Office Assistant

The Assistant Manager supports the daily office and operational needs of the Islamic Center of Wheaton. This role provides front office coverage, assists community members and visitors, supports scheduling and reservations, receives deliveries, documents operational issues, coordinates with custodial staff, and ensures clear communication with the Office Manager. ICW operates from 12:00 PM to 11:00 PM , with peak activity from 3:00 PM to 11:00 PM . On regular assigned days, the Assistant Manager generally provides opening coverage from 12:00 PM to 4:00 PM , including handoff overlap with the Office Manager from 3:00 PM to 4:00 PM . On Sundays and Tuesdays , when the Office Manager is off, the Assistant Manager provides extended operational coverage from 12:00 PM to 11:00 PM and serves as the assigned responsible staff member / Manager-on-Duty for the masjid. This role incorporates administrative, scheduling, community support, record keeping, purchasing, event support, and facility coordination responsibilities reflected in ICW’s Office Administrator role. Key Responsibilities Office Coverage and Manager-on-Duty Support Provide front office and operational coverage during assigned shifts. Serve as the responsible staff member during regular opening coverage. Serve as Manager-on-Duty on Sundays and Tuesdays when the Office Manager is off. Welcome and assist community members, visitors, volunteers, and vendors. Answer and route phone calls professionally. Respond to routine office inquiries or direct them to the appropriate person. Escalate urgent, sensitive, or unresolved matters to the Office Manager or Executive Management. Scheduling, Reservations, and Administrative Support Support the main ICW calendar. Assist with room reservations, hall assignments, and Aza reservations. Support appointments, tours, presentations, and visitor coordination. Assist with exemption letters and approved official documentation. Maintain assigned digital and physical records. Support archive management, mail pickup, deliveries, office supplies, purchasing documentation, and donation intake documentation processes. Facility, Custodial, and Vendor Coordination Observe and report facility, cleanliness, safety, HVAC, lighting, parking, maintenance, or repair concerns. Coordinate immediate cleaning or setup needs with custodial staff. Receive scheduled vendors when authorized. Document vendor visits and facility issues. Escalate urgent safety, security, or maintenance concerns promptly. Support closing readiness during Sunday and Tuesday extended coverage shifts. Event and Program Support Assist with preparation for programs, meetings, classes, and events. Support room setup coordination and event readiness. Communicate AV, custodial, parking, traffic, or security needs. Support volunteers and program leads according to ICW procedures. Document unresolved event or program needs for follow-up. Handoff and End-of-Shift Reporting Complete a clear handoff to the Office Manager during regular overlap periods. On Sundays and Tuesdays , provide an end-of-shift report to the Office Manager and/or Executive Management. Document pending calls, appointments, reservations, deliveries, vendor activity, facility concerns, incidents, complaints, and unfinished tasks. Work Schedule The Assistant Manager’s schedule will be assigned based on ICW operational needs. Typical coverage includes: Regular assigned days: 12:00 PM – 4:00 PM Sundays: 12:00 PM – 11:00 PM Tuesdays: 12:00 PM – 11:00 PM The Assistant Manager is the assigned responsible staff member / Manager-on-Duty on Sundays and Tuesdays while the Office Manager is off. Because Sundays and Tuesdays are extended shifts, ICW should ensure the final schedule, breaks, payroll treatment, and total weekly hours are reviewed for consistency with ICW policy and applicable employment requirements. This should be reviewed by qualified legal or payroll counsel. Required Qualifications Experience in office administration, customer service, nonprofit operations, masjid operations, or a community‑facing role. Ability to serve as Manager-on-Duty on Sundays and Tuesdays. Strong organizational and follow‑through skills. Professional verbal and written communication skills. Ability to interact respectfully with community members, staff, volunteers, vendors, and visitors. Ability to maintain confidentiality and use sound judgment. Comfort using email, calendars, Microsoft Office, Google Workspace, spreadsheets, and basic office systems. Dependable, punctual, and able to work assigned opening, extended, evening, and weekend coverage hours. Respect for Islamic values, masjid etiquette, and community sensitivities. Preferred Qualifications Prior experience in a masjid, Islamic center, Islamic school, nonprofit, or faith‑based organization. Familiarity with Jummah, Ramadan, Eid, youth programs, fundraising events, and community programs. Experience with room reservations, event support, vendor coordination, or facility issue reporting. Bilingual ability, such as English with Arabic, Urdu, or another community language. Performance Expectations The Assistant Manager will be evaluated based on: Reliable attendance and punctuality Professional front office service Ability to serve as Manager-on-Duty on Sundays and Tuesdays Accurate scheduling and reservation support Timely communication and escalation of issues Organized handling of records, mail, deliveries, and administrative tasks Effective coordination with custodial staff, vendors, volunteers, and program leads Quality of handoff and end‑of‑shift reporting Confidentiality, professionalism, and Islamic adab Reports To: Office Manager Regular Coverage: 12:00 PM – 4:00 PM on assigned days Extended Coverage: 12:00 PM – 11:00 PM on Sundays and Tuesdays, when the Office Manager is off #J-18808-Ljbffr