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Administrative Coordinator
2 months ago
The Salvation Army USA Central Territory is seeking a highly skilled and experienced Administrative Assistant to join our Program Services Department. As a key member of our team, you will provide complex administrative and clerical support to ensure the efficient and effective operation of our department.
Key Responsibilities- Compose and prepare routine correspondence under the signature of the Secretary for Program and Assistant Secretary for Program.
- Process incoming mail and determine proper distribution to department staff, department heads, and bureau directors as appropriate.
- Manage, assign responsibility, distribute, and respond to mail in the department inbox, consulting with the Secretary and Assistant Secretary for Program as needed.
- File department in-box and sent box mail every two weeks.
- Determine items that are time-sensitive, require special handling, or are high-priority correspondence, particularly when related to matters of urgency for the Territorial Commander, Chief Secretary, or Secretary for Program.
- May be required to render decisions in unusual or priority situations, consulting with the Secretary for Program as necessary.
- Maintain general office files for appropriate handling and to ensure timely responses.
- Proofread, reformat, and edit business correspondence prepared by department department/bureau heads under the Chief Secretary's signature.
- Manage and maintain calendars and coordinate events for Program Secretary and Assistant Program Secretary.
- Maintain a calendar of out-of-office for Program Section officers, department, and bureau heads.
- Prepare routine and special reports and other documents, using word processing, desktop publishing, spreadsheet, database, or presentation software.
- Compile and organize information and materials from internal and external sources, distributing items to department heads, bureau directors, and commands as appropriate.
- Act as the focal point for contact to the Secretary for Program and Assistant Secretary for Program.
- Serve as a critical linkage for the Secretary for Program with Cabinet secretaries, commands, and Section departments and bureaus.
- Perform general clerical duties, including but not limited to photocopying, faxing, mailing, filing, and retrieving corporate documents, records, reports, ordering office supplies, sending cards/flowers, and creating expense reports.
- Prepare agendas and arrange for committee, board, and other meetings.
- Take minutes at meetings related to Commissioning Weekend, Central Bible Leadership Institute (CBLI), Program Section Department & Bureau Head, and other meetings. Distribute minutes following approval of the Secretary for Program or Assistant Secretary for Program.
- Assist in the preparation of Farewell Briefs for Secretary for Program and Assistant Secretary for Program and handle related matters to ensure a smooth transition for the transfer of personnel.
- Support staff in assigned project-based work.
- Assist with preparation and execution of department events, including traveling to venues within the Midwest 1-3 times per year.
- Prepare CBLI grid with housing and attendance.
- Prepare Commissioning brief along with other event briefs.
- Associate's degree
- Five years' experience as an administrative assistant or executive assistant position required.
- OR: Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
- Ability to speak, write, and understand English in a manner sufficient for effective communication with leadership and field personnel.
- Clerical - Demonstrated experience and knowledge of high-level administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
- Organizational Information - Experience in working with multiple departments, including organizational protocol is required.
- A knowledge of The Salvation Army and its organizational structure is helpful.
- Computer Skills - proficiency in the following programs: Microsoft Office Suite (Word, Excel, PowerPoint, Access) and desktop publishing applications is required.
- Organizing, Planning, and Prioritizing Work - Ability to work with little supervision, developing specific goals and plans to prioritize, organize, and accomplish the work of the office.
- Service Orientation - Actively looks for ways to help people. Good working relationships with staff in senior management staff, department heads, and other staff at territorial headquarters. Requires the ability to interact with various constituencies within The Salvation Army and the general public with knowledge and competency.
- Time Management - Ability to manage own time and the time of others to accomplish tasks. Able to handle various responsibilities when assigned.
- Communicating with Supervisors, Peers, or Subordinates - Ability to skillfully manage information to supervisors, co-workers, and subordinates by telephone, in written form, email, or in person.
- Establishing and Maintaining Interpersonal Relationships - Ability to develop constructive and cooperative working relationships with others and maintaining them over time.
Work is performed in a typical office environment. Full-time position; may require some weekend and evening work.
The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.
