Administrative and Special Projects Coordinator

The Salvation Army USA Central Territory•Hoffman Estates, IL

About The Position

The Salvation Army is a global, faith-based organization dedicated to serving communities through compassion, dignity, and unwavering support. Rooted in its mission to preach the gospel of Jesus Christ and meet human needs without discrimination, the organization works across diverse programs to uplift individuals and families. This role plays a vital part in supporting that mission by providing coordinated administrative and operational assistance within a dynamic, multi-faceted department. Working closely with leadership, including TSSS and TSSD, the position ensures the efficient execution of key functions, helping to maintain seamless operations and enabling the organization to continue delivering meaningful services to those in need.

Requirements

Bachelor's degree in Social Services, Business Administration, or related field.
Computer literacy, including Microsoft Office Suite.
Five years of experience in office administration and project management.
Ability to speak, write and understand English in a manner sufficient for effective communication with leadership and field personnel.
Excellent communication skills, verbal and written.
Ability to master multi-disciplinary and complex tasks.
Strong initiative, requiring minimal supervision.

Responsibilities

Maintain/revises Microsoft Excel and Access databases
Maintains program resource information and equipment for staff
Maintains/manages department network drive
Assists with maintenance and data entry of department Lotus Notes, SharePoint, and other departmental (Contract Management System, Program Resources, USC Program Information Database, Evaluation Program Evaluation, etc.).
Keeps current in software requirements and upgrades, taking classes as appropriate.
Assist staff as requested with problem-solving technology concerns.
Maintain the department’s Zoom license and other digital platforms
Interviews/hires/terminates support and clerical staff, on TSSS approval generating appropriate documentation.
Supports Assistant Territorial Social Services-Pathway of Hope Director in conducting annual performance management reviews of department administrative staff.
Draft routine correspondence and specific documents (reports, proposals, etc.) for TSSS signature.
Read, sort, and handle as appropriate TSSS mail (hard copy and electronic). Complete routine and specific matters as directed.
Act as office manager, coordinating staff business meetings/outings and staff events (i.e., birthdays, parties, retreats, staff meetings, etc.)
Provide back-up for Contracts Administrator and perform contracts function in administrator’s absence.
Attend and contribute to USC Leadership Team meetings.
Manage the TL Williams database and processes for monetary awards funded by TL Williams, prepare and submit annual PowerPoint TLW report to National Headquarters.
Assists the Program Consultants in compiling/processing evaluation and consultation reports and award letters, upon request. Support annual planning meetings and bimonthly meetings.
Provides additional support to the Pathway of Hope team upon request.
Process /manage database for Central Territory delegation to triennial National Social Service Conference and Territorial Social Service Conference.
Verify and prepare accounts receivable/payable and process for Finance Department handling.
Arrange and manage non-Pathway of Hope virtual meetings hosted by the Social Services Department (e.g., Project Advance)
Serve as project coordinator, as assigned, to manage projects assigned by Territorial Administration to the Social Services Department.
Serve as a participant on committees or planning groups related to Social Services Department services and programs as requested and/or assigned.
Participate in research projects, summarize, and analyze data as assigned by the Territorial Administration and/or the TSSS, and assist in report writing as requested.
Serve as the grant administrator for special funding and projects. Support TSSS in developing communication with divisions, monitoring expenses, and reporting. Collate documents received by the divisions in an organized manner, using appropriate technology resources.
Draft financial and narrative reports to support specific requirements established by the funder and submit them to the TSSS in sufficient time for review and submission by grantor deadlines.
Completes research projects as assigned by the TSSS, including data collection, analysis, summary, and recommendations compiled in the form of reports, position papers, proposals, etc.
Responds to public questions regarding social service programs/operations in the Central Territory.
Assist with coordination of the annual Divisional Social Service Directors Forum.
Supports Social Service program staff in coordinating National and Territorial Social Service Conferences and Seminars. Attends and reports as directed.
Participates in and/or reports on in-service and other training events pertinent to the department and divisions, as assigned by the TSSS.
Assists as needed in receipt, processing, and return of all social service contracts submitted for corporate approval/signature.
Assists as needed in receipt, processing, and return of Mission and Program Council (TMPC) business.
Assists TSSS in projects as requested (Social Services Commission agenda)
Processes reimbursements/travel expenditures, and check requests for TSSS and Consultants.
Processes mail, Fed-Ex, and UPS shipments when needed.
Orders office supplies and maintains stacked/organized inventory.
Reports to the Assistant Territorial Social Services Secretary (ATSSS) in absence of the TSSS, or when directed by the TSSS for work on assigned projects or concerns.
Other duties as assigned, either in writing or verbally.