Job Details

Requisition Number 17-1930
Post Date 9/28/2017
Title Administrative Assistant
City Honolulu
State HI
Description HAWAIIAN & PACIFIC ISLANDS DIVISION
JOB DESCRIPTION
ADMINISTRATIVE ASSISTANT
Department: Development
Position Title: Administrative Assistant to the Chief Development Officer
Supervisor: Chief Development Officer
FLSA Status: Non-exempt, full-time
Date: September 2017
General Statement: The Salvation Army is a branch of the Christian Church, and the
ultimate goal of all programs is a spiritual regeneration of all people.
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 love for God. Its mission is to preach the Gospel of Jesus Christ
and meet human needs in His name without discrimination.
Corps/Unit Mission Statement
JOB SUMMARY: The Administrative Assistant to the Divisional Development
Director is responsible for providing administrative support for the Development
Department. Duties include scheduling of appointments and travel, support for Advisory
Board activities, including preparing agendas and minute taking and preparing reports.
Administrative Assistant will also assist with planning and execution of donor cultivation
events, and other duties as assigned.
ESSENTIAL QUALIFICATIONS
 Valid driver’s license
 Bachelor’s Degree
 3+ years administrative work-related experience
 Computer proficient in MS Word, Excel, Outlook, Mail merge, PowerPoint
 Familiarity with relational databases
 Type 60 wpm
 Excellent written and verbal communication skills
 Excellent spelling & grammar
ESSENTIAL FUNCTIONS:
 Office Maintenance and Support:
 Provide administrative support to the Chief Development Officer.
 Prepare and distribute correspondence as needed.
 Manage telephone and electronic communications.
 Prepare documents on a spreadsheet.
 Handle confidential information relating to clients and personnel.
 Update, maintain and generate donor lists.
 Assist in coordination of Development function and events.
 Maintain donor files.
 Keep track of and order supplies for office and Xerox machine as needed.
 Assist in mailing all correspondence to THQ.
 Mailing all Federal Express documents to THQ.
 Make all travel arrangements for Development Staff.
 Process and submit necessary paperwork for CFC.
 Assist with the general operation of the Development Department.
 Advisory Board:
 Assist the Directors in scheduling of Board committee meetings and other
meetings.
 Responsible for pickup and setup of lunches for committee meetings (i.e.
Program, Nominating, Property, and Executive Committees).
 Responsible for keeping Board Directories, Board Orientation Materials and
Induction process organized and updated.
 Responsible for assisting with Advisory Board participation and coordination of
Holiday Appreciation Party.
 Assist in the production of quarterly reports for Advisory Board.
 Responsible for note taking and distribution of agenda and minutes for all Board
Committee Meetings and Advisory Board Meetings.
 Grants:
 Meet with Grants Writer and Chief Development Officer to plan and execute
grant process
 Assist with coordinating all documents for submittal of grants
 Help obtain signatures on documents
 Follow up on questions re: submittal, and get info to re-do budgets when
necessary
 Donor Relations:
 Maintain and track contacts with donors and prospective donors in database.
 Keep familiar with the various gift agreement procedures.
 Learn the functioning of the Donor Management System and assist in preparing
reports from it.
 Prepare all necessary documents to assist in establishing major gifts for the
Division.
 Community Development:
 Coordinate Advisory Board participation for community events which include,
but not limited to: Holiday Bell Ringing, Thanksgiving Dinner, etc.
 Partners in Community Service (PICS) – work closely with Development
Coordinator on logistics and Advisory Board participation.
 Help to coordinate contract approval with CFC and obtain deposit for event.
 Write thank you letters from Community events (Include but not limited to:
Partners in Community Service, Foodland Give Aloha, CEO Sleepout, etc.)
 Become familiar with all of The Salvation Army programs.
OTHER FUNCTIONS:
Performs other duties as assigned.
MENTAL DEMANDS:
 Work under stressful conditions
 Interact with others with courtesy and tact
 Manage and prioritize multiple projects in an organized and efficient manner to meet
tight deadlines
 Respond to crisis situations in a calm and effective manner
 Complete projects on schedule
 Maintain confidentiality
 Maintain regular and punctual work attendance
PHYSICAL DEMANDS:
The position requires sitting; climbing and/or balancing; stooping, kneeling, bending,
stretching, crouching and/or crawling; standing; walking; manual dexterity and eye-hand
coordination; use of vision; driving a vehicle; pushing/pulling/lifting/carrying up to 25
pounds and occasionally more than 50 pounds; traveling by airplane.
COMMUNICATION DEMANDS:
The position requires talking to co-workers, clients, vendors; requires written
communication to and from co-workers, clients, vendor; talking on the telephones;
requires responding to written or verbal requests of co-workers, clients, and vendors;
requires training/giving verbal and written instructions; requires receiving verbal and
written instructions; requires writing/composing written language; requires reading;
requires visiting/working at other worksites; requires communication via the latest
technologies
SKILLS/TECHNICAL KNOWLEDGE:
 Valid Hawaii driver’s license
 Travel off-island as necessary (if needed)
EQUIPMENT NEEDS:
Use office equipment such as computers, photocopiers, scanners, calculators, etc.
DESCRIPTION OF WORK ENVIRONMENT:
Most work will be indoors at Divisional Headquarters. Attendance at trainings in Hawaii
may be required (if needed).
NOTES:
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 accommodations will be made to enable
qualified individuals with disabilities to perform the essential functions of this position. Employee will be
required to follow any other job-related instructions and to perform any other job-related duties requested
by management. This document does not create an employment contract, implied or otherwise, other than an "at will"
employment relationship.
_____________________________________________ ________________________
Employee’s Signature: Date
REVISED: 9/27/17
  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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