Administrative Assistant and Contract Coordinator

The Salvation Army•Portland, ME

About The Position

Join a vibrant, mission-driven organization that makes a meaningful impact in the lives of individuals and communities every day. At The Salvation Army, your work supports a legacy of service, compassion, and practical assistance for those who need it most. POSITION OVERVIEW The Administrative Assistant and Contract Coordinator plays a vital role in advancing The Salvation Army’s mission of meeting human needs throughout the Northern New England Division. This position provides comprehensive administrative, contract, and grant‑management support to the Divisional Director of Advancement and the Community Relations and Development (CRD) Office, ensuring that the resources entrusted to the organization are stewarded with integrity, transparency, and excellence. Central to this role is the responsibility of ensuring operational efficiency, contract compliance, and effective coordination across Divisional program, finance, fundraising, communications, and donor engagement functions. The position also serves as a key connector within The Salvation Army’s broader structure, collaborating closely with both Territorial and Divisional departments. The Administrative Assistant and Contract Coordinator must balance the needs, expectations, and compliance requirements of Territorial leadership with the operational realities of the Northern New England Division—helping ensure alignment, clarity, and mission‑driven decision‑making across all levels of the organization. The ideal candidate is motivated by service, committed to stewardship, and energized by work that strengthens community impact. Experience with nonprofit administration, fundraising operations, GAAP standards, and CRM systems (Salesforce preferred) is valuable. Familiarity with The Salvation Army Mission Manager (TSAMM) is desirable.

Requirements

Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or related field.
2-3 years of administrative or development support experience, preferably in a nonprofit or mission‑driven environment.
Strong written and verbal communication skills, with the ability to direct, delegate, and coordinate workflows across departments and leadership levels.
Knowledge of fundraising principles, GAAP, and CRM systems (Salesforce preferred).
Proficiency in Microsoft Office Suite; familiarity with TSAMM
Ability to manage sensitive information with confidentiality, integrity, and sound judgment.
Deep commitment to service, stewardship, and community impact.
Exceptional organizational and multitasking abilities.
Strong analytical and problem‑solving skills, especially in financial and contract tracking.
Ability to work independently and collaboratively within a mission‑driven team.
High attention to detail and accuracy.
Ability to adapt to shifting priorities and meet deadlines in a fast‑paced environment.
Completion of KeepSAfe abuse risk management training as required by the KeepSAfe policy and assigned by the supervisor.

Nice To Haves

Familiarity with The Salvation Army Mission Manager (TSAMM) is desirable.

Responsibilities

Administrative & Schedule Management Support the Divisional Director’s leadership by managing calendars, meetings, travel, and daily workflow.
Prepare reports, presentations, correspondence, and materials that support donor engagement, stewardship, and community impact.
Maintain organized systems for documents, correspondence, and departmental records to ensure transparency and accountability.
Contract Oversight & Stewardship Review, process, and track funding contracts, proposals, amendments, and agreements.
Ensure all contracts are submitted and approved through The Salvation Army’s Contract Database.
Liaise with funding agencies to safeguard organizational interests and ensure local units can meet contractual obligations.
Maintain electronic contract files and monitor compliance deadlines and reporting requirements.
Grant Management (Private & Public Funding) Track grant opportunities, deadlines, submissions, and reporting requirements for private foundations, corporate partners, and public agencies.
Support the preparation, submission, and stewardship of grant proposals and reports in collaboration with Community Relations and Development, Corp Community Centers, and program staff.
Maintain a comprehensive grant calendar to ensure timely and accurate submissions.
Monitor grant‑funded program obligations across the Division, ensuring compliance with funder expectations and Salvation Army policies.
Assist in gathering program outcomes, financial documentation, and impact data for reporting.
Strengthen donor stewardship by ensuring timely acknowledgments, updates, and impact communications.
Stakeholder Communication & Relationship Support Serve as a trusted liaison between the Divisional Director of Advancement and internal/external stakeholders.
Draft and edit correspondence that reflects The Salvation Army’s mission, values, and commitment to service.
Support communication flows across the CRD team and divisional leadership.
Event Coordination & Donor Engagement Assist in planning and executing donor and public engagement events, fundraising initiatives, and community outreach activities.
Support the Community Relations and Development team in implementing stewardship strategies that honor donor intent and deepen engagement.
Financial & Compliance Responsibilities Collaborate with the Accounting Department to track donations, manage budgets, and ensure contractual and grant compliance.
Process invoices, reconcile expense reports, and maintain accurate financial documentation.
Ensure adherence to GAAP standards and funding agency requirements, including United Way, Walmart, EFSP and other funding partners.
Support audit preparation and documentation related to contracts and grants.
TSAMM & CRM Management Utilize The Salvation Army’s Mission Manager (TSAMM) to maintain accurate donor, contract, and program records.
Ensure effective use of CRM systems (Salesforce preferred) for donor tracking, reporting, and stewardship.
Support data integrity and reporting needs for the CRD Office.
Special Projects Assist with mission‑aligned initiatives assigned by the Divisional Director of Advancement.
Collaborate with Development, Accounting, and program staff on cross‑departmental projects, audits, and compliance reviews.
Other Duties Perform additional tasks as needed to support the Division’s fundraising, stewardship, and community‑impact goals.