Office Manager

Al-Huda School; College Park (MD); On-site; USD 52,000 - 70,000; Full time

Job summary

Al-Huda School in College Park, MD is seeking an Office Manager to organize and coordinate office operations across finance, admissions and student services. You will report to the Principal and work with the finance office to ensure efficiency and accuracy in daily tasks.

Responsibilities include processing payroll and invoices, maintaining student records, managing attendance and enrollment, supervising clerical staff, and supporting school policies and safety protocols.

Qualifications

• Strong customer service and public relations skills.
• Critical thinking and problem solving skills.
• Time management, organizational and prioritization skills.
• Supervisory and office management skills preferred.
• Accounting and bookkeeping skills is beneficial.
• Ability to maintain confidentiality in all aspects of the job.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to communicate and work effectively with diverse backgrounds.
• Knowledge of school policies and procedures preferred.
• Experience with payroll and attendance tracking is a plus.

Responsibilities

• Manage and supervise daily operation of accounts payable, accounts receivable, cash receipts and payroll.
• Guide and support staff in providing customer service; provide training and supervise staff and volunteers.
• Coordinate clerical work; assign and review tasks and balance workload.
• Maintain student confidential files and updates to records.
• Monitor staff attendance and payroll related to school programs.
• Maintain enrollment/re-enrollment processes for multiple departments.
• Plan and coordinate work plans; assign projects and evaluate procedures.
• Maintain student attendance records and liaise with parents as needed.
• Ensure office safety; troubleshoot equipment and arrange service when needed.
• Provide support to Finance Director for departmental administrative tasks.
• Prepare year-end records, reports and communications for administration.

Skills

Customer service

Public relations

Time management

Organizational skills

Prioritization

Staff supervision

Communication

Safety awareness

Problem solving

Multitasking

Education

B.Sc. or B.A. in management

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Access)

Office equipment operation

Student information system

Job description

Al-Huda School is a private non-profit Islamic educational institution located in College Park, Md. We strive to provide quality Islamic education for preschool through 12th grade. Our mission is to develop well-rounded students inspired by Islamic principles, excellent academics, and extracurricular activities, while seeking to prepare our students to live a God centered life rooted in the teachings of the Quran and authentic sunnah of Prophet Muhammad (peace be upon him).

Purpose

The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. The Office Manager reports to the Principal and works with the finance office of Dar-us-Salaam. He/She is responsible for providing office management services for all the functions of school. This includes maintaining office-type services and efficiency and maintaining office-type records.

Duties

• Manage and supervise daily operation of accounts payable, accounts receivable, cash receipts and payroll.
• Guide and support staff in providing customer service. Provide training, assign and monitor the work of staff, student helpers, and volunteers;
• Coordinate work of clerical personnel assigned to office; assigns and reviews work; monitors and adjusts work load to maintain even distribution.
• Establish and maintain student confidential files; manage updates to student records
• Responsible for staff attendance updates for Al-Huda, Hifzh School, Study Hall, Summer Camp and substitutes for payroll purposes. Update the iSolved accordingly.
• Manage daily workload, coordinate and review staff work
• Participate in the development of policies and procedures of admissions and re-enrollment. Supervise the enrollment and re-enrollment processes of Al-Huda School, Hifzh School, Homeschool, and Aqabah Karate.
• Plan, direct and coordinate work plan; assign projects, programs and activities; review and evaluate work products, methods and procedures; identify and resolve problems
• Maintain student attendance records; alert principal to student attendance problems; may contact parents to verify absence of students.
• Monitors building keys; maintains safety. Troubleshoot problems with office equipment and calls for service as necessary.

Provide support and assistance to the Finance Director in the departmental administrative functions

• Responsible for Tuition collections
• Responsible for updating tuition agreements with various departments
• Follow up on any payroll corrections for AHS, Hifzh School, Study hall, Substitutes, Summer camp Responsible for health insurance processing and enrollment for new & existing staff.
• Act as secretary to the principal and vice principals; maintain appointment calendar; schedule meetings.
• Compiles data for enrollment and other reports and lists; formats and types correspondence, forms, memoranda and reports
• May record and transcribe meeting minutes.
• Update & send the Yearly Re-Registration for various departments, including but not limited to Al-Huda School, Hifzh School, Homeschooling, and Aqabah Karate.
• Process the Financial Aid Applications for various departments.
• Support the marketing activities related to enrollment and re-enrollment of students.
• Manage school-wide events, including but not limited to open houses, fundraising events, field trips, etc.
• Maintain and update student and staff emergency information, i.e. emergency cards, computer data and disaster preparedness;
• Issue and retrieve keys and class packets to/from substitute teachers, and orient substitutes regarding their assignments;
• Supervise daily substitute schedule distribution and follow up with staff as requested by the school administration

Other Job Functions

• Administers first aid and medication to students for the purpose of meeting their immediate health care needs.
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Complete any other task deemed appropriate by the school administration and/or the Shura of Dar-us-Salaam, or its representative.

Qualifications

Technical

• Strong customer service and public relations skills.
• Critical thinking and problem solving skills.
• Time management, organizational and prioritization skills.
• Supervisory and office management skills preferred.
• Knowledge of school policies and procedures preferred.
• Accounting and bookkeeping skills.
• Ability to maintain confidentiality in all aspects of the job.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to manage multiple priorities.
• Ability to diffuse and manage volatile and stressful situations.
• Ability to communicate, interact and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds.
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator.

Materials and Equipment operating knowledge

• Operating knowledge of and experience with personal computers and peripherals
• Operating knowledge of and experience with Microsoft Office Suite, including Word, Excel, PowerPoint and Access.
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, E- mail, 10-key, etc
• Operating knowledge of financial, human resource, purchasing and e-mail software, intranet and Internet
• Operating knowledge of School's student information system

Experience: 3 years preferred

Education: B.Sc . or B.A in management preferred

Certification: Preferred, none required

Criminal Justice Fingerprint/Background: Clearance Required