Office Administrator

5 months ago

Edmonton, Canada Downtown Islamic Association Full time

**Job term**: Full-Time term position for 12 months, with a possibility of becoming permanent.

**Travel Required**: Must be able to get to/from work

**Location**: Mainly 4410 127 St. SW and secondary at other locations (9216 105 Ave NW, Edmonton, AB T5H 0J5) (1 Position)
- Performs all functions necessary to assist Executive Director, Board and all DIA committees, liaison between outsourced companies, and outsourced resources.
- Maintain a line of communication with community members, program coordinators, committee heads media, donors, grant providers, government departments and local politicians.
- Maintain mosques/school calendars, social media postings and website updates, corrections, omissions, special considerations, etc.
- Maintain facility usage schedules and financial records/payments if needed.
- Maintain purchasing system for mosque/school supplies and ensure all necessary supplies are available. Communicate with Team lead and regarding facility purchases and expenses.
- Point of contact for the community at large, including non-Muslim and Muslim community that make an effort to contact the Masjid.
- E-mail communications in regard to Al Faruq Masjid/School, Sahaba Masjid and DA Connections which include but are not limited to; board inquiries for information, financial information requests, personnel file requests for employees, outsourced resource/service providers inquiries, invoices submissions/information requests, DIA service information, DIA booking and facility information, community requests (marriage, divorce, death, physical activity, business recommendations, out of town city information recommendations and Islamic community information), community reminders, community events etc.
- Assist in organizing events: such as funerals, marriage officiation, community dinners, Ramadan, Eid, etc.
- Maintain and make announcements as directed by DIA Executive director. This will include LCD screen, physical announcements, billboard announcements, and the Jumma projector announcements.
- Aid with mosque financial activities, such as collecting donations, following up on pledges, receivables and bank deposits and some basic bookkeeping.
- Implement DIA record retention policies and maintain the archiving and filing systems.
- All other general office duties - filing, faxing, mail etc.
- Coordinate Jumma prayer logistics and ensure proper flow and set up.
- Welcome mosque visitors and regular attendants courteously and professionally.
- Carry duties in accordance with DIA policy of code of conduct and conflict of interest.
- Other related duties as assigned by the DIA Board

**Role and Responsibilities**
- Must be able to work from Mon-Fri. There will be some weekend and evening work.
- Ensure that all DIA program activities operate within DIA policies and procedures.
- Ensure that DIA program activities comply with all relevant legislation and standards.
- Develop forms, records and databases to document program activities, payment, and expenses.
- Oversee the collection and maintenance of records on the participants of the program for statistical purposes according to the DIA confidentiality/privacy policy.
- Organize, engage, and recruit volunteers for DIA special events (Eid Festival, Eid prayer, Open Houses, Outreach Events, Mosque Tours, etc.).
- Ensure DIA space and child-adult ratio policies are being upheld.
- Manage and document program fee/expenses and program space key requests.
- Ensure that the programs operate within the approved budget.
- Ensure that all financial records for the program are up to date.
- Identify and evaluate the risks associated with program activities and take appropriate action to control the risks.
- Monitor the program activities on a regular basis and conduct a bi-annual evaluation according to DIA policies. Report to DIA Executive director.
- Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve DIA’s goals.
- Identify new programs needs and initiate dialogue with EC and volunteers to provide the service to the community.

**Qualifications and Education Requirements**
- High school and diploma in office administration or equivalent experience.
- Relevant University education is preferred.
- Excellent communication and interpersonal skills.
- Must be fluent in English (written and oral communication).
- Additional language skills and knowledge of Edmonton communities is an asset.
- Must be patient, enjoy working with the community and have a high energy level.
- Must be legally entitled to work in Canada.

**Preferred Skills**
- Proficient in MS Office
- Fluent in English

**Job Types**: Full-time, Fixed term contract

**Salary**: $20.26-$30.70 per hour

Expected hours: 40 per week

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus pay
- Overtime pay

Ability to commute/relocate:

- Edmonton, AB

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