Administrative Assistant - Schools (Olive Grove School)

Job Description: – Administrative Assistant (Schools)

The Muslim Association of Canada (MAC) is a nationally incorporated charity with a presence in four provinces across Canada. Our private Islamic schools are registered by the Provincial Ministries of Education. The Administrative Assistant is responsible for assisting the Principal in managing the day-to-day operations of the school and fostering community relations. The incumbent will support the school’s philosophy, align with the goals and curriculum plans, adhere to the policies of the Muslim Association of Canada, and ensure compliance with Provincial legislation.

Reporting Structure

This position reports directly to the Principal/Administrator. The responsibilities of the Administrative Assistant will include, but are not limited to:

Key Responsibilities

• Perform general secretarial duties, including drafting and revising documents, managing correspondence, maintaining both paper and digital files, making photocopies, sending faxes, and opening and following up on files.
• Maintain the school calendar, prepare minutes, and handle various administrative tasks as required.
• Collect and maintain accurate documentation, providing periodic reports to the Principal as agreed upon, and ensuring that both hard copy and electronic files are organized.
• Prepare and track student attendance for all classes, contact parents in case of absence, maintain absence records, and alert parents if a student is close to exceeding their absenteeism limit.
• Provide new parents with a tour of the school, answer queries regarding registration, admission, school curriculum, timings, staff, and fees.
• Update and maintain a substitute teacher list, and access teaching resources as directed by the Principal.
• Maintain up-to-date and accurate student, staff, vendor, and accounting records, both manually and electronically.
• Follow up on outstanding fees and dues for the school.
• Complete the monthly school fees tracker for tax purposes.
• Maintain manual staff sign-in sheets and e-files for payroll purposes, record absences, and collect required information for new staff.
• Handle petty cash, ensuring timely replenishment, and prepare supporting documentation for the Accounting Department.
• Prepare monthly online filing and claim student subsidies.
• Handle any other queries, data, or tasks requested by the head office in a timely manner.
• Submit applications for the yearly school license renewal.
• Convey messages and queries between the Principal and staff.
• Assist the Speech Therapist with student records and consent forms.
• Respond to staff queries related to students, school supplies, general school rules, student incidents, and IT concerns.
• Order and maintain sufficient washroom supplies for school use.
• Liaise with vendors and service personnel for troubleshooting and maintenance.
• Check and respond to mail and voicemail messages promptly.
• Maintain and update the school notice board; assist in planning, coordinating, and executing school events and functions.
• Schedule and reschedule requested meetings, and assist the Principal in various administrative tasks.
• Undertake other tasks as assigned by the Principal or Vice Principal.

Qualifications

• Advanced written and spoken communication skills in English, along with strong administrative abilities and excellent telephone manners.
• Computer proficiency, including MS Office (Word, Excel, Outlook, PowerPoint), experience with mail merges, and working with customer or donor databases.
• Exceptional time-management, organizational, and planning skills.
• Ability to prioritize and manage workloads efficiently.
• Strong sense of confidentiality, diplomacy, sound judgment, and discretion when interacting with various stakeholders.
• A minimum of four years of full-time work experience and/or higher education.
• High energy, self-motivation, and flexibility in approach to tasks.

Profile

The Administrative Assistant is an energetic, personable, and highly motivated professional who maintains confidentiality while providing key support to the school. This individual will work independently and collaborate with various team members and committees. As a professional in their own right, the Administrative Assistant will often be the first point of contact for parents, teachers, volunteers, and donors interacting with the organization.

Equal Opportunity Statement MAC is committed to diversity, equity, and inclusion. We provide equal employment opportunities to all, without discrimination based on race, gender, disability, or any other protected status. Accommodations are available upon request during the hiring process.