ADMINISTRATIVE ASSISTANT

Position Summary

Position Summary

The Administrative Assistant coordinates and provides high-quality administrative support to the Executive Director and staff members of Rochester Youth For Christ so the office runs smoothly and others can focus on their essential job duties.

Essential Job Functions And Duties

• Reception / General Duties
• professionally provide support to visitors, callers, donors, and correspondents
• coordinate logistics for meetings, including room setup and amenities
• develop and maintain manual and digital filing systems
• work with sensitive information with discretion to maintain high level of integrity and confidentiality; ensure compliance with privacy policies and regulations
• create and document key processes
• contact vendors for repairs, maintenance, and annual inspections as needed
• review processes and documentation; recommend updates as needed
• manage supplies and equipment inventory
• review and update Safety Plan annually
• Copier Duties
• day to day maintenance and troubleshooting
• evaluate new equipment for lease or purchase when appropriate
• Staff Support
• provide administrative support to all staff to ensure efficient office operations, including, but not limited to, creating program registration forms and mailing lists, maintaining staff request forms, assisting Financial Coordinator with donations, deposits, donor database maintenance, and mailings
• Board Support
• assist with meeting preparation and follow-up, as requested
• Facility Usage
• manage inquiries for building use
• prepare Facility Use Agreement, in coordination with Executive Director, ensuring that all legal and insurance requirements are included
• Event Support
• assist with planning and execution of key events such as fundraisers and open houses to ensure each is presented with excellence
• YFC USA Hub website / Leader Journey System
• Staff and Volunteer records
• manage personal records for contact information and RYFC roles
• Volunteer / Job Applications
• monitor progress of individuals through the application process and communicate with the appropriate staff concerning the applicant’s status
• assist staff members with scheduling interviews and updating the Application Record as requested
• orient and onboard volunteer and new staff in conjunction with supervising staff member
• Annual Requirements Dashboard
• monitor staff and volunteer status in completing Annual Requirements (background check, Abuse Prevention Training, sign documents); follow up with staff and volunteers to assist and secure compliance

Primary And Secondary Steward Responsibilities

Employees may be assigned a Primary Steward of any of the following: Volunteer(s), Donor(s), Vendor(s), Chapter(s), and Process, Standard and Best Practices (PSBPs).

All Employees are assigned to the role of Secondary Steward , which plays a supporting role to the Primary Steward to serve a chapter in a specific way, for a specific time frame as determined by the Primary Steward. Secondary Stewards can be assigned to focus on specific management issues like YFC compliance, legal, risk, strategic planning, fund development coaching, staff development coaching, new ministry site development, process stewardship or a variety of other equipping roles.

Spiritual Responsibilities

Because the overriding religious purpose and mission of Youth for Christ USA is to communicate and introduce the Gospel of Jesus Christ to young people and their families, and in that regard to make, educate and encourage life-long disciples of the Lord Jesus Christ, it is very important that you as an employee in the movement of Youth for Christ be recognized as an associate minister of the Gospel. As an employee of Youth for Christ and an associate minister of the Gospel, YFC expects all employees to:

• Seek God’s guidance and wisdom, through prayer and meditation, for the organization as well as for specific ministry initiatives.
• Participate and lead regular times of prayer, devotion, and worship as a regular aspect of your role within YFC.
• Model empathy, humility, and care for all people. This includes promoting equity and inclusion in word and in the practice of faith expression. YFC employees will have an opportunity to be commissioned or licensed as a minister of the Gospel through the established Youth for Christ process, and/or ordained by an outside body recognized by Youth for Christ USA.

Position Requirements

Position Requirements

Knowledge & Skills

• Demonstrate ability to work and communicate professionally with staff, donors, vendors, and the public
• Must possess intermediate/advanced typing and computer skills, with proficiency in: Excel, Outlook, Word, database management and information retrieval via the internet
• Work with confidential and sensitive information in a professional manner
• Service-oriented: dedicated to meeting expectations of the Executive Director
• Able to work independently and exhibit initiative to anticipate needs, analyze RYFC operations, and solve problems, including tracking situations until resolution is achieved
• Excellent organizational skills and strong attention to detail
• Ability to keep records and develop efficient electronic and paper filing systems
• Ability to listen well, follow directions and work collaboratively with RYFC staff, volunteers, and colleagues in other ministries
• Ability to prioritize projects and demands to meet deadlines and maintain accuracy
• Willingness to learn and grow in administrative functions
• Pass a national background check

Education & Experience

• Education required: High school diploma (minimum); some college or clerical training preferred
• Experience required: Administrative / Clerical experience; 3+ years preferred
• Character: Strong Christian leader who has exhibited integrity

Fundraising Responsibilities

• All YFC employees are expected to regularly and actively participate in faithful activities that advance the stewardship functions of YFC/USA. These activities will include—but are not limited to— extending invitations to fund raising events, recruiting personal circle of influence/YFC donor contacts, sending letters, handwritten notes, personal calls, and personally ministering to donor contacts.

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 will result in undue hardship to the organization.

Benefits

Benefits

• Workers’ Compensation Insurance
• Long-Term Disability Insurance
• paid vacation, sick leave, and holidays – on a pro-rated basis

EEO Statement

Youth For Christ (YFC) provides equal employment opportunities (EEO) employees and applicants for employment without regard to race, color, sex, national origin, age, handicap, marital status, or other unlawful discriminatory characteristics in accordance with applicable federal, state and local laws.

YFC is classified as an Association of Churches and as such our hiring practices reflect that designation. As a religious nonprofit organization, YFC 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.

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