Administrative Assistant-Islamic School

Position Summary The Administrative Assistant provides comprehensive administrative and operational support to the Principal and school community. This position serves as a central point of contact for families, staff, students, visitors, and outside organizations and plays an important role in maintaining efficient, professional, confidential, and welcoming school operations. The Administrative Assistant must demonstrate strong organization, professionalism, discretion, follow-through, and the ability to manage multiple priorities in a fast-paced school environment. Key Responsibilities Manage daily front-office operations, including greeting and assisting visitors, answering telephone calls, monitoring office communications, and providing accurate information regarding school policies, procedures, programs, schedules, and activities. Provide direct administrative support to the Principal, including correspondence, scheduling, document preparation, recordkeeping, follow-up, and special projects. Coordinate communication among the Principal’s Office, faculty, staff, students, families, Board representatives, vendors, and outside organizations as directed. Monitor incoming school communications and ensure time-sensitive matters are appropriately routed and addressed. Schedule meetings and appointments, maintain calendars, prepare agendas and materials, take meeting minutes when requested, and assist with follow-up items. Prepare, proofread, format, and distribute letters, forms, reports, newsletters, information packets, and other school communications. Maintain organized electronic and physical filing systems and ensure records are accurate, accessible, and appropriately secured. Support student enrollment, registration, withdrawals, records requests, and maintenance of student demographic and enrollment information. Maintain accurate records related to attendance, field trips, volunteers, transportation, keys and building access, facilities, work orders, school events, and other operational needs. Assist with school purchasing by processing orders, maintaining purchase documentation, tracking invoices and receipts, and supporting inventory management. Assist the Principal with budget-related documentation, recordkeeping, and monitoring as assigned. Support student attendance procedures, including communication with families and maintenance of required documentation. Provide scheduling and logistical support for school activities, faculty meetings, professional development, open houses, conferences, testing, special programs, and other school events. Support student supervision in the main office when students are referred or temporarily assigned there. Provide basic first-aid support within the scope of school procedures and coordinate appropriate communication with families or emergency personnel. Maintain student health documentation and accident/incident records as assigned. Assist with coordination of required student screenings and other health-related school processes. Maintain professional, courteous, and timely communication by telephone, email, electronic platforms, and written correspondence. Assist with summer operations, including enrollment, records preparation, ordering, school-year closeout, preparation for the upcoming school year, and other administrative responsibilities. Perform other administrative and operational duties as assigned by the Principal. Confidentiality and Professional Responsibility The Administrative Assistant regularly has access to confidential and sensitive information involving students, families, employees, school operations, finances, personnel matters, and administrative decisions. The Administrative Assistant is expected to maintain strict confidentiality regarding all student, family, employee, and organizational information. The employee must protect passwords, building access codes, keys, electronic records, personnel information, student records, and other confidential sch…

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