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Administrative Assistant

Where

Miami, FL

Job Type

Part-Time

Posted On

July 21, 2022

Classification

Exempt

Category

Administration

Location / Chapter

Greater Miami Area

Hours

24 hours per week

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Position Summary

The purpose of this role is to assist staff so more kids can be reached in authentic, Christ-sharing relationships. S/he fulfills a number of background duties that support staff and assure the overall even flow of information, supplies, and support.

Reception:

·     Prays for staff, ministries, students, board, volunteers, donors and the organization.

·     Manage incoming calls and phone system and pick up messages daily

·     Keep telephone system updated with current messages & after-hour messages

·     Maintains/orders office & kitchen supplies & office equipment (computer, phones, US stamps, ink, envelopes, stationery, business cards within budget

·     Maintain professional relationship with vendors

·     Manage Hiring Process according to Hiring Process Flow Chart – follow up with file completion

·     General office tasks – organizing courier, copying, scanning, pick up mail

·     Create and maintain efficient electronic and hard copy filing systems; maintaining accurate data on Salesforce; create and distribute memos, provide purchase receipts to bookkeeper

·     Maintain office organized – storage room, offices & meeting rooms, kitchen, work room

·     Process background checks for staff

·     Process checks and cash donations for bank deposits with help from bookkeeper

Executive Director Relations:

·     Logistical support and follow up as needed to ED and Donor Relations Liaison

 

Board Relations:

·     Keep Board information and roster current

·     Prepare board packets, order food and setup room for meetings.

Staff Relations/Communications:

·     Provide support to ministry personnel with administrative tasks such as filing, travel arrangements, prayer letters, labels, lists and other administrative duties

Provide staff with receipts and mailing materials (envelopes, stamps)

·     Coordinates volunteers for mailing and office projects

·     YFC Impact/National Compliance - administrative area

·     Maintain staff roster current

·     Staff meeting reminders

·     Manage office volunteers as needed

Donor Relations:

·     Maintain professional and friendly communications with donors as needed

·     Maintain correct donor information on database from incoming mail

·     Provide donor contact info to ED and Donor Relations Liaison as needed

Facility Usage:

·     Maintain facility calendar current

·     Refill supplies in bathrooms and kitchen

·     Assist office staff with garbage removal, cleanliness

Mailings:

·     Order all supplies needed for mailings (stamps, letterhead, envelopes)

·     Communicate with printing companies as needed

·     Print and stuff letter for mailing

·     Pick up and drop off mail at the Post Office

·     Meetings & Events (Staff meetings, Christmas Party, etc)

·     Send Reminders / Invitations via email, phone and texts

·     Organize Food and Set Up

·     Prepare agendas and all documents necessary for meetings and per ED

·     Distribute and update calendar

·     Work events as instructed by Event Coordinator

Position Requirements

Knowledge & Skills

  • In depth knowledge of YFC mission, philosophy, values and objectives.

Education & Experience

  • 3-5 years in Customer Service environment with two years in supervision.

On the Job Training

  • MSO365 Administrative Tools, Salesforce

Equipment & Software Utilized

  • MSO365, Outlook, Salesforce, GivingFuel

Travel Requirements

  • Some travel required

Benefits

  • 40 hours of paid vacation
  • 48 hours of paid sick leave
  • Tickets at Work
  • Eligible for 403(b)
  • Training

EOE Statement

YFC is classified as an Association of Churches and as such our hiring practices reflect that designation. As a religious nonprofit organization, Youth For Christ incorporates within each leader role, the requirement to model, teach, share and live the faith. The relationship between YFC’s mission and each of its leaders is its lifeblood and as such does at all times and in all instances reserve the right to make employment decisions based upon a person’s religious beliefs, personal character and lifestyle consistent with our understanding of the Bible or with our overall goals and requirements for Christian ministry.

We seek to create a workplace that is intentional about Kingdom Inspired Diversity. Our commitment to our employees extends to their opportunities for growth, development, promotion, training and compensation.

We will make reasonable accommodation for qualified individuals with known disabilities, unless doing so would result in an undue hardship to the organization.