Administrative and Systems Coordinator

About The Salvation Army

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Vision Statement

We are an innovative partner, mobilized to share hope wherever there is hardship, building communities that are just and know the love of Jesus.

Core Values

The Salvation Army Canada and Bermuda has four core values:

Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

About the Position

The purpose of this role is to provide administrative and systems coordination to the Social Mission Department team and especially to its accountability and business administration functions. The Administrative and Systems Coordinator works to optimize departmental processes and systems to improve synergy and flow both within the Social Mission Department and between Social Mission and its partners.

Support Services:

• Develops and maintains systems and databases to track Mission Proposals, audit and accreditation reports and follow up.
• Identify other opportunities to better manage/streamline workflow and develop systems accordingly (e.g., correspondence, communication, project management.)
• Follows up with ministry units on compliance issues as delegated and necessary; prepare submission of follow up reports for Social Mission Business Committee
• Develops and maintains systems to track Officer/employee information not otherwise captured in designated Human Resources Information Systems (HRIS) (e.g. Absence from appointment, confirmation requirements, etc.)
• Handle and ensure the protection of extremely confidential and sensitive personnel information
• Develop and maintain electronic filing systems and ensure proper approvals and signatures according to policy and delegation of authority
• Create presentations, reports and documents using all Microsoft office applications
• Distribute electronic and hard copy mail as necessary
• Assist with the development or editing of Mission policies to assure accuracy and streamlining.
• Provide systems navigation support for MUs accessing THQ Mission Support functions.
• Prepare agenda minutes, and follow up communication for all regional director meetings, SMBC meetings, SM departmental meetings, Strategy & Support meetings and identifying opportunities for synergy or streamlining as applicable.
• Track action items for follow-up from meetings and who is responsible and ensure that there is a process in place to stay on top of action items/communication to partners.
• Prepare and distribute communication to ministry units as necessary.

Financial Services Support:

• Support department/section leads with operational matters pertaining to budgets throughout the year.
• Support compliance and workflow at the MU level.

Staff Processes:

• Organize and track staff development opportunities for all staff reporting to ATSMS, SMDBA and SMDSS.

Coordinate Projects:

• Compile and synthesize large volumes of data, conducting research, and preparing reports as needed for projects, as assigned.
• Develop and participate in communication strategies
• Manage confidential information appropriately and professionally
• Liaison with both internal and external stakeholders
• Assure project timelines and deadlines are met
• Provide support for Regional Integration Forums and Communities of Practice
• Publish information upon approval from relevant committees
• Prepare written project updates for Boards and Committees, as needed

Special Events:

• Assist Executive Assistant with logistics at special events and meetings when required, with flexibility to travel
• Assist Executive Assistant with travel and expense management duties when required

• A university degree or college diploma in business, administration, social services, or similar.
• A combination of education and 5 years administrative experience may be considered.

Experience and Skilled Knowledge Requirements:

• 5 years’ experience working in executive office administration
• Skilled in Microsoft Office 365 (Word, Excel, PowerPoint) and able to learn new and ongoing software systems with ease.
• Experience with organizing special events, team meetings, etc.

• Excellent verbal and written communication skills.
• Ability to create and maintain administrative systems, electronic filing, etc.
• Strong collaborator who can remain calm in fast paced environment.
• Mature, professional attitude with a strong work ethic.
• Excellent interpersonal skills.
• Exceptionally self-motivated and directed.

Compensation

The target hiring range for this position is $50,302-$62,878, with the ability to progress to a maximum of $74,454. Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.  At The Salvation Army, we champion equal opportunity in our employment practices. We provide a competitive salary, retirement savings, and a full group benefits package showcasing our dedication to recognizing exceptional talent. Join us, where your earning potential is aligned with your expertise and progression and where you can enjoy advancement opportunities within our organization.

Other Details

The Salvation Army will provide reasonable accommodation upon request. Please let us know if you have a need for any accommodation.

We thank all applicants and will contact candidates selected for next steps. Internal Applicants, please speak with your manager about your intentions prior to submitting your application.