Administrative Assistant II

Position Overview

Administrative Assistant II for Program/Administration Departments in the Program Department.Schedule: Full Time, Monday-Friday 8:30 AM-4:00 PM, Occasional evenings/weekends.Location: US-OH-Cincinnati. This Administrative Assistant position will be responsible for managing and coordinating the workflow and office procedures for the Divisional Program Department and supporting Administration as outlined. The position will also assist AA I as needed in completing tasks assigned by the DC/DDWM and support coordinating program related matters/events including the ACR, CMS and Officer Reviews.

Key Responsibilities

• Manage and coordinate workflow, in a highly confidential, fast-paced work environment.
• Process ongoing correspondence and ensure that incoming calls and emails are responded to in a timely manner.
• Assist with events as requested.
• Answer incoming calls, provide information needed and direct calls to appropriate individuals.
• Provide clerical support to Divisional Director of Women's Ministries (DDWM), Program Secretary (PS), Adult Ministries Secretary (AMS) and Women's Ministries Secretary (WMS) as requested.
• Serve as registrar and assign accommodations for Divisional events.
• Assist with processing Mission Alignment Council (MAC) correspondence and maintaining records.
• Manage Program Department, Divisional, DHQ events and DDWM calendars.
• Draft letters/emails for DDWM, PS, AMS and WMS as requested.
• Provide clerical/program support to departments with a high degree of initiative and knowledge.
• Attend meetings as assigned.
• Maintain a broad knowledge of organization’s operations, policies, and procedures, adhering to them.
• Create and maintain orderly files/records and retrieve information as needed.
• Assist with the preparation of the Annual Command Review (ACR) as directed by PS and DDWM, overseeing travel, accommodations, and meals/snacks.
• Prepare New Officer Orientation materials for the program department and participate as assigned.
• Make travel arrangements for general meetings/events as requested.
• Prepare documents, program outlines, and briefs for printing in cooperation with the Graphic Artist.
• Prepare Coordinating Council pamphlet.
• Secure and post Coordinating Council dates on the Divisional calendar.
• Perform other duties as assigned.

Required Qualifications

• High School diploma
• 1-3 years administrative assistant/office management experience
• Possess the ability to communicate clearly, both verbally and in written form
• Possess strong interpersonal skills
• Demonstrated ability to organize projects, multitask, prioritize, and balance several projects simultaneously
• Ability to maintain composure and respond professionally in escalated situations
• Ability to maintain confidentiality
• Ability to function efficiently both independently and in a team environment
• Proficient in Outlook, Word, Access, PowerPoint, Publisher, Microsoft Teams, and Adobe
• Understanding of and willingness to embrace the Mission of The Salvation Army