Community Relations & Development Associate

TITLE: Community Relations & Development Associate

DEPARTMENT: Community Relations & Development

STATUS: Full Time, Non-Exempt

SALARY: $34.48

POSITION SUMMARY

The Community Relations and Development (CRD) Associate provides direct administrative and operational support to the Territorial Executive Director of Development (TEDD). This position serves as a key partner in managing executive priorities, correspondence, schedules, projects, and communications, exercising independent judgment, discretion, and initiative to help ensure the successful execution of departmental and organizational objectives. The CRD Associate works closely with the TEDD, Sr. Director of Development Operations & Project Management, and CRD Operations Director to coordinate activities, facilitate communication, and support strategic initiatives across the Community Relations and Development Department.

The CRD Associate proactively manages executive workflows, schedules, assignments, communications, and follow-up activities to ensure the TEDD is informed, prepared, and on time for meetings, commitments, and deadlines. This position anticipates needs, identifies potential conflicts, gathers information in advance of meetings and decisions, and serves as a professional representative of the TEDD and the Community Relations and Development Department when interacting with internal and external stakeholders.

EDUCATION AND WORK EXPERIENCE:

• Minimum two (2) years’ experience as an administrative assistant or administrative aide.
• Strong use of the English language in verbal and written communication.
• Customer service mindset.
• Proficient in all Microsoft Word, PowerPoint and Excel applications (including tables, mail merge, templates, etc.).
• Microsoft Outlook helpful.
• Detail oriented.
• Working knowledge of integrated database applications and ability to use new software program with basic training.
• Knowledge of Asana, Canva, CRM systems, and donation platforms helpful.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously.
• Excellent written and verbal communication skills, including strong grammar, spelling, proofreading, and presentation abilities.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Strong interpersonal skills with the ability to communicate effectively with internal and external stakeholders at all levels.
• Ability to work independently in a fast-paced environment, prioritize competing demands, and maintain professionalism under pressure.
• Proficient keyboarding, computer, and administrative skills, including the preparation of business correspondence, reports, and presentations.
• Knowledge of professional office procedures, business protocols, and executive support practices.
• Strong attention to detail with the ability to follow through on assignments and bring projects to timely completion.
• Ability to learn and utilize department systems, databases, and project management platforms effectively.
• Demonstrated initiative and ability to anticipate needs and proactively support executive priorities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Support and Communications:

1. Draft, prepare, edit, and distribute executive correspondence, reports, presentations, and communications on behalf of the TEDD, ensuring accuracy, professionalism, confidentiality, and timely completion.
2. Prepare correspondence, reports, presentations, and other executive documents from written drafts, notes, or verbal direction, ensuring completeness and accuracy.
3. Type and process correspondence for various Cabinet officers (Commissioner, Chief Secretary, and Business Administrator) for select CRD matters.
4. Receive, assess, prioritize, and respond to inquiries directed to the TEDD and CRD department, independently handling routine matters and escalating issues as appropriate.
5. Answer phone calls for the TEDD in their absence and maintain contact with them.
6. Review, prioritize, and distribute incoming CRD correspondence and departmental mail, routing items to the appropriate staff and preparing materials requiring the TEDD’s review, response, or action.
7. Serve as a point of coordination during the TEDD's absence by monitoring communications, prioritizing issues, coordinating responses, and escalating urgent matters as needed.
8. Serve as the primary administrative liaison for the TEDD, coordinating communication and follow-up with Territorial Headquarters departments, divisional leadership, National Headquarters staff, board members, donors, corporate partners, and other internal and external stakeholders.
9. Manage and coordinate requests, deliverables, and correspondence from National Headquarters on behalf of the TEDD by delegating to the appropriate team members, sending deadline reminders, collecting field information and aggregating it as needed, and drafting response communication on behalf of the TEDD.
10. Exercise a high level of discretion and maintain confidentiality when handling executive communications, personnel-related information, donor and partner matters, public relations concerns, crisis communications, and other sensitive departmental information.

Executive Calendar, Travel, and Meeting Management:

1. Maintain and manage an effective executive bring-up and follow-up system to track assignments, commitments, correspondence, deadlines, and priorities for the TEDD.
2. Coordinate and manage travel, lodging, itineraries, and related logistics for the TEDD, ensuring all arrangements support business objectives and schedule requirements.
3. Strategically manage the TEDD's Outlook calendar by scheduling and prioritizing appointments, resolving conflicts, coordinating meeting logistics, and ensuring adequate preparation time and supporting materials for all engagements.
4. Prepare the TEDD for meetings by coordinating logistics, compiling briefing materials, gathering supporting documentation, preparing executive meeting packets, and ensuring all required information is available in advance.
5. Coordinate and prepare for CRD leadership and team meetings by developing agendas, collecting materials, managing logistics, distributing meeting information, and tracking follow-up action items.

