Administrative Assistant

Ajman University; Ajman; On-site; AED 78,000 - 123,000; Full time

Job summary

Ajman University in the United Arab Emirates seeks an Administrative Assistant to support the Counseling Unit. The role involves coordinating appointments, handling student inquiries with sensitivity, and maintaining confidential records in line with university policies.

Ideal candidates have a minimum of 3 years in admin roles, bilingual in Arabic and English, and strong MS Office skills. This is a full-time, on-site position supporting counselors and university departments.

Qualifications

• 3+ years of relevant administrative experience
• Experience in student-facing or service-oriented environments preferred
• Experience handling confidential information preferred

Responsibilities

• Coordinate counseling appointments and maintain unit calendar.
• Respond to student inquiries professionally and sensitively.
• Support counselors with appointments, documentation, referrals, and follow-ups.
• Maintain confidential records per university policies.
• Prepare correspondence, reports, and attendance records.
• Assist with counseling-related events and programs.
• Maintain organized filing systems (electronic and physical).
• Coordinate internal communications with university departments.
• Assist with data collection and routine reports for the unit.

Skills

Strong organizational skills

Excellent communication

Confidentiality and discretion

Microsoft Office (Word, Excel, Outlook

Detail-oriented

Multitasking ability

Teamwork and collaboration

Customer service mindset

Arabic and English bilingual

Education

Bachelor's degree in Psychology or Business Administration

Tools

Microsoft Office Suite

Job description

Work Mode: On-site

Date Posted: 14 October 2026

Job Reference/ID: 552

Job Description / Role:

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.

Experience Required:

• Minimum of 3 years of relevant administrative experience.
• Previous experience working in a student-facing or service-oriented environment is highly desirable.
• Experience handling confidential or sensitive information is preferred.

Education Qualifications: Bachelor’s degree in Psychology or Business Administration or any related field

Skills Required:

• 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.

Languages:

• Fluency in both Arabic and English.

Employment / Job Type: Full Time

Nationality: UAE National (Emiratisation)

About the Company:

A private university in the UAE offering undergraduate and postgraduate programmes across engineering, business, health sciences, law, media, architecture and humanities. It combines teaching with research and community engagement, employing academic and administrative staff.

Company Industry: Education

Department / Functional Area: Counseling Unit

Closing Date: 30 December 2026