Program Assistant-Level 2

Program Assistant Level 2

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.

Administrative and clerical support : Provide comprehensive administrative and clerical support to the Divisional Secretary for Program. This includes managing daily operational functions, maintaining office organization, and supervising designated support staff. The DSP will manage all related communications to ensure timely and organized responses.

Program assistance : 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. Responsibilities include supporting the coordination and logistical planning of Divisional events and initiatives.

Guidance and compliance support : Work under the DSP's direction to guide and support Corps Officers and Ministry Leaders in all matters related to the Program Department processes. Ensure timely submission and compliance with all required forms, reports, and documentation as outlined by Divisional and Territorial Headquarters' standards.

Official representation : Will be required to represent The Salvation Army in an official capacity on behalf of the Divisional Secretary for Program (DSP). As such, professionalism, integrity, and a thorough understanding of the organization's mission and values are essential.

Mission commitment : Must demonstrate a clear commitment to and support of the holistic Christian mission and ministry of The Salvation Army, both in conduct and attitude.

Organizational integrity : Expected to perform all assigned duties with a positive and respectful demeanor. All actions and communications should aim to strengthen, support, and promote the identity of The Salvation Army as an organization grounded in integrity, service, and Christian values.

Computer proficiency : Must be able to use a computer effectively in a professional office environment. Proficiency with standard office equipment such as copiers, multi-line telephones, labelers, and laminating machines is essential.

Software skills : Demonstrated keyboarding experience and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher), as well as design platforms such as Canva.

Communication and office practices : Must have a solid understanding of traditional office practices and procedures. Ability to read, write, and speak English clearly and professionally to communicate ideas and information effectively.

Independent work capability : Must be able to work independently with minimal supervision, demonstrating initiative, reliability, and sound judgment in completing tasks.

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.

Familiarity with HP software and general computer operations.

Competent in using virtual meeting platforms (e.g., Zoom, Teams).

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. Must be able to multitask effectively, adapt to changing priorities or interruptions in workflow, and quickly learn new systems and procedures.

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.

Confidentiality : Maintain strict confidentiality regarding the business, operations, and conduct of The Salvation Army.

Workflow management : Organize and expedite the flow of work within the department, ensuring smooth and efficient office operations.

Clerical and secretarial duties : Perform various skilled administrative tasks, including typing, proofreading, filing, reporting, checking, and recording information accurately and efficiently.

Recordkeeping : Establish and maintain organized records, systems, and files for all events and departmental activities.

Document design and publishing : Use desktop publishing software and Canva to create professional forms, program folders, flyers, and other informational materials for divisional use.

Scheduling and tracking : Maintain a bring-up schedule, daily process folders, document tracking system, and expense documentation to ensure timely follow-up and organization.

Meeting coordination : Schedule in-person and virtual meetings. Attend meetings as needed to take notes and prepare accurate minutes.

Project and event management : 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.

Financial processing : Prepare and submit accurate departmental receipts, invoices, and billings to the Finance Department promptly after divisional events.

Event attendance : Attend divisional events as needed or upon request to support coordination and execution.

Team collaboration : Serve as an active member of the Divisional Program Support Team.

Office supply management : Monitor and maintain inventory of office supplies; reorder items as necessary to ensure adequate stock.

Workplace cleanliness : Must maintain cleanliness, organization, and safety in assigned workspaces and common areas.

Attendance : Maintain regular and punctual in-person attendance as a condition of employment.

Driving and transportation : 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.

Other duties as assigned : 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.

Departmental specific responsibilities : Divisional events : 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.

Community care ministries : 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).

Corps ministries : In collaboration with the DSP, the Divisional Statistician, and the Divisional PTM Consultant : 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).

Corps review and divisional review (command review) : 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.

Divisional calendars & DHQ travel calendar : 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.