Office Staff

The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. He/She is responsible for providing office management services for all the functions of school. This includes maintaining office-type services and efficiency and maintaining office-type records.

• Manage and supervise daily operation of accounts payable, accounts receivable, cash receipts and payroll.
• Guide and support staff in providing customer service. Provide training, assign and monitor the work of staff, student helpers, and volunteers;
• Coordinate work of clerical personnel assigned to office; assigns and reviews work; monitors and adjusts work load to maintain even distribution.
• Establish and maintain student confidential files; manage updates to student records
• Responsible for staff attendance updates for Al-Huda for payroll purposes. Update the iSolved accordingly.
• Manage daily workload, coordinate and review staff work
• Participate in the development of policies and procedures of admissions and re-enrollment.
• Plan, direct and coordinate work plan; assign projects, programs and activities; review and evaluate work products, methods and procedures; identify and resolve problems
• Maintain student attendance records; alert principal to student attendance problems; may contact parents to verify absence of students.
• Monitors building keys; maintains safety. Troubleshoot problems with office equipment and calls for service as necessary.
• Act as secretary to the principal and vice principals; maintain appointment calendar; schedule meetings.
• Compiles data for enrollment and other reports and lists; formats and types correspondence, forms, memoranda and reports
• May record and transcribe meeting minutes.
• Process the Financial Aid Applications for various departments.
• Support the marketing activities related to enrollment and re-enrollment of students.
• Manage school-wide events, including but not limited to open houses, fundraising events, field trips, etc.
• Maintain and update student and staff emergency information, i.e. emergency cards, computer data and disaster preparedness;
• Issue and retrieve keys and class packets to/from substitute teachers, and orient substitutes regarding their assignments;
• Supervise daily substitute schedule distribution and follow up with staff as requested by the school administration

• Administers first aid and medication to students for the purpose of meeting their immediate health care needs.
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Complete any other task deemed appropriate by the school administration and/or the Shura of Dar-us-Salaam, or its representative.

• Technical
• Strong customer service and public relations skills.
• Critical thinking and problem solving skills.
• Time management, organizational and prioritization skills.
• Supervisory and office management skills preferred.
• Knowledge of school policies and procedures preferred.
• Accounting and bookkeeping skills.
• Ability to maintain confidentiality in all aspects of the job.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to manage multiple priorities.
• Ability to diffuse and manage volatile and stressful situations.
• Ability to communicate, interact and work effectively and cooperatively with all people,including those from diverse ethnic and educational backgrounds.
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator.
• Materials and Equipment operating knowledge
• Operating knowledge of and experience with personal computers and peripherals
• Operating knowledge of and experience with Microsoft Office Suite, including Word, Excel, PowerPoint and Access.
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, E- mail, 10-key, etc
• Operating knowledge of financial, human resource, purchasing and e-mail software, intranet and Internet
• Operating knowledge of School’s student information system

Experience: 3 years preferred

Education: B.Sc . or B.A in management preferred

Certification: Preferred, none required

Criminal Justice Fingerprint/Background: Clearance Required