Overview
The Administrative Assistant provides comprehensive administrative and contract management support to the Divisional Director of Advancement. This role requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of tasks, including event coordination, contract oversight, financial tracking, and stakeholder communication. The ideal candidate will have 3-5 years of administrative experience, an understanding of fundraising principles, familiarity with generally accepted accounting principles (GAAP), and knowledge of Customer Relationship Management (CRM) systems such as Salesforce.
Responsibilities
Administrative & Schedule Management:
Manage the Divisional Director's calendar, scheduling meetings, travel, and engagements.
Prepare reports, presentations, and materials for meetings.
Organize and maintain an efficient system for document management, correspondence, and meeting minutes.
Stakeholder Communication:
Serve as a primary point of contact between the Divisional Director and internal/external stakeholders.
Draft, proofread, and edit correspondence on behalf of the Director, handling communications with professionalism and discretion.
Event Coordination & Fundraising Support:
Assist in planning and executing fundraising events, ensuring smooth logistics coordination.
Conduct research on potential donors and funding opportunities to support fundraising efforts.
Collaborate with the Development team to enhance donor engagement strategies.
Financial & Compliance Responsibilities:
Collaborate with the Finance Department to track donations, manage budgets, and ensure contractual requirements are met.
Process invoices, reconcile expense reports, and ensure compliance with GAAP standards.
Review and monitor compliance with funding agency requirements.
Special Projects & Other Duties:
Assist with special projects as assigned by the Divisional Director of Advancement, ensuring timely and successful execution of objectives.
Perform other tasks as needed to support the Division's fundraising and operational goals.
Contract Management:
Contract Review & Approval: Oversee the review and processing of funding contracts, proposals, amendments, and agreements through The Salvation Army's Contract Database for Command Finance Council (CFC) and Territorial Headquarters (THQ) Legal approval. Ensure contracts comply with organizational policies and safeguard The Salvation Army's interests.
TSAMM Utilization: Utilize The Salvation Army Mission Manager (TSAMM) to streamline contract management:
Tracking Board Agenda Items: Use TSAMM to log, monitor, and manage agenda items related to contracts, ensuring necessary discussions and decisions are properly documented and accessible.
Managing Requisitions: Facilitate the requisition process for goods and services required by departments, ensuring efficient resource allocation.
Facilitating Communication: Enhance communication among board members, staff, and departments by centralizing contract information in TSAMM.
User Access Control: Maintain strict control over access to sensitive contract-related data, in collaboration with The Salvation Army's IT department.
Efficiency in Operations: Increase operational efficiency by reducing the administrative burden associated with contract management through the use of TSAMM.
Support for Decision-Making: Provide decision-makers with easy access to centralized contract data, enabling informed decisions about resource allocation and contractual agreements.
Compliance Oversight: Monitor compliance with contractual obligations and standards, including United Way, Emergency Food and Shelter Program (EFSP), and other government and non-government funding sources. Collaborate with the Development and Finance teams to ensure compliance with financial, audit, and legal requirements.
Qualifications
Minimum Qualifications:
Bachelor's degree in Business Administration, Nonprofit Management, or a related field preferred.
Minimum of 3-5 years of experience in an administrative or support role, preferably within a nonprofit or fundraising environment.
Knowledge of fundraising principles, GAAP, and CRM systems (Salesforce preferred).
Strong written and verbal communication skills, with a high degree of confidentiality and discretion.
Proficiency in Microsoft Office Suite and its advanced features.
Special Skills:
Excellent organizational and multitasking abilities, with demonstrated success managing competing priorities.
Strong analytical skills, particularly in financial tracking and contract management.
Ability to work independently and collaboratively in a fast-paced environment, adapting to shifting priorities.
COMPENSATION AND BENEFITS
Generous paid time off
Paid holidays
Sick leave
Personal days
Bereavement Leave
Excellent medical, dental, and vision benefits
Short-term and long-term disability
Retirement plan
*Benefits may vary based on position classification and eligibility.
The information in this job description indicates the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Acceptable job performance includes the completion of the job responsibilities as well as compliance with the policies, procedures, rules and regulations of The Salvation Army.
The employee occupies a position of trust and is expected to maintain confidentiality and exhibit loyalty to The Salvation Army and the staff of The Salvation Army in all job-related matters and activities.
All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.
Please submit your resume and letter of interest to: http://internal-usesalvationarmy.icims .com
Job LocationsUS-ME-Portland
Job ID 2025-14495
Category Administrative
Compensation Min USD $24.50/Hr.
Compensation Max USD $28.00/Hr.
Type Regular Full-Time
