Administration Assistant/Activities Coordinator

The Salvation Army Southern California•Medford, OR

1d•Onsite

About The Position

The purpose of this position, in support of the Operations Manager, is to ensure communication and cooperation between The Salvation Army H.O.P.E. House and all other Salvation Army departments. In addition, this position entails developing and overseeing H.O.P.E. House program activities, including but not limited to, holiday events, field trips, social activities.

Requirements

High School Diploma or GED Equivalent
A Valid Oregon State Driver License
At least 1-2 years volunteering or working in environments of creating program activities for vulnerable populations such as at-risk youth and seniors.
Must demonstrate a passion for, and be familiar with The Salvation Army’s mission, doctrine and local ministries; and represent the ideals of The Salvation Army in every aspect of his/her work.
Must be able to manage a variety of projects at any given time.
Must have a positive attitude that will bring about enthusiasm and excitement for activities
Must be able to work in an environment that is busy and must be able to work despite interruptions and surrounding activities.
The ability to maintain a self-motivated and self-directed schedule. The employee must demonstrate the ability to plan, organize, and coordinate the functions of his/her position.
The ability to present oneself in a professional and appropriate manner along with the ability to maintain confidentiality regarding information and documentation.
The ability to interact with coworkers and the public in a positive manner and the ability to work with people of diverse backgrounds and circumstances.
The employee works with sensitive and confidential material. This position requires a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction will be considered. Must have a valid driver’s license and a good driving record (Note: Prior to employment, finalists will be required to provide authorization to The Salvation Army to obtain a driving record.)
This position requires the ability to be flexible in the work week schedule. Attendance is an essential function of this position.
Must possess the aptitude and knowledge to perform the specific duties and responsibilities as outlined in the job description.
The following equipment may be used: telephone, computer equipment, fax/copy machine, and 10 -key calculator. Frequent phone and in-person contact with people from diverse backgrounds will occur.
Must have the ability to: sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis, to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead, and lift up to 40 lbs.

Responsibilities

Welcomes visitors by greeting them, in person or on the telephone, answering or referring inquiries to the appropriate person or department in compliance with The Salvation Army policy
Directs visitors by maintaining employee and department directories, giving instructions
Maintain computer records as prescribed by The Salvation Army policy and mandated by the Operations Manager
Maintain a hard copy of files as a back up to the computer records
Direct and refer program participants to the appropriate staff on duty for assistance
Maintains security of site by issuing visitors badges, monitoring logbook, and following security protocols outlined by The Salvation Army
Maintains telecommunication system by following manufacturer’s instructions for house phone and console operation
Be familiar with emergency policies and procedures and able to make the necessary contacts with the Fire Dept., Police Dept., and other Emergency Service Agencies as needed, and by Salvation Army policy
Perform cooking as required
Document and communicate actions, irregularities and continuing needs so as to maintain continuity among work teams
Maintain a safe and clean reception area by complying with procedures, rules and regulations
Attend regular staff meetings
Other duties as assigned
Create; develop; and oversee H.O.P.E. House program activities (Activities include seasonal parties, field trips, monthly and quarterly team building and improving morale/encouraging functions)
Create flyers to promote activities at the H.O.P.E. House
Intentionally and consistently recruit H.O.P.E. House participants and staff to participate in H.O.P.E. House activities
Responsible for maintaining adequate supplies and equipment needed for program activities
Create; develop, and maintain needed paperwork for tracking all aspects of H.O.P.E. House activities
Coordinate and integrate H.O.P.E. House program activities with Medford Corps activities. Corps officers have final approval on all activities, field trips, and activities calendar
Ensure communication and cooperation between The Salvation Army H.O.P.E. House and all other Salvation Army departments
Provide accurate reporting of all statistical and client service information
Maintain safety and optimum functioning of property, equipment, furnishings, vehicles and other social service assets
Provide all necessary information for accurate and timely reporting for all contracts and grants
Assist in the receipt, inventory and handling of cash and in-kind donations in compliance with Salvation Army policy and procedure