Community Relations Administration Specialist

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

Position Purpose summary:

This position is responsible for providing confidential administrative and logistical support to the Community Relations Department of The Salvation Army Community Services (Calgary). This role plays a key part in volunteer coordination, event and program logistics, and overall departmental operations, ensuring smooth and effective community engagement and internal collaboration.

Accountabilities:

Administrative Support

• Serve as the primary point of contact for inquiries to the Community Relations Department.
• Manage and monitor multiple shared email inboxes, in-person visits, and phone inquiries, ensuring timely responses or delegation to appropriate team members; handle sensitive or confidential information as required.
• Support, prepare and manage confidential departmental documents, reports, spreadsheets, and presentations as required by the Community Relations Manager.
• Maintain inventory of office and program supplies; submit purchase requisitions for items such as logo wear, first aid supplies, and name tags.
• Coordinate with approved vendors to ensure timely ordering, delivery, and quality of requested for logo wear, first aid supplies, and name tags.
• Schedule departmental meetings, prepare agendas, and distribute meeting minutes.
• Input, update and maintain data in employee and volunteer management systems.
• Create files, update and maintain hard and soft copy documents for volunteers and employees.
• Maintain accurate filing systems (digital and physical) for employees, volunteers, and community engagement materials.
• Prepare onboarding and orientation packages for new hires, including keys, name tags, and branded materials.
• Develop and maintain a comprehensive Community Relations manual for process continuity.
• Assists manager to support ministry unit specific policies pertaining to directly reporting staff are current, reviewed and updated regularly, making revisions as necessary in collaboration with the Leadership Team.
• Assist with communicating any approved changes in policies to all Ministry Unit Staff.
• Review and keep up to date and inform manager of any new/revised Territorial Headquarters

policies that relate to the oversite of this position and communicate these changes to staff.

• Working together with program coordinators ensures ministry unit specific tasks are current to successfully support networking.
• Works closely and performs other related duties as assigned by the manager.

Community Coordination and Training

• Administer the organization’s Learning Management System (LMS), including user setup, assignment of role-specific training modules, and tracking employee training completion.
• Maintain accurate employee files for training.
• Coordinate and deliver in house training programs for employees, volunteers, students, and new hires as required.
• Maintain current knowledge of applicable occupational health and safety legislation, including the Alberta Occupational Health and Safety Act, Code and Regulation, and Workers’ Compensation requirements, ensuring organizational compliance.
• Collaborate with the Community Relations Manager to develop, update, and implement safety policies, procedures, and workplace violence prevention plans and working alone safety.
• Develop and maintain safe work procedures, safety documentation, reports, and compliance records.
• Support investigations of workplace injuries, accidents, and near misses by identifying root causes, preparing reports, recommending corrective actions, and monitoring follow-up activities.
• Coordinate logistical arrangements for orientations, training sessions, employee engagement initiatives, and community events, including venue bookings, registrations, room setup, materials, equipment, and hospitality.
• Prepare and distribute internal communication materials, including program information, brochures, postcards, and event-related resources.
• Support departmental initiatives, special projects, fundraising activities, and community engagement events within the Ministry Unit.
• Represent the organization at community events, fairs, and job fairs as required.

Volunteer Services Support

• Coordinate the onboarding and screening process for volunteers, including managing police check compliance, tracking expirations, and ensuring up-to-date records.
• Maintain volunteer databases and files, track birthdays and milestones, and assist in volunteer recognition initiatives.
• Track new volunteer screening protocols and sends reminders when checks are expiring.
• Provides opportunities, trends and insights to the volunteer and practicum student programs.
• Ensures all Salvation Army policies and procedures pertaining to volunteer services are maintained.
• Maintains partnerships with universities and colleges to support the effective recruitment and placement of practicum students within Community Services (Calgary), providing ongoing support as needed.

WORKING CONDITIONS:

• This is a full-time permanent position in office.
• Work hours are Monday to Friday from 8:30-5:00PM, occasionally weekend or evenings depending on peak seasons.
• The incumbent’s work environment is typically in an office located in a men’s residential services facility.
• The incumbent may be required to travel occasionally within the city to other work sites and/or vendors.

education and experience Qualifications:

Education, Qualifications and Certifications:

• Post-secondary diploma in nonprofit management, public relations, communications, business administration, or a related field is required. Formal college/post-secondary degree in Business Administration would be an asset.
• A combination of education and experience might be considered.
• Reliable source of transportation.
• Satisfactory Police Information Check (PIC).
• Satisfactory Child Intervention Check Clearance.

Experience and Skilled Knowledge Requirements

• Minimum of 3 years of related experience in a coordination or administrative support roles, ideally in the nonprofit or community services sector.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
• Excellent verbal and written communications skills.
• Demonstrates experience with event coordination support, volunteer support, and public-facing program logistics.

Skills and Capabilities:

• Shows genuine interest in and is inspired by the work of The Salvation Army.
• The performance of the job requires attentive listening, frequent attention to computer/word processing, attention to detail, and working with confidential information.
• Highly organized, detail-oriented, and a proactive self-starter with the ability to effectively prioritize in a dynamic environment.
• Maintains a high level of integrity, professionalism, and discretion with confidential information.
• Skilled at managing multiple tasks simultaneously, meeting tight deadlines, and adapting quickly to shifting priorities.
• Flexible and resilient; able to adjust focus and workflow in response to evolving needs.
• Exhibits strong initiative, collaboration, and effective team-building capabilities.
• Maintains a positive, solutions-focused outlook and represents the organization with professionalism and empathy.

Compensation:

The target hiring range for this position is $52,811.20 to $65,998.40 with a maximum of $79,206.40.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email Recruitment.Accommodations@salvationarmy.ca if you have a need for any accommodation and we will be pleased to discuss this with you.