Administrative and Records Assistant

The Salvation Army • Suffern, NY

1d

About The Position

The Administrative and Records Assistant provides high-level administrative and coordination support to the Director of Continuing Education and the Curriculum and Distance Education Officer. The role supports the day-to-day operation of the Education Department by managing communications, coordinating meetings and events, and maintaining organized records and documentation. It facilitates communication across the territory and supports timely administrative and program-related processes, including education data systems and documentation, with attention to accuracy, accountability, and organizational standards throughout the participant lifecycle from enrollment through program completion and financial closeout.

Requirements

• Associate’s degree (A.A.) or equivalent from a two-year college or technical school.
• Two years of related experience, or an equivalent combination of education and experience.
• Strong organizational and time-management skills.
• Professional communication and interpersonal skills.
• Attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Discretion and professionalism.
• Proactive and responsive support approach.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to collaborate with teams via Zoom, Microsoft Teams, and Slack.

Responsibilities

• Manage the Director of Continuing Education’s calendar, scheduling, and travel arrangements.
• Coordinate meetings, including preparing agendas and materials and sending follow-up communications.
• Maintain departmental contact lists, schedules, and administrative records.
• Support communications and correspondence on behalf of education leadership.
• Coordinate administrative logistics for education programs, seminars, and convocations in partnership with the Education Support Specialist (ESS).
• Maintain participant and delegate lists and related documentation.
• Prepare and distribute program materials, including communications and invoices.
• Liaise with Command and Section Heads to coordinate participation and permissions.
• Facilitate communication with Command Heads and Section Heads regarding program participation and requirements.
• Coordinate outreach for initiatives such as scholarship recommendations and guest lecturer approvals.
• Respond to routine inquiries and ensure timely information flow.
• Maintain organized electronic files and correspondence in departmental systems.
• Assist with preparing and distributing education-related documents, including transcript analyses.
• Ensure departmental records are accurate, consistent, and accessible.
• Process requisitions, conference authorizations, and other administrative requests.
• Maintain office supplies and coordinate equipment maintenance as needed.
• Support general office operations to promote efficiency and organization.
• Proofread documents for accuracy, grammar, and consistency.
• Prepare correspondence and departmental communications.
• Support special projects and perform additional assigned tasks.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree