Administrative Assistant II (7168)

The Administrative Assistant II –provides advanced, confidential, and administrative support to the Assistant Principal for Training and Director of Business Administration at Evangeline Booth College. This position serves as a trusted administrative partner, relieves a Territorial Executive Council member, Evangeline Booth College’s Assistant Principal of administrative details; performs advanced, complex, and often confidential secretarial work; composes, prepares, types and processes a variety of routine paperwork necessary for office operations; files and records department information and maintains an effective Bring-Up system; assists in coordinating arrangements for EBC campus special events, seminars and special meetings.

The incumbent performs a wide range of high‑level secretarial and personnel‑related administrative functions, prepares technical reports and spreadsheets from inception to completion, coordinates Salvation Army conferences and official meetings, designs and produces graphic materials for various brochures, programs, and other documents for special events; provides proofreading/editorial assistance for same in an accurate and creative manner..

Essential Functions:

The following duties are representative and not all‑inclusive. The incumbent may be assigned additional responsibilities in support of the mission and operations of The Salvation Army.

Administrative & Clerical Support

Composes and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature such as scripts, sermons, lectures, briefs, statistics, budgets, forms, invoices, documents, agendas, schedules, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; coordinates travel arrangements for people attending conferences, meetings, etc.; processes deposits and payments received; coordinates international trips.

Serves as a liaison for other departments and/or divisions seeking information or services from the Principal; responds to questions, researches, and provides specific and general information based on the knowledge of the college operations; ensures the accuracy, completeness and timeliness of all information provided; maintains the confidential nature of the position.

Responds to inquiries regarding EBC processes and departmental operations while maintaining strict confidentiality.

Researches, compiles, analyzes, and summarizes data for administrative reports, audits, surveys, and special projects; identifies discrepancies and ensures corrective action is communicated to appropriate leadership.

Coordinates administrative logistics for Salvation Army conferences, seminars, training sessions, and special meetings, including registrations, schedules, travel, lodging, meeting space, and materials.

Prepares and maintains college 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 college records; research files to locate specific information found in documents, correspondence, lists, forms, etc..

Planning Committee Utilizes a bring-up system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.

May serve as lead worker to clerical personnel by providing training, assigning work, monitoring quality, and reporting concerns to the for the Assistant Principal for Training and Director of Business Administration

Receives, procures, and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and or destination; collects and prepares outgoing mail.

Performs various bulk-mail activities and/or email invitations for special events, compiles mailing lists and ensures the accuracy and completeness of the same. Orders office supplies and office equipment to ensure the inventory is maintained at a level to meet the needs of the Campus

High school diploma or G.E.D. required.

Secretarial or administrative coursework from a technical or vocational school preferred.

AND

Four (4) years of progressively responsible secretarial or administrative experience

OR

Any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities.