Principal's Assistant

6 months ago

Richmond, Canada Az-Zahraa Islamic Academy Full time

Assistant to the Principal

**Job Title**: Assistant to the Principal

**Job Summary**:
The purpose of this position is to manage the operations of AZIA’s Front Office. Responsibilities include serving as an assistant to the Principal, being a warm and welcoming face of the school to greet parents and students, and performing various support services for students, parents, staff, partners and the public. The position requires strong emotional intelligence and a high degree of discretion to help maintain confidentiality at all times and to promote positive public relations for the school.

**Job Details**:
Organization

To supervise the day-to-day work of the administrative function of the school office.

To ensure all visitors receive a warm welcome while maintaining proper safeguarding procedures.

To contribute towards the planning, development and organization of the support service systems, procedures and policies.

To supervise, train and develop administrative staff (receptionist, support staff) as appropriate.

To orchestrate and effectively communicate to all stakeholders regarding scheduled school events or visits from community partners (parent/teacher conferences, immunizations, photo days, counselling, etc.).

Administration

To oversee the coordination of re-enrollment and admission arrangements, maintain waiting lists and orchestrate intake interviews and assessments according to the school’s admission policy.

To maintain student records and help ensure the completion and submission of family forms.

To oversee the maintenance of records of absence/lateness and highlight any concerns to key stakeholders, including teachers, coordinators, and the principal as needed.

To reconcile income received, maintain records and ensure cash is stored securely.

To prepare new faculty & staff onboarding information and support.

To manage financial administration procedures in line with current Ministry Regulations and maintain appropriate records to satisfy internal audits.

Resources

To be responsible for ordering resources, and ensuring the best value.

To operate relevant equipment, photocopiers, phones, computers, etc

To assist with newsletters, marketing and other school promotions when required.

To assist with the organization of premises repairs under the direction of the Principal.

**Responsibilities**:
To contribute to the overall ethos/work/aims of the school.

To be committed to the safeguarding and promotion of the welfare of children and young people.

To comply with policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, and equal opportunities, reporting all concerns to the Principal.

To develop constructive relationships with all external agencies and professionals.

To participate in training and other learning activities and performance development as required.

To recognize own strengths and areas of expertise and use these to advise and support others.

To attend and participate in regular staff meetings to provide updates, discuss developments of the administration function and share any issues or concerns.

**Minimum Qualifications**:
High school graduation or equivalent and 5+ years of office experience with increasing responsibility, including records maintenance, bookkeeping and experience in working with children and the public. Previous office manager/secretary experience preferred.

**Required Knowledge, Skills and Abilities**:
Fluency in English is required, with strong oral and written communication skills.

Strong administrative procedures (organizational / task management/priority assessment).

Tact, diplomacy, and professionalism.

Self-directed problem solver, critical thinking, attention to detail.

Proficiency in Microsoft Office (Word, Excel, PowerPoint).

General bookkeeping, filing, accounting and computational skills an asset.

Ability to establish and maintain positive, effective working relationships with students, parents, staff, and the general public while managing through competing priorities.

Ability to interact with school-aged children in a warm, confident manner.

Ability to screen and treat minor student illnesses or injuries.

Working Conditions Office job; working under limited supervision using standardized practices and/or methods; leading, guiding and/or coordinating others; requires visual and mental concentration on high volume of detail; requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to be active and experience frequent interruptions and inflexible deadlines.

**Licenses/Special Requirements**: Criminal justice fingerprint clearance. Valid health/first aid card preferred.

**Reporting Relationship**: Reports to the Principal.

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