Executive & Records Coordinator for Education Programs

The Salvation Army USA Eastern Territory; Village of Suffern (NY); On-site; USD 42,000 - 66,000; Full time

Job summary

The Salvation Army USA Eastern Territory is seeking an Administrative and Records Assistant to provide 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 across education data systems and documentation.

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.
• 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.
• 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.
• 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.
• 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.
• Proofread documents for accuracy, grammar, and consistency.
• Prepare correspondence and departmental communications.
• Support special projects and additional tasks assigned.

Skills

Organizational skills

Time management

Professional communication

Interpersonal skills

Attention to detail

Discretion

Proactive support

Multitasking

Collaboration

Education

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

Tools

Microsoft Office Suite

Zoom

Microsoft Teams

Slack

Job description

The Salvation Army USA Eastern Territory is seeking an Administrative and Records Assistant to provide 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 across education data systems and documentation.