Administrative Manager

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

City Mission

POSITION DESCRIPTION

POSITION TITLE: Administrative Manager

LOCATION/DEPT: City Mission

REPORTS TO (TITLE): City Mission Director

FLSA CATEGORY: Non- Exempt

STATUS TYPE: RFT

OUTCOMES

Manages the effective administration of the "continuum of care" programs within City Mission including STOP-IT, Senior and In-Home Services, PAIP and the Regional Social work Managers. Department objectives will also be supported through ensuring critical administrative support and effective communication with departments at Division Headquarters, Regional Officer Coordinators, Pastoral Care Officers, center directors, caseworkers, and personnel from other social services agencies. As well as provide support to Chicago Area Command Social Services as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Programs
   
   
   
   1. Provide support to Social Service programs and program staff regarding issues related to social services, including the coordination of services.
   2. Ensure a focus on the need for high quality services that are fully integrated and reflect contemporary approaches.
   3. Encourage and build mutual trust, respect, and cooperation among team members.
   4. Organize and facilitate program meetings in a professional manner.
   5. Provide an environment where members of a group to work together to accomplish tasks.
   6. Schedule and assist with training and development of City Mission and Social service programs.
   7. Track the educational needs of others, formal educational or training programs or license requirements or classes, and teach or instruct others.
   8. Collect and analyze data from a variety of sources, work with teams to set goals and develop action plans to address areas of need, and evaluate results of data-driven plans.
   9. Participate as an active member of the Management Team and report on community and program needs relevant to the area of social services.
   10. Develop, design, or create new applications, ideas, relationships or systems.
   11. Liaison with the IT Department to ensure appropriate office technology for all programs
   12. Provides administrative support to programs as assigned.
   13. Coordinates facility maintenance and supplies as assigned.
   14. Oversees/tracks donations to program (in-kind or cash) and thank you letters.
   15. Supports the development, processing and completion of contracts, proposals and grant
   16. Supports the processing of all CITY, STATE and federal contract.
   
   
   
   
2. Divisional Committees
   
   
   
   1. Prepare information for the annual "STEPs Reviews".
   2. Coordinate Team Meetings.
   3. Ensure effective administration for the City Mission and Social Service department.
   4. Represent the department at Salvation Army social services conferences and seminars as appointed.
   
   
   
   
3. Communication
   
   
   
   1. Develop and maintain formal and informal contacts with City Mission and social service staff, Regional Officer Coordinators, Program/Regional Managers, and Regional Social Worker Managers so they are provided with the information and research needed to accomplish their objectives.
   2. Manage the annual calendar for the City Mission and social service Department.
   3. Maintain the department calendar and appointments.
   4. Ensure timely and effective responses to correspondence, emails, manage responses to the help line and website.
   5. Support and maintain collaborative relationships throughout the regions in order to meet mission objectives.
   
   
   
   
4. Administrative
   
   
   
   1. Ensure the timely and effective completion of the administrative work of the department.
   2. Ensures effective planning and execution of workshops, seminars and meetings.
   3. Provide administrative support to the City Mission Director and social service program directors as assigned.
   4. Assist in the organization and planning of activities/scheduling.
   5. Track and update the City Mission Action Plans
   6. Set up and maintain files; e.g., administrative, personnel, contracts, statistics and performs related tasks to same.
   7. Processes requests for information and processes incoming mail.
   8. Assist with procuring check requests, and mileage reports.
   9. Makes reservations for meetings, conferences, travel arrangements and helps prepare expense report for administrative authorization through the finance department.
   10. Serves on assigned teams and attends meetings.
   11. Processes related reports
   12. Provide phone and guest coverage for front desk
   
   
   
   
5. Human Resources/Payroll Duties
   
   
   
   1. Oversees all administrative details related to hiring, onboarding, employment changes, terminations and other information related to employment.
   2. Works with the divisional HR staff to expedite all staffing changes for approval by DFB.
   3. Oversees program's Human Resources records according to policy/procedure.
   4. Processes all forms/information needed by the Divisional Finance Board.
   5. Contacts Human Resources Manager, as needed, on behalf of City Mission and social services program staff.
   6. Secures staff attendance records, including collecting staff time sheets, entering information in the database/computer system, and providing monthly reports to supervisors.
   7. Prepares and reports for payroll processing, information relative to employee payroll and examines the completed payroll for accuracy.
   8. Resolves problems in a timely manner.
   9. Processes all applications from individuals wanting to volunteer in our programs. Works with program managers and DHQ volunteer department staff in the management of volunteers.
   
   
   
   
6. Continued Training
   
   
   
   1. Ensure skills adequately support program needs.
   
   
   
   
7. Other Duties
   
   
   
   1. Acts, as assigned, on the behalf of the Director in his/her absence.
   2. Other projects as assigned.
   
   
   
   

REPORTING RELATIONSHIPS

This position reports to the City Mission Program Director.

This individual interacts closely with departmental staff, representatives of social services agencies and the public at large.

In contacts related to this position's duties, this individual as a representative of The Army and its mission.

PERFORMANCE MEASURMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved, timeliness and accuracy of accomplishing assigned goals will be reviewed and an evaluation of how effectively service is provided will be reviewed.

A 30, 60, and 90-day performance review will be conducted.

EDUCATION/EXPERIENCE

• Bachelor's degree required.
• 5 years of experience in administrative leadership, preferably in social services.
• Valid Driver's license/MVR clearance

COMPENTENCIES:

• Willing to promote the mission of The Salvation Army.
• Anticipates and responds to the needs of others, taking the initiative to ensure meet department objectives.
• Excellent communication (verbal and written) and interpersonal skills.
• Uses diplomacy and good judgment.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• An attention to detail, procedures, processes and policies.
• An ability to work with confidential material.
• An ability to manage projects, priorities and programs in a constantly changing environment.
• A communication and management style that exhibits the principles and values of the Army as well as fosters team relationships and effectively communicates information.
• Knowledge of social work and service programs.
• Excellent knowledge of computer based work environments and office technologies.
• The knowledge of how to work effectively with diversity in the workplace.

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Director informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• To successfully perform the essential functions of this position the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.
• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients and visitors; respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.