Summary
Ajman University is seeking an Administrative Assistant to support its Counseling Unit. The role includes coordinating student appointments, responding to inquiries, assisting counselors with documentation and follow-up, maintaining confidential records, and preparing correspondence and reports. Candidates need a bachelor’s degree in Psychology, Business Administration, or a related field, at least 3 years of relevant administrative experience, and fluency in Arabic and English. The position is open to UAE nationals only and is located in Ajman.
The posting
As published on ajman.ac.ae. Pulled from the employer's site and shown as they wrote it.
Job Purpose
To provide efficient administrative and operational support to the Counseling Unit, ensuring the smooth coordination of psychological counseling services, student appointments, records, communications, and daily office operations while maintaining a high level of confidentiality, professionalism, and sensitivity when dealing with students.
Key Responsibilities
- Coordinate and schedule psychological counseling appointments and maintain the Counseling Unit’s calendar.
- Receive and respond to student inquiries in a professional, welcoming, and sensitive manner.
- Provide administrative support to counselors in managing appointments, documentation, referrals, and follow-up activities.
- Maintain accurate and confidential administrative records and ensure that student information is handled in accordance with university policies and confidentiality requirements.
- Prepare correspondence, reports, forms, attendance records, and other administrative documents.
- Support the organization and coordination of counseling-related activities, workshops, awareness campaigns, and student programs.
- Maintain organized electronic and physical filing systems.
- Coordinate internal communications with relevant university departments when required.
- Assist with data collection, statistics, and routine reports related to Counseling Unit activities.
- Support the smooth day-to-day operation of the Counseling Unit and assist with other administrative tasks as assigned.
- Handle sensitive student interactions with professionalism, empathy, discretion, and respect.
Required Qualifications and Experience
- Bachelor’s degree in Psychology or Business Administration or any related field
- Minimum of 3 years of relevant administrative experience.
- Fluency in both Arabic and English, with strong written and verbal communication skills.
- Previous experience working in a student-facing or service-oriented environment is highly desirable.
- Experience handling confidential or sensitive information is preferred.
Required Skills and Competencies
- Strong organizational and time-management skills.
- Excellent communication and interpersonal skills.
- High level of confidentiality, discretion, and professional ethics.
- Ability to communicate respectfully and sensitively with students from diverse backgrounds.
- Strong attention to detail and accuracy in administrative work.
- Ability to manage multiple tasks, appointments, and priorities effectively.
- Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
- Ability to maintain accurate records and prepare basic reports and correspondence.
- Professional, approachable, patient, and service-oriented attitude.
- Ability to work independently as well as collaboratively with counselors and other university departments.
- Ability to remain calm and professional when dealing with sensitive or emotionally challenging situations.
- Willingness to learn and follow university procedures related to student support and confidentiality.