Senior Administrative Assistant/Volunteer Coordinator

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

A.    BASIC PURPOSE

1. Senior Administrative Assistant: The Senior Administrative Assistant works closely with the Corps Officers for the Santa Rosa Corps.  The successful candidate for this position will provide general administrative support to the Corps Officers for planning, organizing, and managing all files, events, and projects. The Senior Administrative Assistant has access to confidential and private information, and it is essential that confidentiality and privacy be observed.  The Senior Administrative Assistant will have regular interaction with community members and officials, Officers, and staff. This position will be essential in setting standards for public relations and instilling a positive impression of the Corps. An upbeat, energetic, and congenial demeanor will be important to this role.

2. As the Volunteer Services Coordinator: executes the lawful and proper directions of the Corps Officer to devise, develop, execute and coordinate the volunteer-centric programs of The Salvation Army in Santa Rosa in conformance with Salvation Army policies and procedures; providing cultivation of volunteer clerical, program support staff and other non-clergy persons needed to achieve Salvation Army operations and services delivery. Additional responsibilities for cultivation and deployment of (volunteer) support staff positions who are subsequently assigned to social service programs, development activities, tutoring, transitional living, disaster services and other herein unspecified activities shall be a goal of this position.  Goals will be achieved by performing, or causing to be performed through parallel peer supervisors, the essential duties. Organization and day-to-day duties per PTM (Protecting the Mission) standards. 

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

a.      Recruit, screen, train, keep records for files (PTM) and supervise volunteers to assist with areas of volunteer need.

b.      Work with supervisors and program delivery specialists of Salvation Army programs in determining possible volunteer positions and projects (i.e. Day Camp, Corps, Family Services, Public Relations and Fund Raising, Transportation, Senior Services, Adult Education and Counseling).

c.      Devise appropriate job or task descriptions to enable recruitment and deployment of volunteers into successful project completions or continuing service delivery across the matrix of local Salvation Army programs.

d.      Serve as staff liaison/coordinator with volunteer teams for large-scale events such as Annual Dinners, Christmas Distribution, Property Painting/Planting Projects and similar future events.

e.      Obtain all necessary personal information of volunteers to establish and maintain a centralized index of volunteers, their interests and activity performance.

f.      Track frequency of work activities to flow into monthly statistical reporting system of The Salvation Army as well as being retrievable on the basis or type of services rendered.

g.      Oversee compliance of all Salvation Army safety regulations and client confidentiality as it may relate to activities involving volunteers.

h.      Ensure PTM (Protecting the Mission) guidelines are adhered to and that staff and volunteers have proper training and clearance/certification. 

i.       Handle HR paperwork; keeping track of all potential candidates until completion of all HR paperwork.

j.       Organize and file all HR and Volunteer files.

k.      Input all necessary paperwork to TSAAM and implement all necessary paperwork and processes for HR and volunteerism.

l.       Handle paperwork with the utmost of confidentiality.

m.    Maintain statistical data for the center; this includes but is not limited to:  collecting statistical information from various departments, inputting statistics into computer database and generating reports on a monthly basis, as needed.

n.      Provide Administrative support to committees and boards as assigned.

o.      Assist as instructed in recording, transcribing, producing, and distributing minutes of all Advisory Board, Departmental meetings, and Committee meetings.

p.      Support Advisory Board by creating committee or board meeting agendas, prepare meeting materials, and update Advisory Board Members on upcoming meetings, events, volunteer opportunities, etc.

q.      Maintain all member lists to include mailing lists, addresses, phone and emails of all advisory committees and boards.

r.      Assist with Christmas data input, organization and needed back up for Angel Trees, Distribution Center, Kettles, Kettle Kick Off and Adopt-a-Family.

s.      Create event and program flyers.

t.       Assist with clerical and projects for fundraising events and programs when needed.

u.      Other duties as assigned by Corps Officers

C. KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

a.      A bachelor’s degree preferred.

b.      A minimum of three (3) years’ experience in multi-faceted volunteer-centric business activities and administration; or equivalent relevant experience in Salvation Army management positions.

c.      Executive level functioning computer skills with a practical mastery of the Microsoft Office Suite, with special emphasis on Microsoft Word and Excel.  The ability to know the following office software: Power Point and Publisher.

d.      Ability to create materials and correspondence on Canva and Constant Contact or other similar online software platforms.

e.      A strong understanding and adherence to the goals and beliefs of The Salvation Army as a religious, charitable organization shall be required and an ability to assimilate its procedural requirements shall be essential.

f.      The successful candidate will have a broad-spectrum skill set including managerial proficiency, public speaking, volunteer management and written communication expertise.

g.      Ability to work independently and without daily immediate supervision.

h.      Ability to effectively present information to top management, public groups, and/or boards of directors (advisors).

i.       Candidate must be 21 years or older since driving is included

j.       Must possess a valid California Class C Driver License, and ability to drive a Salvation Army vehicle.

LANGUAGE, MATH, & REASONING SKILLS

American style English is the de facto standard for all business activities.  The applicant must be fluent in both written and verbal composition and delivery.  A second language (Spanish) is helpful but is not mandatory. Ability to define and solve problems, collect data, establish facts, and draw valid conclusions.  Strong communication skills are a must. 

D. PHYSICAL REQUIREMENTS:

a.      Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis

b.      Ability to grasp, push, and/or pull objects

c.      Ability to reach overhead

d.      Ability to operate telephone

e.      Ability to lift up to 25 lbs.

f.      Ability to operate a computer

g.      Ability to process written, visual, and/or verbal information

h.      Ability to operate basic office equipment and tools

i.       Some travel required.

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 would not result in undue hardship.