The Salvation Army

Hawaiian and Pacific Islands Division

Ray and Joan Kroc Corps Community Center

Ewa Beach, Hawaii

Job Description 1/9/2024

POSITION TITLE: Special Projects Assistant

DEPARTMENT: Ray and Joan Kroc Corps Community Center (Kroc Center Hawaii)

SUPERVISOR: Special Projects Coordinator

FLSA STATUS: Non-Exempt

CLASSIFICATION:, 20 hours Part Time , Hourly

GENERAL STATEMENT: The Salvation Army is a branch of the Christian Church, and the goal of all programs is a spiritual, emotional, and physical regeneration of all people.

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.

KROC CENTER HAWAII VISION: Kroc Center Hawaii will be a dynamic and flourishing gathering place for diverse community; where all are welcomed, inspired, and transformed through the love of Christ.

POSITION SUMMARY:

The Special Projects Assistant will assist the Special Projects Coordinator in overseeing and organizing various events and special projects at the Kroc Center. The Special Projects Assistant will have a deep commitment to the mission of The Salvation Army, which will be evident in his or her professional life and the manner in which he or she represents The Salvation Army Ray and Joan Kroc Corps Community Center in the community.

REQUIRED EDUCATION AND EXPERIENCE:

1. High School diploma or its GED equivalency
2. Minimum two years administrative assistant experience in a large church or corporate setting.
3. Proven experience coordinating multiple projects
4. Strong organizational & time management skills
5. Proficiency with Microsoft office applications including Microsoft Word, Access, PowerPoint and Excel.
6. Must possess a valid Hawaii Driver's license.

PREFERRED REQUIREMENTS:

1. Familiarity with Events execution, in particular decor production.
2. Strong people skills and an elevated level of professionalism
3. Excellent documentation and organizational skills
4. Ability to develop, prioritize and accomplish goals.
5. Ability to work effectively, independently and within a team environment.
6. Flexibility to adjust work schedule as necessary to meet the work requirement.
7. Familiarity with Hawaii & local culture

ESSENTIAL FUNCTIONS:

1. Monitor the budget with Special Projects Coordinator. Tracks spending, records and saves receipts.
2. Plan, organize and execute a variety of events and be the event Point Person alongside Special Projects Coordinator
3. Create standardized task cheat sheets for special events
4. Assist in event logistics to include set-up, breakdown, catering, audiovisual equipment, travel, ordering supplies, paying invoices, scheduling meetings, communicate event plans and requirements
5. Partner with Special Projects Coordinator in communication needs; networking, attending events, off-site visits, and educational tours.
6. Source external vendors for food, retail, entertainment, special guests, decor, security, Special Projects supplies, awards & raffle prizes.
7. Obtain vendor application forms, vendor fee payments and COIs
8. Coordinate storage of event supplies & transportation needs
9. Maintain accurate records of event details, including expenses, contracts and contact information
10. Prepare and distribute event schedules, agendas, and other relevant documents to staff and participants
11. Assist in management of volunteers for special events
12. Gather feedback from attendees & staff to assess the success of events and identify areas of improvement.
13. Produce the impact report for each event
14. Compile Kroc Star nominations for Executive Leadership Team approval
15. Conduct market research & brainstorm ideas for events, themes and decor and possible new projects
16. Create decor pieces and games
17. Communicate Marketing needs via Creative Briefs, approvals and display of Marketing collateral.
18. Prepare printed flyers, marketing collateral, raffle tickets, waiver forms and check-in wristbands.
19. Perform all administrative duties

MENTAL DEMANDS:

Works in an office environment with frequent interruptions, multiple deadlines, and competing priorities.

Work under stressful conditions.

Interact with others with courtesy and tact, emote the "Aloha Spirit."

Manage and prioritize multiple projects in an organized and efficient manner to meet tight deadlines.

Respond to crisis situations in a calm and effective manner.

Complete projects on schedule.

PHYSICAL DEMANDS:

This position requires sitting; climbing and/or balancing; stooping, kneeling, bending, stretching, crouching and/or crawling; standing; walking; manual dexterity and eye-hand coordination; use of vision; driving a vehicle; pushing/pulling/lifting/carrying 25-50 pounds and occasionally more than fifty pounds; traveling by airplane. Occasional weekend and evening work may be required.

COMMUNICATION DEMANDS:

The position requires talking to co-workers, clients, vendors; requires written communication to and from co-workers, clients, vendor; talking on the telephone; requires responding to written or verbal requests of coworkers, clients, and vendors; requires training/ giving verbal and written instructions; requires receiving verbal and written instructions; requires writing/ composing written language; requires reading; requires visiting/ working at other worksites; requires communication via the latest technologies.

The position requires the ability to interact with co-workers and the public in a positive, professional manner in conformity with The Salvation Army Mission Statement. The position also requires the ability to collaborate with people of diverse backgrounds and circumstances.

EQUIPMENT NEEDS:

Equipment used includes general office equipment such as computers, photocopiers, scanners, printers, fax machines, telephone (office and cell), video projectors, sound-systems, microphones, audio-visual and lighting equipment, ten key calculator and automobile.

DESCRIPTION OF WORK ENVIRONMENT: Work will be at Kroc Center Hawaii in Kapolei. Attendance at training courses and conferences may be required.

CLEARANCES: The candidate chosen for this position must 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.

The information in this job description indicates the general nature and level of work performed by an employee in this classification and is not to be interpreted as a comprehensive inventory, of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add, revise, or delete information in this description. Kroc Center will provide reasonable accommodation to enable qualified individuals with disabilities to perform the essential functions of this position. Employees are expected to follow any other job-related instructions and perform any other job-related duties requested by management.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.