Administrative Assistant and Contract Manager

The Salvation Army • Portland, ME

103d

About The Position

The Administrative Assistant provides comprehensive administrative and contract management support to the Divisional Director of Advancement. This role requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of tasks, including event coordination, contract oversight, financial tracking, and stakeholder communication. The ideal candidate will have 3-5 years of administrative experience, an understanding of fundraising principles, familiarity with generally accepted accounting principles (GAAP), and knowledge of Customer Relationship Management (CRM) systems such as Salesforce.

Requirements

• Bachelor's degree in Business Administration, Nonprofit Management, or a related field preferred.
• Minimum of 3-5 years of experience in an administrative or support role, preferably within a nonprofit or fundraising environment.
• Knowledge of fundraising principles, GAAP, and CRM systems (Salesforce preferred).
• Strong written and verbal communication skills, with a high degree of confidentiality and discretion.
• Proficiency in Microsoft Office Suite and its advanced features.
• Excellent organizational and multitasking abilities, with demonstrated success managing competing priorities.
• Strong analytical skills, particularly in financial tracking and contract management.
• Ability to work independently and collaboratively in a fast-paced environment, adapting to shifting priorities.

Responsibilities

• Manage the Divisional Director's calendar, scheduling meetings, travel, and engagements.
• Prepare reports, presentations, and materials for meetings.
• Organize and maintain an efficient system for document management, correspondence, and meeting minutes.
• Serve as a primary point of contact between the Divisional Director and internal/external stakeholders.
• Draft, proofread, and edit correspondence on behalf of the Director, handling communications with professionalism and discretion.
• Assist in planning and executing fundraising events, ensuring smooth logistics coordination.
• Conduct research on potential donors and funding opportunities to support fundraising efforts.
• Collaborate with the Development team to enhance donor engagement strategies.
• Collaborate with the Finance Department to track donations, manage budgets, and ensure contractual requirements are met.
• Process invoices, reconcile expense reports, and ensure compliance with GAAP standards.
• Review and monitor compliance with funding agency requirements.
• Assist with special projects as assigned by the Divisional Director of Advancement, ensuring timely and successful execution of objectives.
• Oversee the review and processing of funding contracts, proposals, amendments, and agreements through The Salvation Army's Contract Database for Command Finance Council (CFC) and Territorial Headquarters (THQ) Legal approval.
• Utilize The Salvation Army Mission Manager (TSAMM) to streamline contract management.
• Use TSAMM to log, monitor, and manage agenda items related to contracts.
• Facilitate the requisition process for goods and services required by departments.
• Enhance communication among board members, staff, and departments by centralizing contract information in TSAMM.
• Maintain strict control over access to sensitive contract-related data, in collaboration with The Salvation Army's IT department.
• Increase operational efficiency by reducing the administrative burden associated with contract management through the use of TSAMM.
• Provide decision-makers with easy access to centralized contract data.
• Monitor compliance with contractual obligations and standards.

Benefits

• Generous paid time off
• Paid holidays
• Sick leave
• Personal days
• Bereavement Leave
• Excellent medical, dental, and vision benefits
• Short-term and long-term disability
• Retirement plan

What This Job Offers

• Career Level: Entry Level
• Industry: Religious, Grantmaking, Civic, Professional, and Similar Organizations
• Education Level: Bachelor's degree