Business Associate

LOCATION: Las Vegas, NV

STATUS: Non-Exempt/FT/40hrs/wk

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.

JOB SUMMARY: The Business Associate provides administrative and human resources support to the Business Department and the leadership team. This position is the central point of coordination for the department and responsible for managing calendars and meetings, preparing and routing correspondence, maintaining employee and departmental records, and safeguarding highly confidential and sensitive materials.

QUALIFICATIONS

• Bachelor's degree in business administration, human resources, or a related field and senior administrative support experience strongly preferred. Educational requirement can be substituted with a 2:1 ratio of applicable experience in a similar role.
• Minimum 2 years' experience supporting executive or senior leadership, with demonstrated exposure to human resources and records administration.
• Proven ability to maintain strict confidentiality and handle sensitive personnel, financial, and legal information with discretion.
• Excellent verbal and written communication skills, including the ability to draft, edit, and proofread professional correspondence, reports, and presentations on behalf of leadership.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams), electronic calendaring, and the ability to easily navigate the internet and database systems.
• Strong organizational skills with the ability to manage complex calendars, competing deadlines, and multiple priorities in a fast-paced environment.
• Effective problem-solving skills and the ability to exercise independent judgment and take initiative with minimal supervision.
• Ability to work with people of diverse backgrounds and circumstances with professionalism and courtesy.
• Experience with HRIS, ATS, and UKG preferred.
• Notary Public commission or ability to obtain within 30 days preferred.
• Must possess a valid Nevada driver's license with a clean driving record.
• Ability to pass The Salvation Army's Fleet Safety e-learning module.
• Must pass a criminal background check.

RESPONSIBILITIES

• Provide administrative support to the Business Department leadership team, anticipating needs and independently managing day-to-day administrative operations.
• Manage and maintain complex, frequently changing calendars; schedule and prioritize appointments, resolve conflicts, and coordinate travel, lodging, and itineraries.
• Monitor and triage departmental email and correspondence; draft, proofread, and route responses on behalf of leadership, flagging time-sensitive and high-priority items.
• Prepare, format, and edit correspondence, memos, reports, presentations, spreadsheets, and org charts to a professional and presentation-ready standard.
• Screen and direct incoming calls and visitors, serving as a professional first point of contact for the department.
• Prepare and process expense reports, check requests, purchase orders, credit card reconciliations, and invoices in accordance with Salvation Army policy.
• Maintain departmental filing systems ensuring records are accurate, current, secure, and retrievable.
• Order and maintain office supplies and equipment for the department and coordinate service requests as needed.
• Track deadlines, deliverables, and follow-up items across the department and proactively remind leadership of upcoming obligations.
• Provide administrative support to the Human Resources function as directed, assisting with the clerical and record-keeping tasks associated with employee records, recruitment, on and off boarding, training compliance, background checks, and HR/employee documentation.
• Assist with scheduling and coordination related to Human Resources activities, including interview scheduling, orientation and evaluation calendars, driving tests, and notifying supervisors of upcoming due dates.
• Help maintain employee and related files in an accurate, organized, and secure manner in accordance with Salvation Army policy and applicable law(s), ensuring confidential records are stored appropriately.
• Plan, schedule, and coordinate departmental and cross-functional meetings, including securing locations, preparing agendas, assembling materials, and arranging virtual meeting logistics.
• Attend meetings as requested; record accurate minutes, distribute them timely, and track action items through to completion.
• Compile and assemble reports, board and committee packets, statistical summaries, and presentation materials from multiple sources, verifying accuracy before distribution.
• Maintain trackers and shared calendars for departmental deadlines, contracts, audits, reporting cycles, and recurring compliance obligations.
• Support special projects, events, audits, and site visits as assigned, coordinating logistics and follow-through across multiple stakeholders.
• Maintain departmental policies, procedures, templates, and contact lists, updating them as directed.
• Other duties as assigned as related to the position of Business Associate.

PHYSICAL REQUIREMENTS

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

While performing the duties of this job, the employee is regularly required to walk, stand, climb, balance, stoop, kneel, crouch, crawl, and reach with hands and arms continuously. The employee must regularly lift and/or move up to 20 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 75 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to focus. The employee must have the ability to operate a telephone, desktop, or laptop computer, as well as the ability to access and produce information from a computer, and to understand written information.