The Salvation Army

  • Executive Assistant & Volunteer Coordinator

    Job Locations US-CT-Hartford
    Job ID
    2019-5362
    Category
    Administrative
    Type
    Regular Full-Time
  • Overview

    Location/Department: Greater Hartford Area Services (Hartford, CT)

    Status: Full-time

     

    Scope & Purpose of Position:

    Shall provide diverse administrative support to the to the Greater Hartford Area Coordinators and Director of Social Services. Responsible for facilitating and managing multiple projects, maintaining strict confidentiality, and demonstrating the highest professional standards through daily performance. Will develop and implement strategies to facilitate the activities of the Greater Hartford Area Coordinators with the day-to-day operation of GHAS and will manage critical projects as assigned by the Greater Hartford Area Coordinators.  Serves as the liaison for the Advisory Board and the Greater Hartford Area Services’ Officers. 

    Responsibilities

    Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

     

    Administrative:

    • Provide clerical assistance to the Greater Hartford Area Coordinators and Director of Social Services.
    • Attend, participate, and take minutes for the GHAS/HSB staff meetings, Advisory Board meetings, Women’s Auxiliary meetings, and other meetings as requested.
    • Act as the liaison between the GHAS Coordinators and the Advisory Board. Determine the best ways to coordinate all Advisory Board Committee activities so Board strategy is affected properly.
    • Complete time sheets and payroll reports for GHAS and seasonal staff.
    • Assist with pre-filling grant applications and grant reports.
    • Serve as back-up for South End complex front desk.
    • Process invoices for payment and code them to the appropriate department, project, etc.
    • Prepare hire paperwork, maintain all personnel records, forms, and documents and keep documents secure and properly filed.
    • Keep records on employee benefits and all other applicable personnel needs.
    • Manage the GHAS office and all pertinent equipment (copier, fax, phones). Coordinate service needs and ensure that problems are addressed timely.
    • Inventory and purchase all office supplies and equipment for the South End Complex and HSB.
    • Perform all in-house printing and mailings for GHAS.
    • Process mail for the GHAS Coordinators and Director of Social Services by reviewing and completing required task or distributing as needed.
    • Properly receive and host all visitors to the GHAS offices.
    • Create accurate written and oral communications. The Salvation Army policy regarding the handling of correspondence labeled “private, personal, confidential” shall be maintained.
    • On behalf of GHAS Coordinators, coordinate and communicate with the GHAS Officers on topics not requiring an official approval process. The GHAS Coordinators will continue to handle items that need official approval such as items on the requisition database and personnel matters.  
    • To manage the GHAS Coordinators’ workloads, act as gatekeeper, manage follow-up meetings, and handle external contacts.
    • Maintain the schedule for GHAS Coordinators’ and coordination of event dates.
    • Develop and maintain structures for effective internal team communications within GHAS.
    • Support the Maintenance Supervisor and GHAS Coordinators with the management of GHAS property projects, including; purchases, sales, renovations, capital campaigns, etc.

    Volunteer Coordination

    • Develop and implement strategies to grow the current volunteer database and create a volunteer calendar for all Greater Hartford Corps and GHAS seasonal programs.
    • Update, maintain, and respond to all volunteer requests.
    • Participate in select volunteer activities.
    • Coordinate group volunteer projects by completing volunteer project templates, purchasing needed supplies, gathering appropriate paperwork, etc.
    • Recruit volunteers from schools, corporations, and the community at large.

    Events/Special Activities

    • Assist with all seasonal programs and activities, including Christmas applications, toy collection, Christmas distribution, Adopt a Family, holiday meals, Coats for CT, etc.
    • Prepare invitations and materials, secure vendors and donations, handle RSVPs and guest lists, and coordinate event logistics.
    • Coordinate Angel Tree tags.
    • Coordinate recruitment and registration for the GHAS youth summer camp.
    • On behalf of the GHAS Coordinators, work closely with the Divisional Development Department in all matters relating to special events, fundraising, and public relations.
    • Cultivate and strengthen the relationships with local companies and businesses.

    Does this job have supervisory responsibilities: __X_ Yes __ No (supervision of volunteers)

    Qualifications

    • Bachelor’s degree or its equivalency in experience required.
    • Bilingual in English and Spanish is highly preferred.
    • Must be computer literate with experience in Microsoft Office.
    • Must be able to accommodate a flexible schedule to accommodate tasks as assigned. Working weekends and holidays will be required.
    • Must have effective interpersonal skills and be highly professional at all times.
    • Must have a valid driver’s license.
    • Human resources and organizational skills are a must.
    • Excellent oral and written communication skills are required.
    • Capable of preparing, managing, and updating departmental files.
    • Ability to manage multiple projects while remaining focused and effective.
    • Ability to organize responsibilities and function independently.
    • Excellent time management skills are required.
    • Ability to engage with diverse populations.
    • Must have a high energy level, solid work ethic, as well as the ability to respond to changing conditions.
    • Ability to work independently and in a team atmosphere.
    • Must demonstrate high levels of discretion and consistent good judgment.
    • Ability to manage and keep volunteers on task.
    • Ability to manage seasonal programs with little or no supervision.
    • Knowledge of community agencies, organizations, and corporate volunteer programs.
    • Demonstrated ability to set and achieve goals as well as meet
    • Will respect and promote the interest of The Salvation Army. The individual is not required to embrace the tenets of faith, but he/she is required to promote and respect the mission of The Salvation Army.

     Work Environment/Physical Demands:

    ACTIVITY

    AMOUNT OF TIME

    Up to 1/3

    1/3 to 2/3

    Over 2/3

    Climb or balance

    X

     

     

    Lift up to 20 pounds

     

    X

     

    Lift up to 50 pounds

    X

     

     

    Sit

     

     

    X

    Stand

    X

     

     

    Use hands

     

     

    X

    Use sight/vision

     

     

    X

    Walk, bend, kneel

    X

     

     

     

    Benefits of Working for The Salvation Army

    The Salvation Army is pleased to offer a comprehensive benefit program to full-time employees who work at least 30 hours per week.

    • Health benefit plans for single or family medical coverage
    • Family wellness program
    • Prescription drug plan
    • Dental, vision, and hearing benefits
    • Telehealth/on-line doctor visits
    • Basic and voluntary term life insurance
    • Short term disability coverage and optional long term disability coverage
    • Supplemental insurance coverage options
    • Flexible spending accounts for health care and dependent care
    • Employer-funded pension plan
    • Tax-deferred annuity plan
    • Educational assistance
    • Paid holidays, vacation, sick, personal, bereavement, jury duty, marriage, and military leave

    The Salvation Army Mission Statement:

    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.

     

    Divisional Headquarters Vision Statement:

    The Southern New England Divisional Headquarters exists to develop its Officers, staff, and volunteers to their fullest ministry potential and to be a catalyst and resource for the growing of healthy, vibrant Corps and other expressions of The Salvation Army mission.

     

    An Equal Opportunity/Affirmative Action Employer:
    All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability, or protected veteran status.

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