The Area Administrator for Young Life's Capernaum ministry in San Jose plays a vital role in supporting the efficient operation of the field ministry office. This position provides comprehensive administrative support to staff and leadership, ensuring effective communication, financial accountability, and event coordination within a Christian mission-focused environment dedicated to evangelism and discipleship.
What You'll Do
- Answer correspondence, do filing, and prepare mailings
- Answer phones
- Respond to voicemail, e-mail, 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 e-mails and monthly updates
- Send personal support mailings
- Create and maintain area M-Site
- Send thank-you letters to donors
- Interact with area office assistant, area directors, area committee, volunteer team leaders, and leaders within 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 area bank account records, FDT, area and staff expense reports
- Pay bills, submit bank account records/purchase card expenses and donations, make copies, evaluate financial monthly status, and update FDT each month
- 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 contact in Palm/Outlook
- Update e-mail 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 and required documents to hire or terminate area staff and forward to region for approval
- Coordinate area staff meetings
- Coordinate area leadership meetings
- Coordinate area committee meetings
- Track camp 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
- Be 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 banquet
- Coordinate with table hosts about their invitation lists
- Mail invitations
- Send thank you notes to banquet donors
- Track table sponsors
- Provide training to area office assistant, area directors, area committee, volunteer team leaders, and leaders on various items, processes, and applications related to field administration
What We're Looking For
- Must sign Young Life Statement of Faith
- Profess a belief in Jesus Christ as personal Savior and Lord
- Subscribe to all statements and policies required of Young Life staff
- Be ready, willing, and able to fulfill ministry functions as required by the organization
- Refrain from conduct and statements that detract from biblical standards taught and supported by Young Life
- Abide by all Young Life policies and practices, including those related to religious belief or ministry activities
- High school education or equivalent
- Ability to type 55 to 60 words per minute with few errors
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Strong organizational skills with attention to detail and processes
- Ability to handle 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 in developing processes/systems around events – data organization and maintenance
- Great customer service skills
Nice to Have
- Associates degree
- Ongoing education
- Previous administrative assistant experience
Technical Stack
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft PowerPoint
- Palm/Outlook (contact management)
- FDT (financial tracking system)
- M-Site (web platform)
Team & Environment
- Small team including Area Director, Staff Associate, and support staff
- Part of Young Life's Capernaum ministry team serving students with special needs
- Reporting to Area Director
Benefits & Compensation
- Opportunity to serve in a Christian mission and ministry context
- Involvement in evangelism and discipleship work with students
- Training provided on administrative systems and applications
- Supportive team environment focused on spiritual growth and service
Compensation: $20-25 per hour
Work Mode
Local presence required in San Jose due to facility and vehicle management responsibilities.
Because of Young Life’s exclusive Christian purposes of evangelism and discipleship as set forth in its Articles of Incorporation and Bylaws, and to reflect its ongoing religious mission, Young Life shall only employ individuals who profess a belief in Jesus Christ as their personal Savior and Lord and who subscribe to the Young Life Statement of Faith. This is a religious exemption under federal law allowing faith-based hiring practices.