Project Coordination and Department Operations:

1. Coordinate and support the planning, organization, and implementation of CRD conferences, seminars, leadership meetings, and special events on behalf of the TEDD and designated staff.
2. Maintain working knowledge of key CRD administrative and operational processes to provide continuity of support and assist with priority responsibilities during staff absences.
3. Coordinate and support ongoing and special projects on behalf of the TEDD by tracking timelines, deliverables, action items, and stakeholder communications.
4. Manage designated executive and departmental projects within Asana by maintaining project plans, monitoring deadlines, tracking deliverables, coordinating stakeholder follow-up, and providing progress updates to leadership.
5. Coordinate regularly with the CRD Operations Director regarding executive support needs, departmental priorities, assignments, scheduling, information sharing, and follow-up responsibilities.
6. Provide administrative and project support to the Sr. Director of Development Operations & Project Management and CRD Operations Director, as needed, to advance TEDD priorities, executive assignments, and department-wide initiatives
7. Coordinate and monitor department contracts through TSAMM for legal review and approval, ensuring required documentation, approvals, and deadlines are met.
8. On behalf of the TEDD, coordinate the collection of quarterly financial reports for each Capital Campaign from divisional headquarters, monitor submissions, follow up on outstanding reports, and organize the information for executive review.
9. Perform other executive support and departmental duties as assigned by the TEDD, Sr. Director of Development Operations & Project Management, and CRD Operations Director, with primary emphasis on supporting the TEDD’s priorities and the effective operation of CRD.

Financial Administration and Account Management:

1. Review and process CRD departmental invoices for approval and timely payment by THQ Finance staff, following up on outstanding documentation or approvals as needed.
2. Prepare and process expense vouchers for designated CRD disciplines, ensuring accuracy, appropriate documentation, and timely submission.
3. Review and process pending CARE transactions and expenses for the TEDD, ensuring appropriate documentation, coding, and timely submission.
4. Maintain and process the annual group membership renewal for the Association of Fundraising Professionals (AFP), ensuring there is no lapse in membership, maintaining accurate membership records, and appropriately billing expenses to divisions.

Reporting, Systems, and Specialized Department Programs:

1. Prepare, maintain, and update reports, trackers, presentations, and briefing materials for the TEDD using Excel and other appropriate platforms to organize and present information clearly and accurately.
2. Coordinate civic award requests received from the field, including Others, William Booth, Life Membership, and Exceptional Service awards; prepare certificates, secure appropriate signatures, and order statues or pins from TradeWest.
3. Manage the renewal of existing subscriptions and the establishment of new subscriptions to publications and articles for the TEDD, ensuring continued access and accurate records.
4. Generate Christmas kettle income reports through the Golden website, including store listing reports for major corporate partners, vendor reports by division and state, territorial and divisional totals, weekly comparison reports, and the final Christmas income and activity report. Coordinate with the Data Team Manager to ensure accurate data is captured and reported.
5. Create Territorial Finance Council (TFC) Meeting Manager agenda items in TSAMM for monthly Territorial Commander Reports and other CRD items as requested, ensuring information is complete, accurate, and submitted by established deadlines.
6. Triage help desk tickets within the purview of the Donor Data Management team by reviewing requests, assigning tickets to the appropriate division or staff member, monitoring follow-up, and closing completed tickets using salvationarmyhelp.zendesk.com.

WORK HABITS (Not listed in priority order):

1. Must adhere to all Salvation Army policies and procedures.
2. Must maintain the integrity of confidential communications or activities.
3. Must maintain professional, courteous and cooperative manner with all THQ and “Field” personnel and outside contacts and demonstrate respect and a positive attitude toward them at all time during the workday.
4. Must be a team player, take the initiative, and be flexible in assisting others to the best of ability to ensure accurate and timely work objectives.
5. Must maintain an organized work area, files, etc. contributing to the efficiency and accuracy of work within the assigned workday and avoiding unnecessary overtime.
6. Must be able to comprehend assignments and ask for additional information or clarification until the assignment is understood.
7. Must demonstrate dependability by arriving and leaving work on time, by taking the allotted time for lunch and breaks and by limiting personal telephone calls and socializing to break periods.

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to grasp, push, 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.

REPORTS TO: CRD OPERATIONS DIRECTOR