Administrative Coordinator

Job Title: Administrative Coordinator

FLSA Status: Full Time - non-exempt
Reports to: Divisional EDS & SE Director

Schedule: 40W M-F 8:00AM - 4:30PM M30
Supervises: DHQ EDS & SE Interns and Volunteers (as positions are filled)

Rate of Pay: $30.25 USD Hourly

Closing Date: 07/10/2026

Benefits: Standard; Full-Time, Non-Exempt employees are eligible for but not limited to the following:

• Health, vision, dental, life as well as voluntary life and disability insurance
• Sick leave benefit - 1 day per month, 12 sick days per year (accrual and availability begins at hire)
• Vacation benefit - 10 vacation days per year, accrued at the rate of .0385 hours for each hour worked, excluding overtime (accrual begins at hire but may not be used until the completion of six months of employment)
• One floating day off for use (accrued immediately, and again annually, but may not be used until the completion of the initial three-month introductory period of employment)
• Pension Plan (after one year of continuous service)
• Voluntary Tax-Deferred Annuity Plan (403(b)plan)

Position Summary

The EDS & SE Administrative Coordinator is the primary administrative resource for the department, supporting the full EDS and SE team with coordination, data management, reporting, and internal communications. This position is office-based at Divisional Headquarters and serves as a key point of contact between the department and other DHQ departments, as well as between DHQ and the field.

A central function of this role is managing the flow of information and administrative tasks across the department - submitting documents and requests into divisional systems, tracking data across multiple platforms, coordinating divisional communications to SE units and centers, and supporting seasonal programs. The Administrative Coordinator is the primary author of bulk communications sent from the department to the field, while Field Representatives remain the primary relationship contacts for SE units in their respective regions.

The position operates with a high degree of independence, is trusted with sensitive departmental information, and may provide administrative guidance to staff and the field in the Director's and Assistant Director's absence.

Duties and Responsibilities

Administrative & Departmental Support

• Coordinate scheduling, travel arrangements, and logistical support for EDS and SE team members.
• Manage departmental files, records, and shared documentation across Microsoft Teams, shared drives, and hard copies at DHQ.
• Compose memos, letters, reports, and communications for the EDS & SE Director and team.
• Submit contracts, HR items, purchase requests, program proposals, and property proposals into TSAMM; track status and follow up as needed.
• Process purchase requests and manage invoice submissions through the AP Workflow system.
• Input client assistance data into WellSky and maintain accurate records across other departmental databases.
• Order supplies requested by SE units and centers with Director approval; submit invoices for both departments.
• Support the Director with additional administrative tasks as assigned.

Field Communications & Seasonal Programs

• Serve as the primary coordinator for divisional bulk communications to SE units, SE centers, and Corps, including updates, surveys, seasonal materials, and divisional initiatives.
• Coordinate with Field Representatives to ensure communications are aligned and units are directed to their assigned rep for follow-up questions and support.
• Coordinate camp programming logistics, including distributing information to SE units and centers, processing and tracking applications, and arranging transportation for children attending Service Extension Camp.
• Support the organization of the Christmas Red Kettle Campaign, including tracking seasonal income data and volunteer/staff records.
• Assist with the organization of annual SE/EDS conferences, trainings, and special events, including producing event and training materials.
• Assist with digital giving, grant tracking, and other divisional fundraising support tasks.

Reporting & Data Management

• Collect monthly statistics from SE units, centers, and EDS; ensure all data is submitted into TSA systems on time.
• Compile and submit reports to the EDS & SE Director as needed.
• Assist with NSS reporting and EDS operations reports.
• Maintain volunteer files, including background checks, training records, and recognition documentation; maintain all files in a secure location.
• Act as liaison between SE centers, SE units, and EDS while maintaining confidentiality across all communications.

EDS Support

• Serve in a Finance & Admin Chief or Liaison Officer role during divisional emergency/disaster relief efforts as needed.
• Support the team with EDS administrative needs during activations and exercises.

All Staff Responsibilities - Regardless of primary role, all EDS & SE team members share the following responsibilities:

• EDS Response Support: All staff may be called upon to support EDS response and recovery efforts within the Intermountain Division, including serving in various incident command roles as assigned.
• Seasonal Efforts: All staff contribute to divisional seasonal initiatives, including the Christmas Red Kettle Campaign, summer camp programming, and other time-sensitive efforts as needed.
• Field and DHQ Liaison: All staff serve as a bridge between the field and Divisional Headquarters, helping units, centers, and Corps navigate divisional resources, communications, and support.
• Professional Representation: All staff represent The Salvation Army with professionalism in community settings, partner relationships, and external engagements.

Education/Experience

• High School Diploma or equivalent required; Bachelor's Degree in a related field preferred.
• Minimum of two years of administrative or office coordination experience.
• Experience in a nonprofit setting preferred; general knowledge of The Salvation Army preferred.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) required.
• Working knowledge of TSAMM, AP Workflow, WellSky, and similar database/management platforms preferred; ability to learn new software programs with basic training.
• Excellent interpersonal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Professional-level confidentiality in handling complex business and personnel matters.

Qualities

• Self-starter with demonstrated ability to work independently and take initiative.
• Detail-oriented with a high degree of accuracy in data entry and document management.
• Personable and effective in working across teams and with field volunteers and community contacts.
• Supportive of The Salvation Army's mission.
• Able to reflect and model the high standards of our organization.

Requirements

• Background Check
  
  
  
  • Continued employment will be contingent upon a biennial (every two years) background check that is processed in accordance with The Salvation Army's policies
  
  
  
  
• Physical
  
  
  
  • Ability to maneuver, to remain in a stationary position, to grasp, push, pull, and reach overhead, to lift 25 pounds, to access and produce information from the computer, to operate a telephone, to understand written information
  • Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A request to modify or adjust these requirements may be made to your supervisor and HR. The Salvation Army would attempt to satisfy requests if the accommodation needed is reasonable and presents no undue hardship.