Administration Assistant/Activities Coordinator

Recruiting Opportunity Closes: 10.07.2025

Hourly Wage: $18.33

Hours Per Week: 40

Status: Non-Exempt / Full Time

Number of Positions: 1

Department: H.O.P.E. House Transitional Living

Position: Activities Coordinator & Admin Assistant

The Salvation Army Mission Statement:

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Application Instructions:

Complete the online job application, upload a resume.

To apply online go to: Administration Assistant/Activities Coordinator , or https://tinyurl.com/4cntj29f

To apply in person go to 304 Beatty St., Medford, OR 97501. Bring a resume and complete the job application provided to you. Incomplete applications will not be accepted.

Questions, contact Krystle Williams at krystle.williams@usw.salvationarmy.org or call (541) 773-6965. Ms. Williams is the sole point of contact for questions regarding this position.

Recruiting Accommodation Statement:

To obtain assistance with accommodations related to the American's with Disabilities Act (ADA) concerning your application process, please contact 1-888-887-6528 or email thq.reporting.line@usw.salvationarmy.org, attention Eric Hansen or Sheila Jordan.

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Education and Work Experience:

1. Education: High School Diploma or GED Equivalent
2. Requirements: A Valid Oregon State Driver License
3. Work/Professional Experience:
4. At least 1-2 years volunteering or working in environments of creating program activities for vulnerable populations such as at-risk youth and seniors.

Scope of Position:

The purpose of this position, in support of the Operations Manager, is to ensure communication and cooperation between The Salvation Army H.O.P.E. House and all other Salvation Army departments. In addition, this position entails developing and overseeing H.O.P.E. House program activities, including but not limited to, holiday events, field trips, social activities.

Knowledge, Skills and Abilities Required:

1. Must demonstrate a passion for, and be familiar with The Salvation Army's mission, doctrine and local ministries; and represent the ideals of The Salvation Army in every aspect of his/her work.
2. Must be able to manage a variety of projects at any given time.
3. Must have a positive attitude that will bring about enthusiasm and excitement for activities
4. Must be able to work in an environment that is busy and must be able to work despite interruptions and surrounding activities.
5. The ability to maintain a self-motivated and self-directed schedule. The employee must demonstrate the ability to plan, organize, and coordinate the functions of his/her position.
6. The ability to present oneself in a professional and appropriate manner along with the ability to maintain confidentiality regarding information and documentation.
7. The ability to interact with coworkers and the public in a positive manner and the ability to work with people of diverse backgrounds and circumstances.
8. The employee works with sensitive and confidential material. This position requires a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction will be considered. Must have a valid driver's license and a good driving record (Note: Prior to employment, finalists will be required to provide authorization to The Salvation Army to obtain a driving record.)
9. This position requires the ability to be flexible in the work week schedule. Attendance is an essential function of this position.
10. Must possess the aptitude and knowledge to perform the specific duties and responsibilities as outlined in the job description.
11. The following equipment may be used: telephone, computer equipment, fax/copy machine, and 10 -key calculator. Frequent phone and in-person contact with people from diverse backgrounds will occur. Must have the ability to: sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis, to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead, and lift up to 40 lbs.

Essential Duties and Responsibilities:

It is the responsibility of each employee of The Salvation Army, Medford Citadel Corps, to reach out to people, without discrimination, in the name of The Salvation Army, helping to build whole people- spirit, soul and body- in the name of The Salvation Army.

Front Office Duties

1. Welcomes visitors by greeting them, in person or on the telephone, answering or referring inquiries to the appropriate person or department in compliance with The Salvation Army policy
2. Directs visitors by maintaining employee and department directories, giving instructions
3. Maintain computer records as prescribed by The Salvation Army policy and mandated by the Operations Manager
4. Maintain a hard copy of files as a back up to the computer records
5. Direct and refer program participants to the appropriate staff on duty for assistance
6. Maintains security of site by issuing visitors badges, monitoring logbook, and following security protocols outlined by The Salvation Army
7. Maintains telecommunication system by following manufacturer's instructions for house phone and console operation
8. Be familiar with emergency policies and procedures and able to make the necessary contacts with the Fire Dept., Police Dept., and other Emergency Service Agencies as needed, and by Salvation Army policy
9. Perform cooking as required
10. Document and communicate actions, irregularities and continuing needs so as to maintain continuity among work teams
11. Maintain a safe and clean reception area by complying with procedures, rules and regulations
12. Attend regular staff meetings
13. Other duties as assigned

Activities Duties

1. Create; develop; and oversee H.O.P.E. House program activities (Activities include seasonal parties, field trips, monthly and quarterly team building and improving morale/encouraging functions)
2. Create flyers to promote activities at the H.O.P.E. House
3. Intentionally and consistently recruit H.O.P.E. House participants and staff to participate in H.O.P.E. House activities
4. Responsible for maintaining adequate supplies and equipment needed for program activities
5. Create; develop, and maintain needed paperwork for tracking all aspects of H.O.P.E. House activities
6. Coordinate and integrate H.O.P.E. House program activities with Medford Corps activities. Corps officers have final approval on all activities, field trips, and activities calendar

Administrative Assistant Duties

In support of the Operations Manager:

1. Ensure communication and cooperation between The Salvation Army H.O.P.E. House and all other Salvation Army departments
2. Provide accurate reporting of all statistical and client service information
3. Maintain safety and optimum functioning of property, equipment, furnishings, vehicles and other social service assets
4. Provide all necessary information for accurate and timely reporting for all contracts and grants
5. Assist in the receipt, inventory and handling of cash and in-kind donations in compliance with Salvation Army policy and procedure

Physical Requirements:

Must have the ability to: sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis, to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead, and to lift up to 40 lbs.

Working Conditions:

Must be able to work in an environment that is fast paced, deals with various units (within The Medford Citadel Corps) and must be able to multi-task and work in spite of interruptions and surrounding activities.

Confidentiality:

Requires daily involvement in personal and professionally sensitive matters which require maintaining absolute confidentiality. Works with sensitive and confidential material.

Environment Conditions- Office:

Works on many projects at once in an open office environment with many interruptions and noise from ringing telephones, printers, copiers, and walk-in traffic. Works in an office environment with frequent interruptions, multiple deadlines, and competing priorities. Frequent phone and in-person contact with people from diverse backgrounds. Work performed in office environment with demanding timelines, shifting priorities and constant interruptions in work routine. Constant pressure to meet deadlines. Work environment includes managing projects with conflicting requirements and tight deadlines. Involves frequent interruptions due to limited privacy. Requires concentration while working on highly technical information with constant interruptions; requires sitting for long periods of time.

Miscellaneous:

The Salvation Army does have a dress code. This will be shared with you at the time of employment.

The candidate chosen for this position will be required to pass a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction(s) will be considered.

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.

Supervisor: Operations Manager