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:

• 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.