Administrative Assistant II

Overview

TITLE: Administrative Assistant II for Program/Administration Departments

DEPARTMENT: Program Department

REPORTS TO: Major Laura DeMichael

SUPERVISES: N/A

STATUS: Non-Exempt

SCHEDULE: Full Time, Monday-Friday 8:30 AM-4:00 PM, Occasional evenings/weekends

FUNCTION: This Administrative Assistant position will be responsible for managing and coordinating the workflow and office procedures for the Divisional Program Department and support Administration as outlined. This AA position will also assist AA I as needed in completing tasks assigned by the DC/ DDWM. The AA/DS assists with coordinating program related matters/events including the ACR, CMS and Officer Reviews.

Responsibilities

DUTIES:

• Manage and coordinate workflow, in a highly confidential, fast-paced work environment.
• Process ongoing correspondence and ensure that incoming calls and emails are responded to in a timely manner.
• Assist with events as requested.
• Answer incoming calls, provide information needed and direct calls to appropriate individuals. 
• Provide clerical support to Divisional Director of Women's Ministries (DDWM), Program Secretary (PS), Adult Ministries Secretary (AMS) and Women's Ministries Secretary (WMS) as requested.
• Serve as registrar and assign accommodations for Divisional events.
• Assist with processing Mission Alignment Council (MAC) correspondence, maintaining records.
• Manage Program Department, Divisional, DHQ events and DDWM calendars.
• Draft letters/emails for DDWM, PS, AMS and WMS as requested.
• Provide clerical/program support to departments with a high degree of initiative and knowledge.
• Attend meetings as assigned.
• Maintain a broad knowledge of organization’s operations, policies, and procedures, adhering to to same.
• Create and maintain orderly files/records and be able to retrieve information as needed.
• Assist with the preparation of the Annual Command Review (ACR) as directed by PS and DDWM, giving oversight of hospitality including travel, accommodations, and meals/snacks.
• Prepare New Officer Orientation materials for program department, participating in same as assigned.
• Make travel arrangements for general meetings/events as requested.
• Prepare documents/program outlines/briefs for printing as requested, working in cooperation with Graphic Artist.
• Prepare Coordinating Council pamphlet.
• Secure and post Coordinating Council dates on Divisional calendar.
• Perform other duties, as assigned. 

Qualifications

• High School diploma
• 1-3 years administrative assistant/office management experience
• Possess the ability to communicate clearly, verbally and in written form.
• Possess strong interpersonal skills.
• Possess the ability to organize projects, multi-task, prioritize and balance several projects at any given time.
• Possess the ability to maintain composure and respond professionally in escalated situations.
• Possess the ability to maintain cinfidentiality. 
• Possess the ability to function efficiently, both independently and in a team environment.
• Possess proficient skills in Outlook, Word, Access, PowerPoint, Publisher, Microsoft Teams and Adobe.
• Possess an understanding of and willingness to embrace the Mission of The Salvation Army.

All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.

The Salvation Army’s Mission StatementThe Salvation Army, an international movement, is an evangelical part of the universal Christian church.Its message is based on the Bible. Its ministry is motivated by the love of God.Its mission is to preach the gospel of Jesus Christand to meet human needs in His name without discrimination.