Administrative Aide (Temporary)
Administrative Aide (Temporary)
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$ 25 - 26
1 Vacancy
Job Description
DEPARTMENT: EDUCATION
TITLE: ADMINISTRATIVE AIDE
STATUS: FULL TIME/NONEXEMPT (Temporary)
RAY RANGE: $25 $26 Based on experience
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 love for God. Its mission is to preach the gospel of Jesus Christ and meet human needs in his name without discrimination.
EDUCATION AND WORK EXPERIENCE:
High School diploma with some college education preferred.
Experience in working with an educational institution and reading transcripts considered helpful.
Minimum of 2 years of experience in secretarial or administrative assistant experience.
KNOWLEDGE SKILLS AND ABILITIES REQUIRED:
Must meet qualifications of administrative assistant position regarding general office skills correspondence composition typing spelling and grammar; ability to make decisions and act independently in performing all aspects of duties.
Proficient typing skills 60 words per minute.
Spelling 90% and Grammar 85%.
Organizational and critical thinking skills.
Ability to communicate effectively both verbally and in writing.
Ability to conceptualize organize and produce needed reports.
Ability to work with a minimum of supervision.
Ability and willingness to keep information confidential.
SOFTWARERELATED SKILLS:
Microsoft Outlook Word and Excel required.
Microsoft Teams PowerPoint and Publisher helpful.
Knowledge of Zoom helpful.
Knowledge of TSAMM helpful.
Higher Education Learning Management software helpful (i.e. Canvas).
Adobe InDesign helpful.
Working knowledge of integrated database applications and ability to use new software programs with basic training.
SCOPE OF POSITION:
Provide administrative support to the Director of Education and provide support to the Department to help ensure that the needs of the department are served.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Prepares correspondence and other materials pertinent to the functioning of the Education Department as directed by the Director of Education.
Prepares and maintains the Program of Instruction under the direction of the Director of Education.
Prepares and maintains the Teaching Assignments under the direction of the Director of Education.
Prepares and maintains the National Standard for Training Schools under the direction of the Director of Education.
Prepares and updates a bring up list/calendar for the Director of Education.
Records and updates faculty education and degrees including official transcripts.
Prepares new faculty training log and welcome/informational packet.
Prepares Commencement program duplicates and distributes during Commencement Service.
Orders AA diplomas seals and diploma holders.
Prepares Certificate of Salvation Army Officer Training for graduating cadets.
Prepares PreTraining Certificate of Completion under direction of Education Officer.
Answers inquiries of cadets and others and routes technical inquiries to the proper persons.
Assists new Lieutenants in obtaining diplomas and certificates during check out process.
Prepares Education Department information for inclusion in Commissioning booklet. Maintains a list of CFOT Officers faculty adjunct faculty seminar instructors Mission and Ministry Team Blitz and Spring Campaign Officers for Commissioning booklet.
Works with Director of Education in completion of the annual sessional report.
Processes all necessary paperwork for cadets on amended curriculum and academic probation.
Responsible for agenda and minutes of Education Department meetings.
Processes guest instructor proposals and meal tickets for guest instructors.
Coordinates and communicates Council Meeting schedule for the academic year to officers and employees.
Processes book order forms through the Director of Library and Archive Services.
Processes invoices and supporting documentation through AP Workflow.
Responsible for taking minutes at Board of Governance meetings throughout the academic year.
Maintains copies of CFOT Catalog for Education Department records.
Collects Education Department information for CFOT Annual Red Book.
Maintains classroom supply inventory and orders replacement supplies as necessary.
Gains working knowledge of the following software programs: Canvas Populi Concourse Turnitin Accuplacer Cognifit and Universal Math.
Can access and extract information in legacy database.
Creates individual files for accepted candidates and maintains educational transcripts and documents.
Prepares transfer of Cadet files to THQ Personnel Department postcommissioning.
Prepares schedule and makes arrangements for Faculty Conference under the direction of the Director of Education.
Compiles and maintains the Education Department Out of Office log.
Mails Commissioning invitations to Cabinet members department heads at THQ and DHQ seminar leaders and adjunct staff members.
Processes room reservations in Outlook for the Brengle Boardroom.
Supports CFOT Registrar and Assistant Registrar with the creation and processing of transcript requests.
Supports Accreditation tasks pertinent to the Education Department.
Answers incoming phone calls and determines the most appropriate resolution.
Sorts processes and/or distributes all incoming mail.
Creates and maintains physical files as needed.
Maintains and updates contact information.
Perform other administrative functions as requested.
PHYSICAL REQUIREMENTS:
Ability to sit walk stand bend squat climb kneel and twist on an intermittent or continuous basis
Ability to grasp push and pull objects such as files file cabinet drawers and reach overhead
Ability to operate telephone
Ability to operate a desktop or laptop computer
Ability to lift up to 25 lbs. (usually file boxes)
Ability to access and produce information from a computer
Ability to understand written information
SUPERVISOR: DIRECTOR OF EDUCATION
Employment Type
Temp
