POSITION: Advisory Organizations Coordinator

DEPARTMENT: Development

SUPERVISOR: Director of Development

STATUS: Full Time Non-Exempt / Hourly

The Salvation Army 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 the love for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

BASIC PURPOSE

The purpose of this position is to coordinate and organize activities of the Sacramento Advisory Organizations, according to Salvation Army policy. Keep the Representatives informed of any conditions that could affect the Boards or its activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Advisory Organizations
  • Maintain the Greater Giving Database for Advisory Board Spirit of Caring Annual Community Luncheon and the Women’s Auxiliary Helping Handbag Luncheon & Auction.

  • Coordinate combined meetings of the Sacramento Advisory Organizations - Christmas Luncheon, Annual Community Luncheon and Helping Handbag Luncheon.

  • Collect statistics for all meetings including those held off-site and off-hours, as requested. Enter statistics in USW Application Portal database as directed.

  • Assist Women’s Auxiliary & Board Representatives with functions, as requested.

  • Schedule meetings and meals.

  • Send emails to members reminding them of upcoming meetings.

  • Assure all Advisory Organization members badges are accurate and prepare any other badges as requested.

  • Maintain good housekeeping and equipment upkeep in the office area.

• Sacramento metro Advisory Board
  • Coordinate, attend, and take minutes for activities of the Sacramento Advisory Board and its committees.

  • Coordinate clerical needs (agendas, minutes, reports) with committee staff support.

  • Maintain Advisory Board files.

  • Other Advisory Board duties as assigned.

• Sacramento Womens's Auxillary
  
  • Coordinate and attend activities of the Sacramento Women’s Auxiliary and its committees.

  • Coordinate clerical needs (agendas, reports) with committee staff support.

  • Process check requests.

  • Maintain Women’s Auxiliary files.

  • Other Women’s Auxiliary duties as assigned.

• LUNCHEON/Event Coordination
  • Coordinate all phases of the Spirit of Caring Annual Community and Helping Handbag Luncheon preparations.

  • Work closely with Steering Committee members on their assignments; sending letters, emails and materials on their behalf; following up with their sponsor contacts, as requested.

  • Maintain and update the Luncheon Databases daily by entering all information from the sponsor agreements to the database, receipt of forms, payment, logos/artwork - to ensure instant access to the most current information

  • Assist with design, proofreading & preparation of event materials (program, logo loop, signboards, Annual Report, etc.).

  • Develop a year-round timeline for planning purposes.

  • Contact sponsors personally; compile and verify data pertaining to ensure all Sponsor benefit commitments are met.

  • Schedule and lead regular meetings with in-house staff, including divisional PR Director, to discuss all aspects of the event.

  • Provide updates to Luncheon Chairpersons and Representatives.

  • Organize all mailings – order mailing supplies ahead of time, print labels, stuff envelopes, etc.

  • Coordinate event requirements with venue representatives.

  • Develop timed luncheon agendas, timed script, including AV cues and blocking.

  • Prepare deposits for any cash and checks received, and process through DHQ Finance Dept.

  • Record credit card donations and process through DHQ Finance Dept.

  • Print reports from the Greater Giving Luncheon Database to be used at the event.

  • Prepare and print all table signs, and place on appropriate tables at the Luncheons.

  • Work with the members to help fulfill the administrative responsibilities of events.

  • Prepare all sponsor thank you letters and packets of materials following the luncheon for future reference.

  • Willing to work Holidays and weekends if needed to meet deadlines.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

• Education Requirements
  • High school graduate or equivalent required. Some college preferred.

  • Additional courses in secretarial/office administration/event planning.

  • Equivalent combination of secretarial education and experience.

• Skills
  • Must possess excellent written and oral communication skills and be able to draft and edit professional level communications. Ability to speak and write the English language with professional level skill is required.

  • Must possess a valid California driver’s license and be able to pass the company driving test.

  • Incumbent must be able to work with minimal supervision, be prepared to encounter a variety of assignments and timelines and must be able to maintain confidentiality of sensitive materials and information.

  • Establish and maintain effective working relationships with co-workers and supervisors, and other departments within DHQ.

  • Must be proficient in computer programs such as Microsoft Office (including Word, Excel and Publisher) and Microsoft Outlook electronic mail. Specifically, must have skills in mail merge, 10 key, and typing. Must be able to learn and be proficient with the Greater Giving Program.

  • Must have excellent organizational skills including multitasking, time management, and office systems.

  • Must demonstrate good judgment and act in a professional manner.

  • Handle stressful situations in a professional manner, including angry or difficult people.

  • Interpret a variety of written or verbal instructions with abstract and/or concrete variables.

  • File various forms of paperwork in alpha and numeric filing systems (manual or electronic).

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed would not result in undue hardship.

This document in no way constitutes an offer of employment nor act as terms and conditions of employment.

The Salvation Army is an Equal Employment Opportunity Employer.

Minorities/Women/Veterans/People with Disabilities.

Education

• High School or Equivalent or better

Licenses & Certifications

• Driver's License

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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)