Administrative Aide

DEPARTMENT:  EDUCATION

POSITION TITLE:  ADMINISTRATIVE AIDE

STATUS:  NON-EXEMPT - Full Time

PAY RANGE:  $25.00 - $26.00 per hour

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 love for God. Its mission is to preach the gospel of Jesus Christ and meet human needs in his name without discrimination.

EDUCATION AND WORK EXPERIENCE:

• High School diploma with some college education preferred.
• Experience in working with an educational institution and reading transcripts considered helpful.
• Minimum of 2 years of experience in secretarial or administrative assistant experience.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Must meet qualifications of administrative assistant position regarding general office skills, correspondence composition, typing, spelling and grammar; ability to make decisions and act independently in performing all aspects of duties.

• Proficient typing skills – 60 words per minute.
• Spelling – 90% and Grammar – 85%.
• Organizational and critical thinking skills.
• Ability to communicate effectively, both verbally and in writing.
• Ability to conceptualize, organize, and produce needed reports.
• Ability to work with a minimum of supervision.
• Ability and willingness to keep information confidential.

SOFTWARE-RELATED SKILLS:

• Microsoft Outlook, Word, and Excel required.
• Microsoft Teams, PowerPoint, and Publisher helpful.
• Knowledge of Zoom helpful.
• Knowledge of TSAMM helpful.
• Higher Education Learning Management software helpful (i.e. Canvas).
• Adobe InDesign helpful.
• Working knowledge of integrated database applications and ability to use new software programs with basic training.
SCOPE OF POSITION:
Provide administrative support to the Director of Education and provide support to the Department to help ensure that the needs of the department are served.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Prepares correspondence and other materials pertinent to the functioning of the Education Department, as directed by the Director of Education.
• Prepares and maintains the Program of Instruction under the direction of the Director of Education.
• Prepares and maintains the Teaching Assignments under the direction of the Director of Education.
• Prepares and maintains the National Standard for Training Schools under the direction of the Director of Education.
• Prepares and updates a bring up list/calendar for the Director of Education.
• Records and updates faculty education and degrees including official transcripts.
• Prepares new faculty training log and welcome/informational packet.
• Prepares Commencement program, duplicates and distributes during Commencement Service.
• Orders AA diplomas, seals and diploma holders.
• Prepares Certificate of Salvation Army Officer Training for graduating cadets.
• Prepares Pre-Training Certificate of Completion under direction of Education Officer.
• Answers inquiries of cadets and others and routes technical inquiries to the proper persons.
• Assists new Lieutenants in obtaining diplomas and certificates during check out process.
• Prepares Education Department information for inclusion in Commissioning booklet. Maintains a list of CFOT Officers, faculty, adjunct faculty, seminar instructors, Mission and Ministry Team, Blitz and Spring Campaign Officers for Commissioning booklet.
• Works with Director of Education in completion of the annual sessional report.
• Processes all necessary paperwork for cadets on amended curriculum and academic probation.
• Responsible for agenda and minutes of Education Department meetings.
• Processes guest instructor proposals and meal tickets for guest instructors.
• Coordinates and communicates Council Meeting schedule for the academic year to officers and employees.
• Processes book order forms through the Director of Library and Archive Services.
• Processes invoices and supporting documentation through AP Workflow.
• Responsible for taking minutes at Board of Governance meetings throughout the academic year.
• Maintains copies of CFOT Catalog for Education Department records.
• Collects Education Department information for CFOT Annual Red Book.
• Maintains classroom supply inventory and orders replacement supplies as necessary
• Gains working knowledge of the following software programs: Canvas, Populi, Concourse, Turnitin, Accuplacer, Cognifit, and Universal Math.
• Can access and extract information in legacy database.
• Creates individual files for accepted candidates and maintains educational transcripts and documents.
• Prepares transfer of Cadet files to THQ Personnel Department post-commissioning.
• Prepares schedule and makes arrangements for Faculty Conference under the direction of the Director of Education.
• Compiles and maintains the Education Department Out of Office log.
• Mails Commissioning invitations to Cabinet members, department heads at THQ and DHQ, seminar leaders, and adjunct staff members
• Processes room reservations in Outlook for the Brengle Boardroom.
• Supports CFOT Registrar and Assistant Registrar with the creation and processing of transcript requests.
• Supports Accreditation tasks pertinent to the Education Department.
• Answers incoming phone calls and determines the most appropriate resolution.
• Sorts, processes, and/or distributes all incoming mail.
• Creates and maintains physical files as needed.
• Maintains and updates contact information.
• Perform other administrative functions as requested.

PHYSICAL REQUIREMENTS:
• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
• Ability to grasp, push, and pull objects such as files, file cabinet drawers, and reach overhead
• Ability to operate telephone
• Ability to operate a desktop or laptop computer
• Ability to lift up to 25 lbs. (usually file boxes)
• Ability to access and produce information from a computer
• Ability to understand written information

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is a reasonable and no undue hardship would result.

SUPERVISOR: DIRECTOR OF EDUCATION