Galloping Grace Youth Ranch (GGYR) is looking for an enthusiastic, detail-oriented individual to manage the daily operations of the GGYR Team through administrative support, communications, planning, and logistics. The Team Administrator collaborates with the CEO/Executive Director and GGYR Staff to maintain an efficient daily work flow. The Team Administrator serves as the primary hub for team communications, schedules, and events.
Duties and Responsibilities include but are not limited to:
Administrative Support
o Assist CEO/Executive Director and Staff with requested administrative tasks
o Assists with communications to all GGYR stakeholders, including youth participants, parents, donors, and volunteers; and, serves as backup communication hub for all programs o Prepares and mails donation solicitations and thank you/acknowledgment letters to donors o Prepares and mails volunteer reminders, thank you notes, and other volunteer communications
o Prepares, distributes, and manages program documents to youth participants and parents
o Coordinates and maintains database of all GGYR contacts, including donors, volunteers, program participants/parents, vendors, media contacts, and all other GGYR stakeholders o Schedules and coordinates staff and board meetings and maintains master schedule of events and event related deadlines
o Ensures the organization is in good standing with all state and federal compliance regulations
o Renews and manages appropriate insurance needs
o Proof-reads and makes editing suggestions on program-related documents, marketing documents, and other GGYR communications
o Assists with proofing, editing, and publication of social media and website content
o Provides data entry services for all program areas
o Takes minutes at all meetings and distributes in a timely manner
o Coordinates and reports out weekly staff updates o Collects and distributes mail on a weekly basis
o Runs errands and makes deliveries, as needed
o Assists with ranch visit coordination
o Performs other duties as assigned
Accounting/Payroll/Human Resources
o Collaborates and maintains positive relationship with GGYR’s outside Accounting Firm
o Works with accounting firm to ensure timely payments to vendors and staff
o Prepares and submits invoices, staff expense reports, receivables and annual budget
o Assists with yearly audits, budgets, 990’s, state and federal filings, reports, etc.
o Obtains and reviews monthly budget reports with CEO/ED and program directors
o Oversees Payroll administration with outside contractor o Supports the collection, management, and documentation of Youth Program financials
o Maintains Human Resources records for staff
o Assists with Employee New Hire and Termination processes
o Manages Background Check process for new Staff, Board Members, and Volunteers o Communicates and keeps in good standing with vendors, bank, customers, etc.
· Fundraising/Donor Relations
o Manages Donor Database, Bloomerang (donations, constituents, etc.)
o Runs and distributes Bloomerang reports o Provides support and requested records for Grant Applications and reporting requirements · Assists with the planning and coordination of all GGYR sponsored events (Summer Camps, Pork & Brew, Sandoval County Fair, Pumpkin Patch)
o Purchases and delivers camp supplies, concession items, Hot Spots, etc.
o Collects and reconciles money each night for events
o Communication and event coordination support with event stakeholders (youth, parents, teachers, 4-H representatives, etc.)
