Advancement Administrative Manager

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

JOB DESCRIPTION

JOB TITLE: Advancement Administrative Manager, Northern and Central Illinois Division

REPORTS TO: Divisional Assistant Senior Director of Advancement Services, Northern and Central Illinois Division

PEOPLE MANAGER: YES

FLSA STATUS: Exempt

PAY GRADE: 405

PAY RANGE: $45,368-$54,442

WHO WE ARE

At The Salvation Army, we are dedicated to Doing the Most Good. We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for kids after school and on the weekends, achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

The Advancement Administrative Manager provides essential operational support and administrative leadership to the advancement services team. This role includes the supervision of administrative staff providing donor relations and administrative support across the Advancement Department. Key duties include facilitating smooth communication, manages donor service functions, and ensures effective coordination of gift processing, donor records, and team activities. By integrating administrative and donor services expertise, this position plays a critical role in enhancing team efficiency and delivering a positive donor experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Coordination

1. Provide administrative support to the Divisional Senior Director and advancement services team.

2. Coordinate team meetings, track deadlines, and manage schedules to ensure timely completion of projects.

3. Assist in the preparation of reports, presentations, and documentation for divisional initiatives.

4. Maintain accurate records of team activities and align them with divisional goals.

5. Serve as the primary point of contact for internal and external communications related to advancement services.

Donor Services Coordination

1. Act as the primary contact for development staff and Corps for donor service issues related to gift processing and donor inquiries.

2. Support the lockbox vendor relationship to ensure all gifts are processed accurately and promptly according to divisional business rules.

3. Manage exception gift processing and correspondence received at the division.

4. Assist with donor record maintenance, including data hygiene and compliance with divisional standards.

5. Address donor calls, emails, and visits with excellent customer service, building positive relationships with donors.

6. Support the implementation and optimization of the CRM database.

Departmental Responsibilities

1. Collaborate with divisional leads to streamline communication and ensure consistent messaging.

2. Coordinate with the division's teams to maintain data integrity and address donor record issues.

3. Partner with the division's teams to track and report campaign results.

4. Assist with vendor deliverables to ensure adherence to divisional needs and standards.

5. Act as a representative of The Salvation Army in all external and internal interactions related to this position, exemplifying the organization's mission, values, and commitment to serving the community.

PEOPLE MANAGEMENT DUTIES AND RESPONSIBILITIES

1. Provide mentorship and professional development to assigned personnel to build a high performance, mission focused team.

2. Plan, direct, and supervise assigned staff.

3. Conduct performance evaluations, and make recommendations regarding compensation, hiring and termination decisions, in alignment with organizational policies and standards.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

* Education: Bachelor's degree in relevant field.

* Experience: 4+ years combined experience in administrative support, donor services, or supervising personnel

Licenses/Certifications:

* Required Licenses: Valid state driver's license

* Preferred Certifications:

Skills/Abilities:

* Strong organizational and multitasking skills with attention to detail.

* Excellent data entry skills.

* Proficiency in Microsoft Office

* Proficiency with Constituent Relationship Management (such as Salesforce)

* A willingness to promote the mission of The Salvation Army.

JOB LIMITATIONS

* This individual will only commit Salvation Army resources that have been allocated or approved.

* This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

Travel

* Approximately 25% travel within the division.

PHYSICAL DEMANDS/WORK ENVIRONMENT

* This position is required to do light physical work.

* To successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC and related software.

* Work will be indoors in a temperature-controlled environment with potential high and low noise levels

COMPETENCIES

1. Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors.

2. Resolve conflicts constructively in a positive manner, promoting collaboration and understanding.

3. Treat all staff, clients, and visitors with courtesy and professionalism.

4. Respect others' property and person.

5. Use professional and appropriate communication to and about co-workers, supervisors and subordinates.

6. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

PERFORMANCE MEASURES

This individual will be evaluated on how effectively the outcomes of this position are achieved as well as the timeliness, accuracy, and completeness of accomplishing assigned goals.