Administrative Assistant

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.

• Reception / General Duties
• Professionally provide support to visitors, callers, donors, and correspondents.
• Coordinate logistics for meetings, including room set‑up and amenities.
• Develop and maintain manual and digital filing systems.
• Handle sensitive information with discretion, maintaining high 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 the 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 the 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 the 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
• Maintain 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 volunteers 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.

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 focus on specific management issues such as YFC compliance, legal, risk, strategic planning, fund development coaching, staff development coaching, new ministry site development, process stewardship, or other equipping roles.

• 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.

• 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…