Job Overview

Assist with COO Leadership Duties

• Prepare for bi-weekly XLT/Alignment meetings with COO

• Attend committee meetings when relevant to specific responsibilities

• Assist in strategic planning for operational and organizational initiatives.

• Prepare for and attend quarterly, two-day XLT planning meetings

• Secure meeting locations and lunch provisions for the XLT planning meetings

Financial Operations

• Steward the fiscal operations of GIYFC in the areas of Receivables and Payables
• Coordinate and ensure the creation and submission of monthly, quarterly, and annual financial reports.
• Complete monthly reconciliations
• Oversee monthly expense reports and communicate with staff concerning issues
• Disburse the appropriate monthly financial reports to ministry staff
• Assist in preparation of and control operational budgets. Recommend effective strategies for the financial well-being of GIYFC.
• Ensure compliance with GIYFC's quarterly and annual financial Charter reporting in YFC/USA's Impact database system
• Process Payroll bi-weekly
• Assist with Annual Audit/Reviews/990s

HR Support/Staff Supervision

• Manage the Receivables, Payables, and Administrative Support teams

• Oversee annual and semi-annual reviews process

• Attend and participate in staff meetings and supervisor appointments

• Assist in the recruitment and placement of select staff, delegation of tasks and responsibilities, and establishment of work schedules.

• Attend training opportunities and staff conferences when appropriate

• Ensure that all staff records and annual information is current

Administrative Duties and Support

• Ensure that GIYFC is in compliance with Risk Management policies and following best practices.

• Evaluate and improve processes and policies in support of operational and organizational goals. Monitor adherence to these processes and policies.

• • Ensure the following administrative duties are carried out through the administrative support staff and stepping in on an as-needed basis.
    • Meet, greet, and direct visitors appropriately
    • Answer the telephone, take messages, and relay information
    • Answer e-mail correspondence
    • Pick up the mail from the Post Office, sort, and distribute
    • Maintain an organized filing system
    • Communicate through written correspondence (Word & Publisher)
    • Assist with managing volunteers in the YFC Hub
    • Ensure that all YFC volunteers are properly screened and compliant according to YFC/USA standards.
    • Provide input and manage the Ministry Impact Reporting software
    • Manage relevant office operations with staff
    • Assist in preparations for weekly meetings
    • Manage and maintain office supplies, equipment, and inventory
    • Secure off-site meeting locations and coordinate the transportation of needed equipment, serving supplies, and meal provisions

• Assist with administrative projects including: Charter reporting, Chapter Progression Tool Surveys, promotional materials, Christmas ornaments, Staff Christmas gifts, and other specific projects.

IT – Infrastructure Management

• Steward the IT infrastructure and serve as the primary liaison with staff and outsourced managed IT organizations including but not limited to, Internet, Phone systems, computer software companies, copy machine/printer, and the purchasing of IT equipment,

• Create and maintain comprehensive documentation for all equipment, implemented systems, and IT policy and procedures

• Troubleshoot any occurring issues and contact appropriate support staff or outsourced managed IT organizations for resolution

Development Assistance

• Assist with annual development events such as: Stories of Hope, Peach Sales, See the Story/Be the Story events

• Provide follow-up assistance with development events

Job Description

• Commitment to the mission of reaching lost 11-19 year olds with the Gospel
• Detail oriented with good organization and time management skills
• Experience in computer operation: Gmail, Word, Excel, Google Calendar, Salesforce, Website Management, Mail Chimp, YFC Impact Database, Zoho People, Zoho Expense, Docusign, and Canva. Training will be provided where necessary
• Experience in budgeting and financial management
• Experience in operations management and demonstrated leadership ability
• Excellent verbal and written communication skills
• Friendly disposition with the ability to relate to people with courtesy and tact
• Ability to establish effective working relationships with a wide variety of individuals throughout the organization
• A demonstrated commitment to high professional ethical standards
• Can operate in a fast paced, community environment
• Open to direction and collaborative work style
• Ability to see different perspectives and challenge/debate issues of importance to the organization
• Demonstrates flexibility, adaptability, attention to detail and the ability to work on multiple tasks to meet deadlines