Full Time Administrative Assistant & Events Coordinator

The Salvation Army Southern California•Sacramento, CA

3d•Onsite

About The Position

Provide administrative and secretarial assistance to the Divisional Secretary for Program (DSP) and Divisional Social Services Director (DSSD). This role involves managing the day-to-day operations of the department, facilitating internal and external communication, coordinating field training, and developing events initiated by the Program Department. The position supports the DSP and DSSD in managing administrative workflows and ensuring departmental heads are informed of critical issues.

Requirements

Proficient in Microsoft software (Word, Excel, PowerPoint)
Ability to operate office equipment including personal computers, copiers, scanners, phone and voicemail system
Ability to manage and provide direction to staff
Ability to help coordinate department events
Ability to communicate and interface effectively with internal and external personnel
Ability to create and maintain a working filing system
Ability to keep information confidential
Working knowledge of integrated database applications and ability to use new software programs with basic training
Must possess a valid California Class C Driver License, and ability to drive a Standard Salvation Army vehicle or to drive a DOT Regulated vehicle (non-CDL).
Must be 21 years or older.
Must be able to successfully pass a criminal background check to include a DOJ Livescan Fingerprint check.
Complete The Salvation Army vehicle course training.
Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
Ability to grasp, push, and/or pull objects
Ability to reach overhead
Ability to operate telephone
Ability to lift up to 25 lbs.
Ability to operate a computer
Ability to process written, visual, and/or verbal information
Ability to operate basic office equipment and tools PC, Fax Machine, Telephone, Calculator, Copier, Printer.

Nice To Haves

Knowledge of Salvation Army policies and procedures desirable
Experience with The Salvation Army Mission Manager (preferred)
Familiarity with Microsoft Teams, PDF Creator, and Adobe Creative Suite helpful
Familiarity with Canva
Assist in the planning process of Divisional Events

Responsibilities

Assist in the development and implementation of all special events initiated by the Program Department, including managing invitations, correspondence, RSVPs, and confirmations.
Develop programs and promotional items for internal and external distribution.
Coordinate with presenters, facility managers, and vendors for lodging, audio/visual setup, event materials, meals, snacks, and meeting rooms.
Assist with event scheduling, layout, décor, on-site production, and logistics.
Procure event sites and ensure all site-specific requirements are met.
Provide support during events, including setup as requested.
Arrange for guest lodging and travel as needed.
Assist with post-event billing.
Serve as a liaison between THQ DHQ and field units for conferences and events, disseminating information and processing registrations.
Support the Divisional Secretary for Program and Divisional Social Services Director with programs and events.
Provide administrative support to assist the DSP and DSSD in fulfilling their appointment obligations.
Perform general office duties such as typing correspondence, making copies, maintaining filing systems, answering phones, and sorting mail.
Maintain mailing and email distribution lists.
Arrange meetings, team meetings, webinars, and teleconferences, including preparing and distributing agendas and invitations, and potentially ordering food.
Take minutes at assigned meetings, transcribe, and distribute them.
Maintain a system for tracking items needing attention and bring them to the DSP's notice.
Maintain a calendar of activities, events, and vacations impacting the Program Department.
Schedule weekly/monthly department meetings, prepare agendas, and take minutes.
Maintain and enter events into Divisional Calendars for electronic access.
Perform other administrative functions as requested.
Coordinate the monthly Staff Calendar and distribute it to the field.
Make travel and/or lodging arrangements as requested by the DSP.
Monitor Program Department copiers/printers, maintain supplies, and arrange for repairs.
Maintain a current mailing list for corps and corps officers’ quarters.
Create department documents using Word, Excel, and PowerPoint.
Work with the Statistician to maintain an accurate list of social services programs.
Review incoming Divisional Program Council (DPC) agenda items to ensure required documentation is received.
Prepare and distribute DPC agendas and Program Council recommendations.
Prepare and send reports as requested.
Maintain and update the Divisional Landing page.
Plan and make arrangements for department events.
Assist with special projects such as evaluations, corps reviews, and special events.
Assist the DSP with preparing and distributing corps review packets, schedules, and materials.
Assist DSP with the preparation and compilation of Divisional Review materials and coordinate arrangements for the THQ Review Team visit.
Assist with DHQ internal special event functions, including Divisional Review, Welcome/Farewell Meetings, Officer Orientation Meetings, parties, and Family Camp.
Prepare CFC agenda items relating to the Program Department and forward them to the DFS office.
Maintain a monitoring system for processing all reports required by the Program Departments, including Corps Reviews.
Assist in the compilation and distribution of reports.
Notify the DSP of past due reports.
Initiate correspondence regarding late reports as directed by the DSP.