Administrative Assistant and Contract Coordinator

Overview

Join a vibrant, mission-driven organization that makes a meaningful impact in the lives of individuals and communities every day. At The Salvation Army, your work supports a legacy of service, compassion, and practical assistance for those who need it most.

 

POSITION OVERVIEW

The Administrative Assistant and Contract Coordinator plays a vital role in advancing The Salvation Army’s mission of meeting human needs throughout the Northern New England Division. This position provides comprehensive administrative, contract, and grant‑management support to the Divisional Director of Advancement and the Community Relations and Development (CRD) Office, ensuring that the resources entrusted to the organization are stewarded with integrity, transparency, and excellence.

Central to this role is the responsibility of ensuring operational efficiency, contract compliance, and effective coordination across Divisional program, finance, fundraising, communications, and donor engagement functions. The position also serves as a key connector within The Salvation Army’s broader structure, collaborating closely with both Territorial and Divisional departments.

The Administrative Assistant and Contract Coordinator must balance the needs, expectations, and compliance requirements of Territorial leadership with the operational realities of the Northern New England Division—helping ensure alignment, clarity, and mission‑driven decision‑making across all levels of the organization.

The ideal candidate is motivated by service, committed to stewardship, and energized by work that strengthens community impact. Experience with nonprofit administration, fundraising operations, GAAP standards, and CRM systems (Salesforce preferred) is valuable. Familiarity with The Salvation Army Mission Manager (TSAMM) is desirable.

 

 

Responsibilities

Administrative & Schedule Management

• Support the Divisional Director’s leadership by managing calendars, meetings, travel, and daily workflow.
• Prepare reports, presentations, correspondence, and materials that support donor engagement, stewardship, and community impact.
• Maintain organized systems for documents, correspondence, and departmental records to ensure transparency and accountability.

 Contract Oversight & Stewardship

• Review, process, and track funding contracts, proposals, amendments, and agreements.
• Ensure all contracts are submitted and approved through The Salvation Army’s Contract Database.
• Liaise with funding agencies to safeguard organizational interests and ensure local units can meet contractual obligations.
• Maintain electronic contract files and monitor compliance deadlines and reporting requirements.

 Grant Management (Private & Public Funding)

• Track grant opportunities, deadlines, submissions, and reporting requirements for private foundations, corporate partners, and public agencies.
• Support the preparation, submission, and stewardship of grant proposals and reports in collaboration with Community Relations and Development, Corp Community Centers, and program staff.
• Maintain a comprehensive grant calendar to ensure timely and accurate submissions.
• Monitor grant‑funded program obligations across the Division, ensuring compliance with funder expectations and Salvation Army policies.
• Assist in gathering program outcomes, financial documentation, and impact data for reporting.
• Strengthen donor stewardship by ensuring timely acknowledgments, updates, and impact communications.

 Stakeholder Communication & Relationship Support

• Serve as a trusted liaison between the Divisional Director of Advancement and internal/external stakeholders.
• Draft and edit correspondence that reflects The Salvation Army’s mission, values, and commitment to service.
• Support communication flows across the CRD team and divisional leadership.

 Event Coordination & Donor Engagement

• Assist in planning and executing donor and public engagement events, fundraising initiatives, and community outreach activities.
• Support the Community Relations and Development team in implementing stewardship strategies that honor donor intent and deepen engagement.

 Financial & Compliance Responsibilities

• Collaborate with the Accounting Department to track donations, manage budgets, and ensure contractual and grant compliance.
• Process invoices, reconcile expense reports, and maintain accurate financial documentation.
• Ensure adherence to GAAP st