The Salvation Army Southern California · 1 day ago
Program Assistant-Level 2
Happy Valley, OR
Full-time
Onsite
Entry Level
$25/hr - $25/hr
3+ years expThe Salvation Army Southern California is an evangelical part of the universal Christian Church seeking a Program Assistant-Level 2. This role involves providing administrative and clerical support to the Divisional Secretary for Program, assisting in program activities, and ensuring compliance with departmental processes.
Non-profit Organization Management
Responsibilities
Provide comprehensive administrative and clerical support to the Divisional Secretary for Program (DSP)
Under the direction of the DSP, provide guidance to the Divisional Program Department staff including the DSPS (Divisional Statistician & Program Specialist) in the execution of program activities across the Cascade Division
Work under the DSP's direction to guide and support Corps Officers and Ministry Leaders in all matters related to the Program Department processes
Will be required to represent The Salvation Army in an official capacity on behalf of the Divisional Secretary for Program (DSP)
Must demonstrate a clear commitment to and support of the holistic Christian mission and ministry of The Salvation Army, both in conduct and attitude
Expected to perform all assigned duties with a positive and respectful demeanor
Must be able to use a computer effectively in a professional office environment
Demonstrated keyboarding experience and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher), as well as design platforms such as Canva
Must have a solid understanding of traditional office practices and procedures
Must be able to work independently with minimal supervision, demonstrating initiative, reliability, and sound judgment in completing tasks
Must possess strong written and verbal and phone communication skills, with the ability to interact effectively and professionally with individuals and groups both within and outside of The Salvation Army
Highly organized, detail-oriented, and able to work effectively as part of a team
Proficient in Microsoft Office applications, particularly Outlook, Word, Excel, Publisher, and PowerPoint, with the ability to manage multiple calendars and create professional documents, reports, and presentations
Ability to perform basic math functions including addition, subtraction, multiplication, and division
Able to establish and maintain effective working relationships with a variety of stakeholders
Strong attention to detail in all tasks and communications
Must be capable of operating a motor vehicle as part of job responsibilities
Ability to interact with individuals using generally accepted business etiquette and professional standards
Strong interpersonal skills with the ability to engage effectively with others in both favorable and challenging situations
Capable of organizing, prioritizing, and planning tasks independently
Able to perform well under pressure with minimal supervision, maintaining accuracy and professionalism
Able to work respectfully and effectively with individuals and groups from diverse backgrounds, interests, and perspectives
Proficient in analyzing, collecting, and compiling data and information for the preparation and timely submission of reports
Demonstrated ability to manage time effectively and to plan, organize, and prioritize multiple concurrent projects
Able to identify obstacles to effective performance, analyze issues, and implement appropriate solutions
Capable of modifying systems, procedures, and programs as needed to improve efficiency or meet new requirements
Maintain strict confidentiality regarding the business, operations, and conduct of The Salvation Army
Organize and expedite the flow of work within the department, ensuring smooth and efficient office operations
Perform various skilled administrative tasks, including typing, proofreading, filing, reporting, checking, and recording information accurately and efficiently
Establish and maintain organized records, systems, and files for all events and departmental activities
Use desktop publishing software and canva to create professional forms, program folders, flyers, and other informational materials for divisional use
Maintain a bring-up schedule, daily process folders, document tracking system, and expense documentation to ensure timely follow-up and organization
Schedule in-person and virtual meetings. Attend meetings as needed to take notes and prepare accurate minutes
Work both independently and collaboratively on recurring, seasonal, and special projects, meetings, conferences, and events. May serve as a project lead, handling tasks such as budgeting, scheduling, planning, coordinating, creating and disseminating materials, managing mailings, facilitating registrations, and ensuring billing accuracy
Prepare and submit accurate departmental receipts, invoices, and billings to the Finance Department promptly after divisional events
Attend divisional events as needed or upon request to support coordination and execution
Serve as an active member of the Divisional Program Support Team
Monitor and maintain inventory of office supplies; reorder items as necessary to ensure adequate stock
Must maintain cleanliness, organization and safety in assigned workspaces and common areas
Maintain regular and punctual in-person attendance as a condition of employment
Perform driving duties as needed, including transportation to and from events, delivery of program materials, and general office-related travel. May involve driving Salvation Army vehicles to camps, divisional programs, and field locations
This position may include additional duties and responsibilities not listed here. Tasks may be modified, added, or removed at any time, with or without prior notice, at the discretion of management
Under the guidance of the Divisional Secretary for Program (DSP), assist in the planning and coordination of divisional events. Responsibilities include preparing event briefs, developing event programs, coordinating venue reservations, arranging decorations, planning meals and giveaways, organizing hospitality baskets and gifts for special guests, managing housing and registration, and overseeing overall event logistics. Maintain digital records of all events for future reference
Maintain and update CCM rosters, including preparing membership cards, pins, and annual recognitions for: Senior and Junior Community Care Members, CCM Local Officers
Assist in the planning and delivery of training and workshops at both divisional and Corps-level events
Collect quarterly CCM data from Corps and compile reports to be submitted to Territorial Headquarters (THQ)
Provide guidance, training, and administrative support to Corps Officers and Ministry Leaders for the following processes: Local Officers Commissions, Local Officers Bonds, PTM Certifications for Volunteers and Local Officers, Corps Council Applications
Track all Local Officer applications through the approval process: Submit to the Divisional Commander for review and approval. Once approved, ensure the Divisional Statistician receives the appropriate information for timely entry into the Corps Management System (CMS)
Assist the Divisional Secretary for Program (DSP) with the preparation of materials related to the annual Corps Reviews and the subsequent Divisional Review (also known as the Command Review)
Coordinate with other Divisional Staff Officers, Department Heads, and Corps Officers as directed by the DSP to gather required documentation and information
Provide administrative and logistical support during the review process, as assigned by the DSP
Maintain and update the Divisional Calendar both in paper format and Outlook. Communicate any changes promptly to the field. All calendar changes must be approved by the DSP before becoming official
Coordinate the preparation and timely distribution of the DHQ Monthly Travel Calendar. This includes gathering monthly travel plans from DHQ officers and Department Heads
Monitor and track DHQ Officers’ visits to corps, preparing a quarterly report summarizing the corps and units visited
Assist in calendar planning meetings at the beginning of the program year and support the rollout of the new program calendar before the end of the current year
Work proactively to maintain a two-year rolling program calendar, ensuring that recurring events and key dates are planned well in advance
Qualification
Required
Must be a uniform wearing Salvationist
High school diploma with collegiate coursework; alternatively, three to five years of experience in administrative support and event coordination will be considered
Demonstrated knowledge and experience in all expressions of worship within The Salvation Army
Proven ability to work compassionately and effectively with individuals, community groups, and program participants
Strong organizational skills, including accountability for efficient scheduling of time and resources to complete assigned tasks
Excellent oral and written communication skills
Ability to collaborate with individuals from diverse backgrounds with sensitivity and respect
Access to a reliable internet connection suitable for online teaching or remote work
Reliable transportation for work-related travel
Proficient in Microsoft Office applications (Word, Excel, Publisher)
Oregon Drivers' License
Complete Salvation Army's Driver Education within 30 days of hire
Complete The Salvation Army's Protecting the Mission training
Preferred
Bachelor's degree preferred
Knowledge of Salvation Army organizational practices and structure is desirable
Company
The Salvation Army Southern California
The Salvation Army is one of the largest humanitarian organizations in the world. It is a sub-organization of The Salvation Army International.
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
$0.02MKey Investors
Federal Home Loan Bank of San Francisco
2019-09-23Grant· $0.02M
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