Senior Administrative Assistant

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

Ray and Joan Kroc Corp Community Center

JOB DESCRIPTION

JOB TITLE:                  Senior Administrative Assistant

LOCATION/DEPT:       Kroc Center

REPORTS TO:             Kroc Corps Officers and Operations Director

FLSA CATEGORY:      Non- Exempt

STATUS TYPE:            RFT

PAY GRADE:               405

PAY RANGE:               $22.57-$27.09

WHO WE ARE

At The Salvation Army, we are dedicated to Doing the Most Good. We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors

KROC CENTER CHICAGO VISION: Kroc Center Chicago is a community center where families, individuals and relationships thrive in the name of Jesus.

JOB SUMMARY

The Senior Administrative Assistant provides high level administrative, operational, and organizational support to the Kroc Corps Officers and Operations Director, serving as a key liaison for staff, community members, donors, and other stakeholders. This role manages executive calendars, meetings, correspondence, records, payroll and grant support, donor communications, and office operations while maintaining strict confidentiality and supporting the mission of The Salvation Army.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive and Administrative Support

• Provide executive-level administrative support to Corps Officers and the Operations Director
• Manage calendars, schedule appointments, coordinate meetings, prepare meeting materials and take minutes at all meetings.
• Assist with employee engagement activities
• Draft, prepare, and distribute correspondence, reports, and presentations.
• Coordinate travel arrangements and related logistics as needed.
• Maintain confidential files, records, and documentation.
• Prepare board meeting materials and support special projects.

Office Operations

• Receive, sort, stamp, and distribute incoming mail.
• Maintain organized filing systems and office records.
• Ensure administrative offices remain organized and adequately supplied.
• Order and maintain inventory of office supplies for all departments.

Donor and Community Relations

• Prepare and send donor acknowledgments and handwritten thank-you notes.
• Coordinate invitations and communications for community events and special functions.
• Assist with planning and administrative support for quarterly community meetings and other events.

Financial, Grant, and Payroll Support

• Support the Corps Officers and Operations Director with bi-weekly payroll processing for direct reports.
• Assist with data entry of Kroc Standards and completion of statistics.
• Coordinate with Officers and Operations Director the completion of performance reviews
• Act as a filter for member complaints.
• Review payroll authorizations and verify the accuracy of reported hours worked, overtime, and supporting documentation.

Additional Responsibilities

• Serve as a professional representative of The Salvation Army in all internal and external interactions.
• This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

REPORTING RELATIONSHIPS

This position reports directly to the Corps Officers and Operations Director

In carrying out the responsibilities of this role, the employee serves as a representative of The Salvation Army and is expected to conduct themselves in a professional manner that reflects the organization's mission, values, and standards.

PERFORMANCE EXPECTATIONS

Performance will be evaluated based on:

• Timely and accurate completion of assigned responsibilities.
• Quality, efficiency, and professionalism of administrative support provided.
• Effective management of confidential information and organizational records including payroll.
• Positive contributions to team operations and customer service.
• A 30-day, 60-day, and 90-day introductory review process will be conducted, followed by regular performance evaluations in accordance with Salvation Army policies.

EDUCATION AND EXPERIENCE

• High School Diploma or GED.
• Two to four years of administrative support experience.
• Associate Degree in Business Administration, Office Administration, or a related field, preferred
• Experience supporting executive leadership or senior management.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Experience working with confidential information.

KNOWLEDGE, SKILLS, AND ABILITIES

• Commitment to supporting the mission of The Salvation Army.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Ability to prioritize multiple assignments and meet deadlines.
• Strong attention to detail and accuracy.
• Ability to work independently and exercise sound judgment.
• Professional demeanor and ability to maintain confidentiality.
• Demonstrated initiative, flexibility, and adaptability.
• Strong interpersonal skills and ability to work effectively with diverse individuals and groups.

POSITION LIMITATIONS

• May not commit Salvation Army resources without prior authorization.
• Must keep Corps Officers informed of significant issues affecting assigned responsibilities.
• Must comply with all Salvation Army policies, procedures, and standards.
• Must maintain confidentiality of all sensitive personnel, donor, financial, and organizational information.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

• Perform light physical work in an office environment.
• Regularly use standard office equipment, computers, and related technology.
• Ability to walk stairs and move throughout the facility as necessary.
• Occasionally lift, carry, push, or pull up to 20 pounds.
• Work is performed primarily in an office setting with a moderate noise level.
• Employees are expected to maintain a positive and professional work environment by: treating colleagues, clients, visitors, volunteers, and donors with dignity and respect, communicating professionally and courteously, resolving conflicts constructively, supporting an inclusive and discrimination-free workplace, demonstrating behavior consistent with the mission and values of The Salvation Army.

COMPETENCIES

• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors.
• Resolve conflicts in a positive manner.
• Treat staff, clients, and visitors with courtesy.
• Respect others’ property and person.
• Use professional and appropriate communication to and about co-workers, supervisors and subordinates.
• Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

PERFORMANCE MEASURES   

This individual will be evaluated on how effectively the outcomes of this position are achieved as well as the timeliness, accuracy, and completeness of accomplishing assigned goals.

DOING THE MOST GOOD  

Do you want to use your skills and talents to make a lasting difference in the world?  The Salvation Army is the fourth largest charity in the United States and is an international organization based on Biblical principles created to help people in need.  We are mission-driven, diverse, collaborative, and focused on positive results for people. Join us in making a difference.  

The Salvation Army offers a competitive benefit package for eligible employees which may include the following medical, dental, vision, hearing, disability and life insurance, flexible spending accounts, 403(b) retirement accounts, a company-funded defined contribution (pension) plan and generous time off policies.   

               In compliance with the ADA Amendments Act if you have a disability and would like to request an accommodation to apply for this position, please contact the Human Resources department. 

The Salvation Army is an Equal Opportunity Employer Minority/Female/Veterans/Disabled. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.