Admin Coordinator

Maingate Islamic Academy is a private elementary school, which ranges from Junior Kindergarten to Grade 8 and is fully registered with the Ministry of Education. One of the key strengths of our institution is the importance we place on cultivating a positive learning environment. We believe a positive atmosphere can tremendously influence a student's ability and willingness to acquire, demonstrate, and participate in learning. Maingate Islamic Academy is an educational establishment which follows the Ontario curriculum and also incorporates Islamic Development Curriculum. The teachers are qualified with a minimum of a Bachelor of Education degree. They are a staff dedicated to child development and learning. French and Arabic are taught as second languages and the Academy has students enrolled from Junior Kindergarten to Grade 8.

Our staff is qualified, dedicated and hardworking. We are seeking dynamic, highly motivated individual who can fulfill the role of Admin Coordinator.

Duties and Responsibilities:

• Attending phone calls and passing messages
• Tours of the school, modify/record information from registration package given to parents into school database
• E-mail parents who have outstanding invoices they need to pay
• Keep record of petty cash log; billing tasks
• Act as a bookkeeper and fulfil the duties of such; act as a full-time accountant at the school-wide level
• Create excel sheets on different programs that are in place (assist with creating excel sheets that outline costs/profits) – (in collaboration with other administrators)
• Manage databases, process bills and expenses to pass onto the accountant,
• Prepare and collate reports on a weekly and monthly basis and arrange appointments with admin accordingly
• Liase with relevant organizations and clients with regards to school supplies & companies
• Produce agendas and meeting minutes, take meeting-minutes from Parent Council meetings and staff meetings
• Provide clerical and administrative support to the principal
• Perform data entry and create spreadsheets and entries daily
• Prepare and circulate curriculum documents and files (in collaboration with the Principal)
• Provide receptionist duties when needed (including mail and parcels, mailing documents out)
• Analyse statistical data that relates to school budgeting – assemble, prepare, and examine in collaboration with the Principal
• Manage and help with updating school calendar and contacts parents in the event of student illness or behavioural issues daily
• Assist in revising and designing informational and promotional materials to parents/guardians
• Assist Principal in advertising, organizing and planning for major events
• Create field trip schedule for parents, students, & bus driver
• Updated payment log and registration package to be submitted monthly
• Coordinate with speech language pathologist, collect appropriate documentation for students
• Expenses & profit excel sheets for all school programs this is to be done daily/weekly (in collaboration with the program coordinator)
• Facebook updates with regards to photos/content/media
• Prepare (in collaboration with all homeroom teacher) supply teaching folder that must include: supervision vest, keys, 3-day emergency lesson plans, prep schedules and lunch breaks, allocated classrooms, supervision duties, etc.
• Manage and report to principal with regards to school bus behaviour log
• Ensure all puffers and medical and media information is up-to-date for each student (including immunization records, health card expiry, ensuring puffers and epi-pens and medication is in place with clear instructions on how to distribute and ensuring nothing expired); follow up with parents daily with regards to this.
• Schedule interviews as requested for the Principal/Vice-Principal (this includes interviews with parents as well)
• Order all free curriculum documents that Principal advises on the Publication Service Ontario website – for all grades, including parent & teacher guides, student guides, and subject-specific resources (in collaboration with & approval from the Principal)
• Ensure proper accommodations during Ramadan for all students (both inside and outside of the classrooms and during lunch recess)
• Submit required admin coordination excel sheets and documents to the principal on the 1st, 15th, and last day of every month
• Transfer of OSRs and requesting OSRs with new students; ensuring all student files are complete with required documentation as per ministry education guidelines
• Purchasing (in collaboration with the program coordinator) and budgeting of vending machine items, tuck shop, ordering school supplies within a timely manner
• Duties may also include supply teaching, accompanying teachers on field trips, and supervision coverage as needed/required
• Implementation of indoor-outdoor shoe policy, walkie talkies, school safety with regards to parking lot and bus stops, "kiss & ride"

Requirements:

• Bachelor's degree
• Administrative Certification (Preferable)
• Minimum 1 year experience as a school Admin Coordinator in Ontario
• Excellent verbal and written communication skills in English is a must
• Strong Islamic knowledge is a must
• Highly reliable and capable of meeting deadlines under stress
• Accuracy is a must
• CPR preferred

We thank all applicants in advance. However, we will contact those who meet the requirements.

Job Types: Full-time, Fixed term contract

Work Location: In person