Administrative Assistant Registrar

Who We Are

For more than 130 years The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church each year we help more than 2 million people providing necessities such as food clothing and addition we support people experiencing unemployment addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission vision and values of hope service dignity and stewardship. As a faith- and values-based organization we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

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.

Job Description:

Position Purpose summary:

This position supports the Divisional Camping Ministries Director and Divisional youth team in its full complement of program offerings events and camping ministries. Specifically this position will lead the registration process for Divisional events activities programs and camps which will require regular communication and coordination with local ministry units across British Columbia. This individual will provide administrative functions and support financial processes for the department including two Divisional Camps with particular administrative support for Camp Mountainview including administrative work throughout the year.

Accountabilities:

The incumbent may perform all some or similar duties to the listed below:

• Oversees the creation and maintenance of databases specifically for camper registration and for other program/events (ie CampBrain Bambora Samis etc.)
• Ensuring all volunteer screening protocols are adhered to and coordinating the registration and application processes for all employees and volunteers working with children and youth
• Develops application forms online and in paper format for all events programs and camps
• Processes payments and accounts payable including internal/external payments and invoicing local ministry units regarding camp attendance programs and events
• Processes Visa reconciliation for Camp Staff (full time and seasonal).
• Drafts and types correspondence and proofs typing for accuracy sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor
• Performs general office duties document and maintain filing (electronic and manual) photocopying resolving routine inquiries for Youth Team
• Handles and ensures the protection of extremely confidential and sensitive files for employees clients and volunteers
• Drafts and prepares presentations brochures fliers advertisements invitations and communication regarding camping programs and other events
• Works with Divisional Camping Ministries Director Program Directors and DYS in developing and communicating registration information
• Supports local ministry units and individuals as needed to assist with Divisional program registrations
• Provides administrative support to the Divisional Headquarters (DHQ) office and Divisional Camps (Camp Mountainview and Camp Sunrise) as needed
• Some travel may be required
• Performs other duties as assigned

CRITICAL RELATIONSHIP MANAGEMENT:
The incumbent conducts routine interactions and provides clarification of information.
Internal: MUs team members various leadership and management teams clients volunteers as required.
External: Community members & partners contractors vendors donors.

MANAGERIAL/TECHNICAL RESPONSIBILITIES:
Reports directly to the Divisional Camping Ministries Director.
Direct reports: none.
May show others how to perform certain procedures.

FINANCIAL AND MATERIAL MANAGEMENT:
Assist in preparation/monitoring of annual budgets of small ministry.
Limited input into new policy development pertaining to own job.
Authorized to spend disburse or collect small amounts of cash.
Receipts all donations using software if required.
The above responsibilities must be discharged in accordance with The Salvation Armys Mission Statement in a professional manner upholding our code of conduct.

WORKING CONDITIONS:
Working environment is typically in the office in generally agreeable conditions.
May encounter upset/difficult clientele.
Some travelling will be required to both camp sites.
The performance of the job requires frequent data entry moderate attention when responding to phone inquiries and detailed eye work.
The above responsibilities must be performed in keeping with The Salvation Armys Mission Vision and Values in a professional manner upholding our code of conduct.

The above responsibilities must be discharged in accordance with The Salvation Armys Mission Statement in a professional manner upholding our code of conduct.

Education Experience AND Qualifications:

• Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Armys health and safety policies and procedures.
• Ability to provide an original copy of a Background Check that is satisfactory to The Salvation Army in its sole discretion is required including Child Check (if appropriate).

Education Qualifications and Certifications:

• Completion of up to two (2) years of community college in administration office / business management and/or equivalent
• (Business Administration) Community Administrative Assistant certification / designation

Experience and Knowledge:

• At least three years of prior related experience including database development and management handling accounts payable senior administrative/secretarial experience and preparation of digital content

Skills and Capabilities:

• Working knowledge of Office 365 applications
• Experience in database development and management would be an asset
• Organized and skilled in collecting and compiling information and schedules centrally
• Strong communication skills written and verbal are essential
• Fast learner able to learn and adapt to internal Salvation Army processes and systems.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army in its sole discretion (i.e. The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.

Compensation:

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.

The Salvation Army will provide reasonable accommodation upon request. Please email if you have a need for any accommodation and we will be pleased to discuss this with you.