Administrative and Records Assistant

The Salvation Army; Village of Suffern (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

The Salvation Army is seeking an Administrative and Records Assistant to provide high-level administrative support to the Director of Continuing Education and the Curriculum and Distance Education Officer. This role ensures efficient day-to-day operation by managing communications, coordinating meetings and events, and maintaining organized records and documentation.

Responsibilities include executive support, program logistics, stakeholder coordination, and records management to support

Qualifications

• Associate's degree (A.A.) or equivalent from a two-year college or technical school.
• 2 years of related experience; or equivalent combination of education and experience.
• Strong organizational and time management skills.
• Professional communication and interpersonal skills.
• Attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Discretion and professionalism.
• Proactive and responsive support approach.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Collaborate with teams via Zoom, Microsoft Teams, Slack.

Responsibilities

• Manage calendar, scheduling, and travel arrangements for the Director of Continuing Education.
• Coordinate meetings, including preparing agendas, materials, and follow-up communications.
• Maintain departmental contact lists, schedules, and administrative records.
• Support communication and correspondence on behalf of education leadership.
• Coordinate administrative logistics for education programs, seminars, and convocations.
• Maintain participant and delegate lists and related documentation.
• Prepare and distribute program materials, including communications and invoices.
• Liaise with Command and Section Heads to coordinate participation and permissions.
• Facilitate communication with Command Heads and Section Heads regarding program participation and requirements.

Skills

Organizational skills

Time management

Professional communication

Discretion

Proactive support

Multitasking

Education

Associate's degree (A.A.) or equivalent

Tools

Microsoft Office Suite

Zoom

Microsoft Teams

Slack

Job description

Overview

The Administrative and Records Assistant provides high-level administrative and coordination support to the Director of Continuing Education and the Curriculum and Distance Education Officer. This role ensures the effective day-to-day operation of the Education Department by managing communications, coordinating meetings and events, and maintaining organized records and documentation.

The position serves as a key support function for departmental activities, facilitating communication across the territory and ensuring the timely execution of administrative and program-related processes; including but not limited to education data systems and documentation, ensuring accuracy, accountability, and compliance with organizational standards throughout the full participant lifecycle; including enrollment through program completion and financial closeout.

Responsibilities

Executive Support & Coordination

• Manage calendar, scheduling, and travel arrangements for the Director of Continuing Education.


• Coordinate meetings, including preparing agendas, materials, and follow-up communications.


• Maintain departmental contact lists, schedules, and administrative records.


• Support communication and correspondence on behalf of education leadership.

Program & Event Administrative Support

• In partnership with Education Support Specialist (ESS) coordinate administrative logistics for education programs, seminars, and convocations.


• Maintain participant and delegate lists and related documentation.


• Prepare and distribute program materials, including communications and invoices.


• Liaise with Command and Section Heads to coordinate participation and permissions.

Communication & Stakeholder Support

• Facilitate communication with Command Heads and Section Heads regarding program participation and requirements.


• Coordinate outreach for initiatives such as scholarship recommendations and guest lecturer approvals.


• Respond to routine inquiries and ensure timely information flow.

Records & Documentation Support

• Maintain organized electronic files and correspondence in departmental systems.


• Assist in the preparation and distribution of education-related documents, including transcript analyses.


• Ensure accuracy, consistency, and accessibility of departmental records.

Administrative Operations

• Process requisitions, conference authorizations, and other administrative requests.


• Maintain office supplies and coordinate equipment maintenance as needed.


• Support general office operations to ensure efficiency and organization.

Quality & Administrative Support

• Proofread documents for accuracy, grammar, and consistency.


• Prepare correspondence and departmental communications.


• Support special projects and additional tasks assigned.

Qualifications

• Associate's degree (A.A.) or equivalent from a two-year college or technical school.


• 2 years of related experience; or equivalent combination of education and experience.


• Strong organizational and time management skills.


• Professional communication and interpersonal skills.


• Attention to detail and accuracy.


• Ability to manage multiple priorities and deadlines.


• Discretion and professionalism.


• Proactive and responsive support approach.


• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).


• Collaborate with teams via Zoom, Microsoft Teams, Slack.