Full Time Administrative Assistant & Events Coordinator

Job Description

Job Description

The Salvation Army Mission Statement:

The 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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

 

1. BASIC PURPOSE

Provide administrative and secretarial assistance to the Divisional Secretary for Program (DSP) and Divisional Social Services Director (DSSD). Such functions include, but are not limited to, administrative functions associated with the day-to-day operation of the department, the flow of internal and external communication, coordination of field training opportunities, and the development of events generated by the Program Department. Support the DSP and DSSD in managing the administrative flow of the department and keeping the department head informed of issues requiring attention.

 

 

1. ESSENTIAL DUTIES AND RESPONSIBILITIES

 

Events

• Assist in the development and implementation of all special events initiated by the Program Department, including, but not limited to:
• Assist with invitations and correspondence.
• Collect RSVPs and e-mail confirmations.
• Assist in developing programs and promo items for internal and external distribution.
• Work directly with presenters, facility managers and/or vendors to arrange lodging, audio/visual set-Up, event materials, meals/catering, snacks, and meeting rooms.
• Assist with scheduling, layout, décor, on-site production, and logistics.
• Assist in procuring events sites and following through on all site-specific requirements and details.
• Attend and provide support as needed during the event, including set-up as requested by the DSP.
• Arrange for early arrival or extended stay of guests as needed.
• Assist DSP with billing after the event.

• Serve as liaison between THQ DHQ and field units in conjunction with Territorial or National conferences or events to include the dissemination of information and processing of registration.

 

Program and Administration:

• Support the Divisional Secretary for Program and Divisional Social Services Director , along with the programs and events associated with this position.
• Provide administrative support to assist the DSP and DSSD in fulfilling the obligations associated with their appointment.

• Perform office duties including typing correspondence, making copies, maintaining filing system, answering, or redirecting phone calls, sorting and distributing mail.

• Maintain mailing and or email distribution lists as requested.
• Arrange for meetings, Team meetings, webinars, and teleconferences as requested. This will include the preparation and distribution of agendas and the participants’ invitation electronically. It may include ordering lunch or other food and necessitate going out of the building and/or driving to get food, etc. Take minutes at meetings assigned, transcribe, and distribute to appropriate personnel, as directed.
• Maintain a bring-up system for items needing further attention and regularly bring items to the attention of the DSP.
• Maintain a calendar of activities, events, and vacations impacting the Program Department.
• Schedule weekly/monthly department meetings, prepare agenda and take minutes.
• Maintain and enter events into the Divisional Calendars to be available electronically.
• Perform other administrative functions as requested.
• Coordinate the monthly Staff Calendar and distribute to the field.
• Make travel and/or motel arrangements as requested by the DSP.
• Monitor Program Department copiers/printers; maintain an adequate supply of paper, supplies, etc. and order as needed via the mailroom supply person; arrange for repairs as needed.

• Maintain a current mailing list for corps and corps officers’ quarters.

• Create department documents in Word, Excel, and PowerPoint as requested.
• Work with the Statistician to keep and maintain an accurate list of social services programs throughout the territory.

• Review incoming Divisional Program Council (DPC) agenda items making sure required documentation is received.
• Prepare DPC agenda for each meeting, including all necessary updates to the agenda through TSAMM and distribute agendas to Council members in a timely manner.
• Finalize the meeting in TSAMM and distribute Program Council recommendations following each meeting.

• Prepare and send reports as requested.
• Maintain and update the Divisional Landing page
• Plan and make arrangements for department events.

 

 

Special Projects

• Assist with special projects (Evaluations, Corps Reviews, Special Events, Etc.).
• Assist the DSP with preparing and distributing all corps review packets, schedules, and associated materials.
• Assist DSP with the preparation and compilation of Divisional Review materials and coordinate arrangements for the for the visit of the THQ Review Team with the Divisional Commander's (DC's) office.
• Assist as requested with all DHQ internal special event functions including, but not limited to, Divisional Review, Welcome/Farewell Meetings, Officer Orientation Meetings, Birthday and Holiday Parties, Family Camp, etc.
• Prepare CFC agenda items relating to the Program Department and forward them as requested to the Divisional Finance Secretary's (DFS) office for inclusion on the agenda.

 

Reporting

• Maintain a monitoring system for processing of all reports required by the Program Departments, including Corps Reviews.
• Assist in the compilation and distribution of reports as requested.
• Notify the DSP concerning past due reports.
• Initiate correspondence concerning late reports, as directed by DSP.

 

 

1. KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

• Knowledge of Salvation Army policies and procedures desirable
• Experience with The Salvation Army Mission Manager (preferred)
• Proficient in Microsoft software (Word, Excel, PowerPoint)
• Ability to operate office equipment including personal computers, copiers, scanners, phone and voicemail system
• Ability to manage and provide direction to staff
• Ability to help coordinate department events
• Ability to communicate and interface effectively with internal and external personnel
• Ability to create and maintain a working filing system
• Ability to keep information confidential

• Familiarity with Microsoft Teams, PDF Creator, and Adobe Creative Suite helpful
• Working knowledge of integrated database applications and ability to use new software programs with basic training
• Familiarity with Canva

• Assist in the planning process of Divisional Events
• Perform other duties as requested by the Divisional Secretary for Program

1. CERTIFICATES, LICENSES, REGISTRATIONS
2. Must possess a valid California Class C Driver License , and ability to drive a Standard Salvation Army vehicle or to drive a DOT Regulated vehicle (non-CDL).
3. Must be 21 years or older.
4. Must be able to successfully pass a criminal background check to include a DOJ Livescan Fingerprint check.
5. Complete The Salvation Army vehicle course training.

 

 

1. PHYSICAL REQUIREMENTS:
2. Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
3. Ability to grasp, push, and/or pull objects
4. Ability to reach overhead
5. Ability to operate telephone
6. Ability to lift up to 25 lbs.
7. Ability to operate a computer
8. Ability to process written, visual, and/or verbal information
9. Ability to operate basic office equipment and tools PC, Fax Machine, Telephone, Calculator, Copier, Printer.

 

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed would not result in undue hardship.