Area Office Administrator I — Monument, CO

Description:

Looking for a part-time (15-20 hours/week) area administrator and organizer to help support the ministry that is occurring in the Northern Colorado Springs and Monument area. Prefer someone who connects well with others, is loyal, hard working, confidential, and able to communicate well face-to-face, by phone and in writing.

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 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 ministry website.
  • Send thank you letters to donors.
  • Interact with area directors, staff, 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.
  • Accounting: pay bills, submit purchase card expenses and donations and make copies, evaluate financial monthly status, and update PPL/Cash Flow each month.
  • 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 email distribution lists: 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 communication 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, table host packet, banquet program and donor pledge 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 and encourage table hosts.

Training

  • Provide training to staff, area committee, volunteer team leaders and leaders with various items, processes and applications related to field administration.

This description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with this job. It is intended to be an accurate reflection of the principal job elements essential for making compensation decisions.


Qualifications:

  • Previous administrative assistant experience.
  • Proficient in Microsoft Word, Excel, Google Docs and Salesforce.
  • Previous creative design work with flyers and publications.
  • Database management experience.
  • 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.
  • Great customer-service skills.

Notes:

North Springs | Monument Young Life area consists of two school districts (D20 and D38) for a total of 17 schools (eight high schools and nine middle schools). The area currently has ministry presence in 11 of the schools, five full-time field staff, a board of 20, and 60+ volunteer leaders.

How To Apply: