Administrative Assistant

THE SALVATION ARMY

Northern and Central Illinois

Ray & Joan Kroc Corps Community Center - Chicago

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant to Arts/Education

LOCATION/DEPT: Ray & Joan Kroc Corps Community Center Chicago

REPORTS TO TITLE: Arts & Education Program Director

PAY GRADE 403

PAY RATE: 18.11-21-73

MISSION

The Salvation Army Ray and Joan Kroc Corps Community Center of Chicago exists to express the mission and ministry of The Salvation Army through a safe, enriching and sacred environment where all individuals have access to opportunities to reach their physical, intellectual, social and spiritual potential. The Vision of the Chicago Kroc Center is to touch individuals, families and seniors of the Southside with building community, promoting wellness, motivating excellence, building character, and encouraging faith.

OUTCOMES

The Administrative Assistant will be responsible to create an inviting and purposeful environment within the RJKCCC to grow the ministry of all RJKCCC programs, including but not limited to, the Education and Arts department, Kroc Corps (Church). The Administrative Assistant will organize and facilitate office operations and provide administrative support to the Arts and Education Managers. This also includes support for assigned educational, cultural, social and special events activities, spiritual opportunities, purposeful - leisure experiences, health initiatives and work with volunteers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. As part of the RJKCC Team the Administrative Assistant will be responsible to provide administrative support to the Education and Arts department. This includes but is not limited to:
   
   
   
   1. Manage the day to day operation of the Education and Arts office.
      
      
      
      1. Answer phones, written correspondence and reports, copies/faxes and maintenance of files.
      2. Schedule appointments, meetings, and record minutes.
      3. Maintained assigned databases and statistics for the department.
      4. Serve as the first point of communication for the department.
      
      
      
      
   2. Help ensure an office support system that will allow for timely and accurate record keeping, including the areas of statistical reports related to all programs, accounting of expenditures and other reporting as required.
   3. Foster a professional and safe work environment.
   4. Follow and ensure adherence to The Salvation Army Policies and Procedures.
   
   
   
   
2. Administrative support to Staff and Volunteers
   
   
   
   1. Assist Program Director with administrative support of all departmental and RJKCCC Arts & Education programs.
   2. Assist to ensure that all staff and volunteers records are updated and aligned with the policies and procedures of The RJKCCC and The Salvation Army.
   3. Assist to ensure that all staff and volunteers are trained in Safe from Harm and proper guidelines are followed.
   4. Maintain clear channels of written and verbal communications with staff, volunteers and program.
   5. Work with the Volunteer and Business Service Associate to secure department volunteers as needed.
   
   
   
   
3. Meetings and Communication
   
   
   
   1. Works in a cooperative manner with the other on-site staff, especially in the Education area. This includes the reporting of all statistics and outcome projects of the center related to the education and arts programs.
   2. Attends all scheduled staff meetings.
   3. Works all pre-approved, scheduled and submitted hours. All changes must be pre-approved by the Program Director.
   4. Works in cooperation with Arts and Education Managers and all other RJKCCC department Managers, Directors and Officers.
   
   
   
   
4. Facilities/Safe Working Environment
   
   
   
   1. Report any suspected abuse to Arts and Education Managers.
   2. File all appropriate records such as registration, attendance and time sheets for assigned projects.
   3. Maintain a safe and healthy environment.
   4. Report all problems with facilities to Education and Arts Managers.
   5. Ensure the attractive appearance and cleanliness of the Education and Arts office.
   
   
   
   
5. Professional Growth
   
   
   
   1. Attends workshops, conferences, seminars for professional growth as assigned.
   2. Maintains knowledge of current trends in Arts and Education.
   
   
   
   
6. Assists the Arts and Education Managers in the development of appropriate assemblies, class presentations, and program promotions with area schools.
7. Other duties as assigned by the Arts and Education Managers and Program Director.

RELATIONSHIPS

In contacts related to this position's duties this individual acts as a representative of The Salvation Army and its mission.

SUPERVISION RECEIVED

Under general supervision of the Program Director with considerable freedom to plan, schedule, and carry out responsibilities within established policies and guidelines.

PERFORMANCE MEASURMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved.

Timeliness and accuracy of accomplishing assigned goals will be reviewed.

An evaluation will be done of how effectively service is provided.

EDUCATION/EXPERIENCE

• High School Diploma or equivalent required.
• A minimum of 3 years working in an office environment.
• Must be proficient in Microsoft Excel, Word, and Powerpoint
• Knowledge of Office 360 a plus.
• CPR, First Aid, AED, and Safe From Harm Certified within 30 days of HIRE.
• Valid Illinois Driver's' License/MVR clearance.

COMPETENCIES

• A positive attitude and the ability to be flexible in a fast paced environment.
• An ability to work with confidential material.
• A demonstrated ability to work independently, be a self-starter, and take initiative.
• A demonstrated ability to complete projects and prioritize in a constantly changing environment.
• A communication and facilitation style that exhibits the principles and values of the Salvation Army.
• A leadership style that fosters team relationships to accomplish objectives and solve problems and crisis in a professional manner.
• The demonstrated ability to speak before small and large with poise and enthusiasm. Must be able to effectively communicate in English.
• Must be attentive to and work appropriately with culturally and socio-economically diverse client population.
• Must be willing to work with teens in inner-city neighborhoods.
• Willing to promote the mission of the Salvation Army.
• Excellent interpersonal, written and verbal communication skills.
• Must demonstrate and attention to details

POSITION LIMITATIONS

This individual will only commit Army resources that have not been allocated or approved.

This individual will keep the Arts and Education Managers and Program Director informed of all critical issues relating to their area of responsibility.

This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

This position is required to do moderate physical work. In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC. At times they will be expected to participate in community center activities. The work environment for this position includes a community center environment with a medium to high noise level. This employee may be required to drive on occasion. Must be able to lift and carry 40 lbs.