Administrative Assistant (UAE Nationals Only)

Role Overview

Administrative Assistant (UAE Nationals Only) at Ajman University. The role provides efficient administrative and operational support to the Counseling Unit.

Role Purpose

Deliver efficient administrative and operational support to the Counseling Unit, ensuring smooth coordination of psychological counseling services, student appointments, records, communications, and daily office operations while maintaining high levels of confidentiality, professionalism, and sensitivity when dealing with students.

Key Responsibilities

Appointment & Calendar Management

• Coordinate and schedule psychological counseling appointments and maintain the Counseling Unit's calendar.

Student Communication & Support

• Receive and respond to student inquiries in a professional, welcoming, and sensitive manner.
• Handle sensitive student interactions with professionalism, empathy, discretion, and respect.

Administrative Support

• Provide administrative support to counselors in managing appointments, documentation, referrals, and follow-up activities.
• Prepare correspondence, reports, forms, attendance records, and other administrative documents.
• Assist with data collection, statistics, and routine reports related to Counseling Unit activities.

Records Management

• Maintain accurate and confidential administrative records and ensure that student information is handled in accordance with university policies and confidentiality requirements.
• Maintain organized electronic and physical filing systems.

Operations & Coordination

• Support the organization and coordination of counseling-related activities, workshops, awareness campaigns, and student programs.
• Coordinate internal communications with relevant university departments when required.
• Support the smooth day-to-day operation of the Counseling Unit and assist with other administrative tasks as assigned.

Qualifications & Experience

• Bachelor's degree in Psychology, 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.

Skills & 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.