Administrative Assistant / Events Coordinator - The Salvation Army Eastern Territory : Job Details

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination. We are the largest non-governmental provider of social services in America and every year, we help over 30 million Americans overcome poverty, homelessness, addiction, economic hardships, loneliness, and exploitation through a wide range of programs and services.

The Youth Department has an opening for an Administrative Assistant Events Coordinator position. This position will provide secretarial services to the Territorial Youth Secretary. He/she will coordinate events by promoting, organizing, and collaborating with stakeholders for committees, conferences, special projects, and youth department events as assigned by the Territorial Youth Secretary. He/she will also be responsible for departmental administrative functions as assigned by the Territorial Youth Secretary. He/she also deals with financial details, processing, and following organization protocols for the department's expenditures.

Based in West Nyack, NY this position requires approximately 35 hours of work per week and is onsite.

1. Staff Training:

a. Trains all new staff members regarding office procedures, financial procedures, machine and file systems usage, and phone usage. b. Monitors staff work production in the absence of officer staff in alignment with assignments given by the Territorial Youth Secretary. c. Provides guidance to office personnel in absence of officer staff.

2. Budget/Financial Responsibilities: a. Responsible for processing all departmental billings and incoming invoices. b. Assist in budget tracking and monthly expense reports for the Youth Department to the Territorial Youth Secretary. c. Responsible for ordering and managing inventory of all office supplies, ministry help, and other supplies for the Youth Department. d. Prepares requisitions, check requests, wire transfers, etc. e. Responsible for timely completion of Smart Data transactions and coding for the department corporate cards and Territorial Youth Secretary.

3. Meetings/Conferences/Events Coordination: a. Coordinates with other stakeholders to ensure all logistics are handled for annual Territorial Youth Department events, meetings, and conferences. • Assist with promoting and communicating events, including social media, registrations, and approval for participant communications. • Hotel and Rooming assignments • Transportation • Booking Vendors/ service provider • Review and prepare for approval contracts from speakers and venues. • Work with Territorial Youth Secretary to secure appropriate meeting space for each room. • Assist collaborators in following the Standard of Operations for Youth Department Events. (i.e., to develop record keeping, event timelines, event schedules, checklists, and event implementation) for seamless event execution. b. Work with the IT Specialist & Territorial Youth Secretary to receive and process registration, including registration confirmation for delegates and the distribution of event updates. c. Organize and supervise registration on the opening day of the conference/event, including assigning duties to other staff and volunteers, ensuring that the registration process is efficient and professional. d. Attends Youth Related conferences/events as directed by the Territorial Youth Secretary. e. Prepares agendas, reports, and correspondence relating to department meetings, various conferences, commissions, and committees of which the Territorial Youth Secretary is a member. f. Works with the Territorial Youth Secretary in organizing and completing details for conferences, symposiums, youth councils, institutes, and territorially sponsored events, including correspondence, displays, publicity, registration, reports, and logistical arrangements in these events. g. Flexibility to work for Territorial Events with overnight stay for ongoing support during territorial events – Commissioning Weekend, Old Orchard Beach Camp Meetings, Bible Bowl, Young Adult Retreats, Divisional Youth Leaders (DYL), Territorial Star Lake Music Camp, and other youth department special events or projects.

4. Secretarial Duties: a. Assists the Territorial Youth Secretary in administrative details, as directed, exercising confidentiality, discretion, and good judgment. b. Provide administrative services to the Territorial Youth Secretary and support for his/her associated meetings, committees, and conferences. Administrative duties include, but are not limited to, scheduling and follow-up for in-person meetings, correspondence, teleconference meetings, etc. c. Handles correspondence as requested by the Territorial Youth Secretary. d. Answers and directs inquiries as necessary. e. Keeps supply room, conference room, and department in a clean, professional appearance. f. Keeps the Territorial Youth Secretary's calendar up-to-date. g. Keep calendars and schedules and update the office with the schedules for department officers and department employee absences. h. Act as a liaison for the department employees and (informally) maintain professionalism with and assist with professionalism between coworkers. i. Collects, sorts, and circulates the reading folder of the Territorial Youth Secretary. j. Maintains the Territorial Youth Secretary bring-up file. k. Signs routine correspondence for the Territorial Youth Secretary in his absence. l. Makes airline/hotel reservations when directed by the Territorial Youth Secretary. m. Pick up, collate, send, and distribute department mail. n. Monitor and supervise staff work production in the absence of officer staff. o. Handles other departmental assignments or duties as assigned by the Territorial Youth Secretary.

5. General a. Must be familiar with and engage in the Salvation Army Youth programming and be willing and able to perform all duties in compliance with The Salvation Army's mission, policy, and regulations. b. Must have a solid Christian character to engage in meaningful, biblical exchange for spiritual growth. c. Must be willing and able to explain the plan of Salvation as outlined in the Christian Bible.

- Associate's degree or equivalent from two-year college or technical school.

- 3-5 years of related experience.

- Must have a college degree and/or at least 5 years of experience in administration and event coordinating for a non-profit or church-based setting. - Must have a good understanding and background of Salvation Army protocols, terminology, and procedures. - Must have knowledge of project management tools and event planning software. - Must have knowledge of administrative office procedures, including using standard office equipment. - Must have experience in a variety of software applications such as Publisher, Adobe Photoshop/Illustrator, Microsoft 365 (Word, Excel, Outlook, One Drive, SharePoint, etc.) - Must have a high level of interpersonal skills to handle sensitive and confidential situations. - Must have excellent written and verbal communication skills.- Must have strong administrative and organizational skills and a high level of attention to detail.- Proven experience in event coordination or related field. - Must have the ability to establish priorities and meet deadlines.- Must know how to exercise confidentiality, with excellent interpersonal relationship skills.- Must have skills to work proactively and independently, manage multiple tasks efficiently, have decision-making abilities, and knows how to work collaboratively.

What We Offer

• Generous Medical, Dental, Vision Benefits
• TSA paid Life Insurance for Employees
• Additional life insurance options for employees
• On-site cafeteria
• Paid Time Off – Vacation, Sick, Personal day
• 403(b) retirement savings plan
• Non-contributory Pension Plan
• Professional Development
• Education Assistance
• Free, on-site Fitness Center
• Federal holidays
• Opportunities to give back and support our communities

All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.