Administrative Specialist for Program

The Salvation Army National Headquarters
16,285 reviews
615 Slaters Lane, Alexandria, VA 22314
Full-time

Job details

Here’s how the job details align with your profile.

Job type

  • Full-time

Shift and schedule

  • Monday to Friday

Location

615 Slaters Lane, Alexandria, VA 22314

Benefits
Pulled from the full job description

  • 403(b)
  • Life insurance
  • Paid time off
  • Vision insurance

JOB SUMMARY:

Relieves the Assistant National Program Secretary of administrative detail and ensures the smooth operation of the Program Section through performance of advanced, complex, and confidential administrative duties with a broad scope of responsibilities, including the duties of Special Events/Conference planning and coordination. Works independently with no direct supervision for extended periods of time.

ESSENTIAL FUNCTIONS:

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. You may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Program Section Office Management

Serves as the gatekeeper for the Christian Education email box includes drafting messages, carefully filing reports, and managing on-going correspondence. Acts as secondary custodian of the Program email box.

Handles (receives, sends, distributes) mail for the section daily. Sends out packages, etc. as needed.

Composes and/or prepares a wide variety of documents of confidential, complex, and technical nature, such as proposals, briefs, statistics, documents, agendas, schedules, special projects as assigned, etc.

Serves as a liaison for other departments seeking information or services from the Program Section or Assistant National Program Secretary. Responds to questions, researches, and provides specific and general information and assistance based on the knowledge of office operations; ensures the accuracy, completeness and timeliness of all information provided; maintains the confidential nature of the position.

Makes travel arrangements for the NAPS including flight, hotel accommodations, and car rentals when necessary. In the case of the Assistant National Program Secretary’s extended travel and engagements, confers with the appropriate personnel and handles ongoing issues to ensure the business of the office is adequately covered in a timely and appropriate manner.

Coordinates and maintains departmental and personal calendars for department members as needed. Keep updated calendar and vacation entries for the Ambassadors of Holiness.

Responsible for adding, canceling, and updating all NHQ and national events and meetings on the comprehensive calendar.

Maintains the production schedule for all curricula projects.

Manages BOLD for Corps Cadets territorial curriculum order process.

Coordinates and schedules internal and external meetings/appointments, including face-to-face teleconferences. Greets and assists employees and visitors; attempts to resolve complaints in a calm, courteous, and tactful manner.

Coordinates sectional staff meetings and luncheons (internal and external); gathers materials/items for agenda; types agenda.

Answers and handles phone calls for department members in a pleasant and professional manner in their absence.

Maintains and updates Department’s telephone database.

Develops and maintains electronic (and, if needed, backup hard copy) filing systems for the department, archives and/or purges files when updating information per the document retention guidelines, ensures the files are maintained in an organized and efficient manner.

Coordinates routine maintenance and repair of office machines, contacting IT or property departments.

When directed, orders office supplies to ensure the inventory is maintained to meet the needs of the office. Order equipment and any other special items required for office operations.

Maintains and organizes the departmental copy room and supply closet.

Maintains and updates mailing lists. Assists with the Leadership Christmas Cards for mailing.

Assists the NAPS with the Youth Commission, Music & Gospel Arts Committee and other CC groups: compiles resource files and other related materials; records, tracks and distributes the minutes for the NAPS’s office; assists with requests during the commissions as directed by the NAPS. Secures rooms, van, and hospitality for members through the Hospitality app.

Prepares, maintains, and submits various section invoices and check requests for further processing; codes, copies, inputs into the computer, mails out, and files; provides various report print outs for the section and finance department.

Assists the NAPS with planning and executing special events such as the National Seminar on Holiness, National Seminars on Evangelism, and various Christmas/Easter activities coordinating venues, vendors, securing bids, printers, billing, registration, schedules, advertisements, webpage, staff assignments and all other pertinent details.

OTHER RESPONSIBILITIES:

Performs other related work as required.

Serves as secondary back up for Building Services front desk Receptionist/Switchboard Operator. Answers telephone and takes messages in a courteous and tactful manner; provides information regarding the sections.

MATERIALS AND EQUIPMENT USED:

Computer Photocopy Machine Basic office equipment Scanner

Calculator Facsimile Color Printer

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

A bachelor’s degree and 3 years of experience of administrative and technical support. Experience in planning and executing events.

LICENSES AND CERTIFICATIONS:

Valid state driver's license.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of general office practices and procedures

Knowledge of effective, efficient, and accepted record-keeping practices and procedures

Knowledge of the English language including proper grammar and punctuation

Knowledge of basic mathematics

Good working knowledge of internet researching skills.

Good working knowledge of specific computer software and graphics: Microsoft Office 365 Suite, SharePoint, etc. Ability to create and maintain spreadsheets in Excell. Create PowerPoint presentations. Create basic flyers in Publisher or Canva.

Good working knowledge of website administration and WordPress, to serve as backup. Willingness to learn WordPress.

Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner

Knowledge of accepted practices and techniques involved in report preparation, recordkeeping, public relations, interpersonal relations, and business communications both oral and written.

Ability to represent and project both a positive and professional image of The Salvation Army as is characteristic of the executive level position.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language well.

Ability to operate various general office equipment including a telephone, copy machine and computer.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to staff or outside contacts requiring assistance.

Ability to follow instructions and work independently with minimal supervision.

Ability to maintain the confidential nature of the office.

Ability to exercise a high degree of discretion, diplomacy, and confidentiality while working with high-ranking officials.

Ability to make sound decisions and resolve operational problems in the absence of an immediate supervisor.

Ability to work on multiple projects effectively and efficiently at the same time.

Ability to plan, organize, and prioritize accomplishing work in compliance with quality standards and deadlines.

Ability to determine the most effective and efficient method to accomplish work objectives and goals.

Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lbs.) 5-10% of work time.

Ability to meet attendance and travel requirements (as needed).

WORKING CONDITIONS:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

The Salvation Army reserves the right to reassign, revise the job or to require that different or additional tasks be performed based on the organization’s need or when circumstances change.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

Benefits:

  • Health insurance (Dental, Vision, Hearing)
  • 403(b)
  • Life insurance
  • Paid time off

Job Type: Full-time

Schedule:

  • Monday to Friday

Ability to Relocate:

  • Alexandria, VA 22314: Relocate before starting work (Required)

Work Location: In person

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