Administrative Assistant and Contract Coordinator

Join a vibrant mission-driven organization that makes a meaningful impact in the lives of individuals and communities every day. At The Salvation Army your work supports a legacy of service compassion and practical assistance for those who need it most.

POSITION OVERVIEW

The Administrative Assistant and Contract Coordinator plays a vital role in advancing The Salvation Armys mission of meeting human needs throughout the Northern New England Division. This position provides comprehensive administrative contract and grantmanagement support to the Divisional Director of Advancement and the Community Relations and Development (CRD) Office ensuring that the resources entrusted to the organization are stewarded with integrity transparency and excellence.

Central to this role is the responsibility of ensuring operational efficiency contract compliance and effective coordination across Divisional program finance fundraising communications and donor engagement functions. The position also serves as a key connector within The Salvation Armys broader structure collaborating closely with both Territorial and Divisional departments.

The Administrative Assistant and Contract Coordinator must balance the needs expectations and compliance requirements of Territorial leadership with the operational realities of the Northern New England Divisionhelping ensure alignment clarity and missiondriven decisionmaking across all levels of the organization.

The ideal candidate is motivated by service committed to stewardship and energized by work that strengthens community impact. Experience with nonprofit administration fundraising operations GAAP standards and CRM systems (Salesforce preferred) is valuable. Familiarity with The Salvation Army Mission Manager (TSAMM) is desirable.

Administrative & Schedule Management

• Support the Divisional Directors leadership by managing calendars meetings travel and daily workflow.
• Prepare reports presentations correspondence and materials that support donor engagement stewardship and community impact.
• Maintain organized systems for documents correspondence and departmental records to ensure transparency and accountability.

Contract Oversight & Stewardship

• Review process and track funding contracts proposals amendments and agreements.
• Ensure all contracts are submitted and approved through The Salvation Armys Contract Database.
• Liaise with funding agencies to safeguard organizational interests and ensure local units can meet contractual obligations.
• Maintain electronic contract files and monitor compliance deadlines and reporting requirements.

Grant Management (Private & Public Funding)

• Track grant opportunities deadlines submissions and reporting requirements for private foundations corporate partners and public agencies.
• Support the preparation submission and stewardship of grant proposals and reports in collaboration with Community Relations and Development Corp Community Centers and program staff.
• Maintain a comprehensive grant calendar to ensure timely and accurate submissions.
• Monitor grantfunded program obligations across the Division ensuring compliance with funder expectations and Salvation Army policies.
• Assist in gathering program outcomes financial documentation and impact data for reporting.
• Strengthen donor stewardship by ensuring timely acknowledgments updates and impact communications.

Stakeholder Communication & Relationship Support

• Serve as a trusted liaison between the Divisional Director of Advancement and internal/external stakeholders.
• Draft and edit correspondence that reflects The Salvation Armys mission values and commitment to service.
• Support communication flows across the CRD team and divisional leadership.

Event Coordination & Donor Engagement

• Assist in planning and executing donor and public engagement events fundraising initiatives and community outreach activities.
• Support the Community Relations and Development team in implementing stewardship strategies that honor donor intent and deepen engagement.

Financial & Compliance Responsibilities

• Collaborate with the Accounting Department to track donations manage budgets and ensure contractual and grant compliance.
• Process invoices reconcile expense reports and maintain accurate financial documentation.
• Ensure adherence to GAAP standards and funding agency requirements including United Way Walmart EFSP and other funding partners.
• Support audit preparation and documentation related to contracts and grants.

TSAMM & CRM Management

• Utilize The Salvation Armys Mission Manager (TSAMM) to maintain accurate donor contract and program records.
• Ensure effective use of CRM systems (Salesforce preferred) for donor tracking reporting and stewardship.
• Support data integrity and reporting needs for the CRD Office.

Special Projects

• Assist with missionaligned initiatives assigned by the Divisional Director of Advancement.
• Collaborate with Development Accounting and program staff on crossdepartmental projects audits and compliance reviews.

Other Duties

• Perform additional tasks as needed to support the Divisions fundraising stewardship and communityimpact goals.

EDUCATION AND EXPERIENCE

• Bachelors degree in Business Administration Nonprofit Management Communications or related field.
• 2-3 years of administrative or development support experience preferably in a nonprofit or missiondriven environment.
• Strong written and verbal communication skills with the ability to direct delegate and coordinate workflows across departments and leadership levels.
• Knowledge of fundraising principles GAAP and CRM systems (Salesforce preferred).
• Proficiency in Microsoft Office Suite; familiarity with TSAMM
• Ability to manage sensitive information with confidentiality integrity and sound judgment.

SKILLS AND COMPETENICIES

• Deep commitment to service stewardship and community impact.
• Exceptional organizational and multitasking abilities.
• Strong analytical and problemsolving skills especially in financial and contract tracking.
• Ability to work independently and collaboratively within a missiondriven team.
• High attention to detail and accuracy.
• Ability to adapt to shifting priorities and meet deadlines in a fastpaced environment.

SCHEDULE EXPECATIONS

This position may require occasional evening or weekend hours during peak fundraising periods or special events. Some travel may be required for donor meetings site visits or contractrelated activities.

COMPLIANCE AND TRAINING REQUIREMENTS

• Completion of KeepSAfe abuse risk management training as required by the KeepSAfe policy and assigned by the supervisor.

COMPENSATION AND BENEFITS

• Generous paid time off
• Paid holidays
• Sick leave
• Personal days
• Bereavement Leave
• Excellent medical dental and vision benefits
• Short-term and long-term disability
• Retirement plan

*Benefits may vary based on position classification and eligibility.

The information in this job description indicates the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory or all duties responsibilities and qualifications of employees assigned to this job. Management has the right to add to revise or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Acceptable job performance includes the completion of the job responsibilities as well as compliance with the policies procedures rules and regulations of The Salvation Army.

The employee occupies a position of trust and is expected to maintain confidentiality and exhibit loyalty to The Salvation Army and the staff of The Salvation Army in all job-related matters and activities.

All qualified applicants will receive consideration for employment without regard to race color sex national origin disability or protected veteran status.

SA Inform posting:

Please submit your resume and letter of interest to

External candidates interested in this position please apply online at Experience:

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