Administration Assistant

About the Role

The Administration Coordinator provides practical administrative and operational support to the Chairman, Executive Committee and UMMA Centre leadership team. The role helps keep internal systems organised, actions followed up, records maintained and programmes supported.

Key Responsibilities

Executive and Meeting Support
• Provide administrative support to the Chairman and Executive Committee.
• Prepare agendas, record minutes and distribute action items.
• Follow up on decisions, actions and project responsibilities.

Administration and Records
• Manage general administrative tasks and day-to-day operational requirements.
• Maintain organised digital records, databases, files and documentation.
• Keep key templates, forms and internal documents up to date.
• Support compliance-related administration and record keeping.

Grants, Reporting and Governance Support
• Assist with grant applications, supporting evidence and acquittal records.
• Track information required for internal reporting and committee updates.
• Support basic governance administration as requested by leadership.

Event, Volunteer and Education Administration
• Coordinate administrative requirements for events, programmes and registrations.
• Maintain volunteer databases, rosters and onboarding records.
• Support student registrations, enrolments and attendance systems.
• Coordinate administrative communication with parents, students, teachers and volunteers.

Skills and Attributes

• Local to UMMA Centre
• Strong organisation, follow-up and attention to detail.
• Clear written communication and professional discretion.
• Comfortable using Google Workspace, spreadsheets, forms and shared drives.
• Reliable, responsive and able to manage tasks independently.

Working Arrangements

• 8 hours per week.
• Primarily remote/online, with occasional onsite attendance for meetings, events and key activities.
• Some evening and weekend work may be required.
• Preference will be given to applicants based in Melbourne who can attend onsite when required.

Remuneration

Remuneration will be discussed with shortlisted applicants and will be commensurate with experience, skills and availability.