Program Administrative Assistant and Coordinator

JOB TITLE: Program Administrative Assistant and Coordinator

DEPARTMENT: Seattle ARP (Men’s Adult Rehabilitation Program)

STATUS: Regular Full-Time; Non-Exempt

IMMEDIATE SUPERVISOR: Administrator for Business

SCOPE OF POSITION:

The Program Administrative Assistant and Coordinator plays a crucial role in the Seattle Adult Rehabilitation Program (SARP) by ensuring the smooth operation of administrative, compliance, and participant support functions. This position is responsible for managing documentation, correspondence, food benefit processes, case records, and program materials, while also supporting program coordination, case conferences, and participant outreach. The Program Administrative Assistant and Coordinator provides essential administrative support to enhance participant well-being and uphold the mission of The Salvation Army’s rehabilitation services.

MINIMUM REQUIREMENTS – Education and Experience:

• High School Diploma or equivalent required; associate or bachelor’s degree in social services, business administration, or a related field preferred.
• Two years of administrative experience in a nonprofit, recovery program, or related field.
• Strong organizational and communication skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and data entry systems.
• Ability to maintain confidentiality and professionalism in all interactions.
• Must be able to pass a criminal background check.
• Valid State of Washington Driver's License and ability to pass a Motor Vehicle Report and driving criteria.
• Experience in social services, addiction recovery, or case management is a plus.

ESSENTIAL JOB DUTIES

Administrative & Program Support:

1. Manage participant documentation and case records, ensuring files are current and organized.
2. Maintain correspondence, mail, and donor record processing for the program.
3. Oversee the food benefits process, including participant applications and compliance with state regulations.
4. Coordinate and prepare materials for case conferences, graduations, and participant awards.
5. Assist in maintaining compliance with policies, audits, and program reporting.

1. Perform other duties as assigned by the ARP

Participant Support & Engagement:

1. Process and distribute participant workbooks, appointment requests, and program materials.
2. Prepare and distribute certificates, sobriety cards, and milestone awards for Chapel services.
3. Support outreach efforts by sending program updates and family letters to participant families.
4. Facilitate the Family Connect Card process, ensuring Corps Officers receive relevant participant family contact information for follow-up.

Office Operations & Coordination:

1. Maintain orderly program records and documentation for internal and external reporting.
2. Provide administrative support for staff and leadership, assisting with scheduling, reports, and general office duties.
3. Assist in tracking and ordering program supplies, participant workbooks, and publications.
4. Support donation and financial documentation processes in accordance with Salvation Army procedures.
5. Maintain compliance with HIPAA and Salvation Army confidentiality policies.
6. Assist with driving for errands and program and administrative support.
7. Perform other job-related tasks as assigned.

PHYSICAL REQUIREMENTS:

• Ability to sit, stand, bend, walk, and lift up to 25 lbs. on an intermittent basis.
• Ability to work on a computer for extended periods of time.
• Ability to operate office equipment (printer, copier, fax, telephone).

QUALITIES & CHARACTERISTICS:

• Organized and detail-oriented, with the ability to prioritize tasks effectively.
• Strong interpersonal and communication skills for engaging with staff, participants, and families.
• Ability to work independently while collaborating as part of a team.
• A commitment to The Salvation Army’s mission and the rehabilitation and recovery process.

Work Schedule / Location: Monday through Friday / In-person.

The Salvation Army reserves the right to reassign, review the job, or require that different or additional tasks be performed based on the organization’s needs or when circumstances change.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as employees to undermine the Salvation Army's religious mission.

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 meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is a reasonable and no undue hardship would result.

The Salvation Army is an Equal Opportunity Employer: Minorities/Women/Veterans/Individuals with Disabilities

The Salvation Army is an Equal Opportunity Employer and committed to providing a respectful environment for all applicants and employees that is free from unlawful discrimination or harassment based on age, race, color, religion, sex, national origin, marital status, disability, citizenship, sexual orientation, gender identity, gender expression, or any other characteristic protected by law. Such equal opportunities for employment will apply to recruitment and hiring, training, promotion, salaries and other compensation, transfers and layoffs or termination.