectations with Area Office & Regional Office
• Meet with Area Director regularly to discuss upcoming events and tasks associated
• Review with Area Director area structure, including:
• Ministries
• Associated volunteers
• Meeting times and locations
• Discuss the yearly communication plan for donors for your area
• Know the difference between YL Fiscal Year, Calendar Year and Mission Year
• Written and verbal communication as directed by Area Directors and based on specific area:
• Respond to calls, voicemail, e-mail and phone calls in a timely and professional manner
• Partner with area staff in creating content and graphics for donor and other mailing support including:
• Promotional resources
• Newsletters (EMMA, Canva, etc.)
• Social Media
• Banquet materials
• Maintain area M-Site
• Support area communication with area staff, area committee, volunteer team leaders and leaders
• Track donations in YL Connect using financial reports
• Utilizing YL Connect Volunteers and Staff-Volunteer Roster ensure all volunteers have completed any required screenings.
• Maintain contact information within YL Connect including the following:
• Update area donor information on a regular basis
• Enter club card information into YL Connect with correct household, graduation year and ministry affiliations.
• Update parent relationships in YL Connect
• Maintain newsletter recipient database
• Create and maintain banquet invitation list
• Update e-mail distribution lists: club kids, campaigners, committee, leaders and prayer partners
• Send newsletters
• Under the direction of the area staff help manage Core Ministry Counts in YL Connect
• Volunteer Leader Management
• Add volunteers to YL Connect Volunteers
• Renew volunteers when appropriate at expiration date
• Create and manage distribution list
• Event Administration
• Camping
• Update Area Ministry Site with camp details/registration
• Communicate camp trip details to parents through email and/or Emma newsletters
• Track participation, payments, health forms and how much each camper has earned in fundraisers in YL Connect
• Communicate with parents about camp sign-ups, itineraries and health forms
• Confirm transportation; confirm departure/camp departure with bus company
• Order camp flyers or postcards for summer camp
• Order camp t-shirts and other resources
• Support nationally required leader training compliance
• Manage camp registrations
• Help facilitate school season weekend if applicable to your area(s)
• Assist in deciding on camp cost for trips using Budget Tools
• Local fundraising/events (Examples: Banquet/Golf Marathon/Auction/Other)
• 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
• Manage invitations
• Send follow up communications and thank you notes to banquet donors and sponsors
• Communicate with sponsor
• Contribute to Administration Collaboration
• Share best practices among peers for all aspects listed above
  
  

Education

• Highschool Degree required.
• Associate degree preferred
• Ongoing education encouraged
  
  

Experience Required For The Job

• Previous administrative assistant experience preferred
• 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