Area Office Administrator I — Upper West Side, NY

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Description:

Job Description

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist the area director and all staff and volunteers of the organization by handling office tasks, providing polite and professional assistance via phone, mail and email, making reservations or travel arrangements, and generally being a helpful and positive presence on the team.

Responsibilities:

Job Responsibilities

Written and Verbal Communication

• Answer correspondence, do filing and prepare mailings.


• 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 area director, area committee, volunteer team leaders and leaders with the area.

• 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 staff expense reports.


• Accounting: pay bills, submit bank account records/purchase card expenses and donations and make copies, evaluate the financial monthly status.


• Maintain contact databases including the following:
  
  
  
  • Update area donor database regularly.
  
  
  • Enter club card data into kids database.
  
  
  • Update the parent database.
  
  
  • Maintain the newsletter recipient list.
  
  
  • Create and maintain banquet invitation list.
  
  
  • Update email distribution lists: club kids, Campaigners, committee, leaders and prayer partners.
  
  
  
  

• Track and report vacation, sick and personal days for eligible area staff.


• Submit timesheets for hourly staff.


• Complete Personnel Action Requests (PARs) and required documents to hire or terminate area staff and forward to the region for approval.

• Coordinate area meetings, including:
  
  
  
  
  • Area staff meetings.
  
  
  • Area leadership meetings.
  
  
  • Area committee meetings.
  
  
  
  

• 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.

• 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.

• Previous administrative assistant experience preferred.


• Previous Young Life experience preferred.


• Ability to type 55 to 60 words per minute with few errors.


• Proficiency in Mac Office Suite.


• Proficiency in Salesforce.


• Proficiency in Canva.


• 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:

Job Additional Notes

Primarily a residential neighborhood, the Upper West Side is one of the best home neighborhoods for families of New York City. The Upper West Side is one of Manhattan’s most desirable residential neighborhoods, sandwiched between the Hudson River and Central Park. The Upper West Side is an affluent, primarily residential area with many of its residents working in commercial areas of Midtown and Lower Manhattan. It has the reputation of being New York City's cultural and intellectual hub, with Columbia University and Barnard College located just past the north end of the neighborhood, and the Lincoln Center for the Performing Arts and Fiorello H. LaGuardia High School located at the south end. The Upper West Side is part of Manhattan Community District 7, and its primary ZIP Codes are 10023, 10024, 10025, and 10069. It is patrolled by the 20th and 24th Precincts of the New York City Police Department.