Liaison For Advisory Organizations & Fund Development

Job Summary:   Serves as a liaison between the office of the Director of Fund Development and DFW Metroplex Command Leadership and the various Advisory Organizations that exist within the Command; provides administrative support, communication and coordination for meetings and activities of the various Advisory Organizations; coordinates and provides oversight on a wide range of administrative responsibilities associated with the preparation for meetings of the Advisory Board, Councils and other (sub) committee meetings; maintains the database for all members of the advisory organization members; provides primary administrative support to the Fund Development department; ensures the accomplishment of the various office tasks in the most efficient and effective manner possible; cross­ trains and supports all office assignments concentrating on targeted deadlines and quality standards; prepares various routine and special reports to keep the department heads abreast of progress.   Essential Functions:   This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.   Administrative Responsibilities (35%)   Serves as administrative support to DFW Metroplex Advisory Organizations which includes, but is not limited to the DFWMC Advisory Board, the Youth Education Town (YET) Advisory Council, Echelon, the Fort Worth Advisory Council, and other Advisory Councils as assigned.   Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain records; researches files to locate specific information found in documents, correspondence, lists, forms, etc.; ensures files are maintained in an organized and efficient manner.   Procures, prioritizes and disseminates the Advisory Board/Council mail to ensure that all mail is processed in a timely and efficient manner; determines which items require special attention and which are routine in nature.   Manages the maintenance of the filing system relating to Advisory Board/Council activity; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.   Maintains all Advisory Board and Council minutes and ensures all required reports are forwarded to DHQ in a timely manner.   Procures, prioritizes and disseminates office mail to ensure that mail is processed in a timely and efficient manner; determines which items require special attention and which are routine in nature; directs support staff in preparing routine correspondence.   Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of outcomes.   Maintains open communication with office and department staff; ensures the department heads are informed of problems, special situations, and developments within the office.   Designs and maintains departmental central filing system standards, trains staff on processes.   Supports department in the preparation and review of internal and external communication; ensures established department communication guidelines are followed; reviews and edits documents for grammatical errors, formats documents according to established The Salvation Army standards and provides guidance.     Office Coordination Responsibilities (35%)   Schedules and coordinates Monthly Advisory Organizations meetings; coordinates with the Executive Director, schedules and other preparatory meetings, prepares documentation and other Board materials, preparation of minutes and distribution to all Board Members within a timely manner.   Prepares for and attends all Advisory Board meetings, Executive and Leadership Committee Meetings and Fort Worth Advisory Council meetings. Records the minutes for these meetings and distributes appropriately.   Responds to inquiries and provides specific and general information based on the knowledge of the Advisory Boards/Council operations; ensures the accuracy, completeness and timeliness of all information provided; maintains the confidential nature of the position.   Provides primary administrative support to Fund Development, including scheduling, internal and external communications and other support assignments as required.   Coordinates and processes a wide range of administrative responsibilities associated with the preparation and coordination of conferences, councils, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets, pamphlets, PowerPoint presentations, graphs, charts, lists, and hand-outs; may attend conference to provide administrative support and to ensure that arrangements are in order before, during and after the event.   Receives and responds to questions or problems regarding departmental administrative support operations; researches information in order to provide information or resolve problems in a timely manner.   Plans, schedules, conducts, and participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems; provides recommendations for improvements in departmental administrative support productivity. Maintains awareness of all job assignments in the department that report to the Director.   Schedules travel arrangements including flights, hotels, and local transportation; maintains travel schedules; may coordinate and process apartment reservations, maintenance, and hospitality gifts.   Helps develop and plan regular department retreats covering topics most beneficial to the ongoing development of Fund Development staff.     Liaison Responsibilities (20%)   Serves as liaison to the Advisory Organizations supplying research, reports, and materials needed; coordinates work with committees and sub-committees and provides information which will be of value to the work of other committees.   Serves as a liaison for other departments and/or other divisions seeking information or services from the Fund Development Department; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.   Maintains open communication with Corps Officers and Directors to ensure DFWMC Leadership and the Director of Fund Development's office is informed of problems, special situations, and developments concerning the Advisory Boards/Councils.   Serves as a liaison to other departments, coordinating DFW Leadership's participation with advisory organizations members in board/council/committee meetings.   Receives and screens communications to the Advisory Board and Councils including telephone calls and provides assistance using independent judgment to determine those requiring priority attentions; prioritizes, channels, and facilitates communication from department Directors and Managers through the Director of Fund Development's Office and DFWMC Leadership.     Financial Responsibilities (10%)   Helps prepare annual fiscal year budget for department with managers and directors; provides monthly summary of variances and expected needs to Director.   Works with appropriate departments and established budget to plan, request, procure and insure availability of office supplies, equipment and furnishings.   Oversees departmental Property Requisition and Furnishing and Equipment Requests, Funding Requests and any additional required documentation processes, standards and guidelines to include internal/external tracking, follow up; maintains awareness of changes in The Salvation Army standards/processes; provides training to department on revisions to processes or standards as needed.   Other Responsibilities: Participates in continuing education opportunities, conferences and seminars to enhance professional growth and encourages/supports continuing education of staff.   Travels, as needed, to represent The Salvation Army. Performs other duties as assigned.   Materials and Equipment: Personal Computer                                General Office Equipment   Knowledge, Skills and Abilities: Knowledge of intermediate to advanced MS Office including PowerPoint, Excel, Word, Visio and internet searches.   Knowledge of effective and efficient record keeping practices and procedures. Knowledge and ability to use Lotus Notes at an intermediate to advance level. Demonstrates strong customer service orientation to Board Members, colleagues and external stakeholders.   Ability to manage confidential information and exercise discretion and judgment.   Ability to plan, organize and prioritize work in order to accomplish work in compliance with quality standards and deadlines.   Ability to effectively plan, operate and guide the Advisory Organizations and Salvation Army leadership to ensures compliance within the established policies and procedures. Ability to work independently and with limited supervision.   Ability to establish goals and objectives and monitor their effective implementation.   Ability to perform routine and complex mathematical computations in an accurate manner. Ability to present a positive and professional image of The Salvation Army. Ability to gather, compile and assemble information into a final product for letters, records, reports, etc.   Ability to prepare and maintain reports in an accurate, complete, and timely manner with the highest attention to detail.   Ability to build and maintain effective working relationships with Salvation Army Board and Council members, Salvation Army Officers, employees, and the community.     MINIMUM QUALIFICATIONS REQUIRED:   Education and Experience: Associate's degree from an accredited college or university in business administration, communications, or related field; and   Four years of progressively responsible experience demonstrating a record of accomplishment in an administrative capacity with experience interfacing with high-level Board/Council members and two years’ experience performing administrative work in a general office environment; or   any equivalent combination of training and experience which provides the required knowledge, skills and abilities.     Certifications: Valid State Drivers License     Physical Requirements: Ability to meet attendance requirements.   Ability to read, write and communicate the English language effectively. Ability to work under the high pressure of deadlines and time constraints. Ability and willingness to conduct all duties in accordance with the ministry of the organization and its Christian principles; conducts all communications and job duties with the highest level of professionalism.   Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.   Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) frequently.       Working Conditions: Work may be performed in an office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like but not limited to the office environment.       All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.