Admissions Secretary

GEMS Education; Dubai; On-site; Confidential; Full time

Job summary

Dubai American Academy, part of GEMS Education, seeks an Admissions Secretary to support the admissions process and foster strong relationships with families. This full-time role requires an organized, proactive administrator who can work closely with the Registrar to welcome prospective students and guide them through the enrolment journey.

You will maintain student records and waiting lists, update the Salesforce database, and assist with re-enrolment, transfers, and visa documentation in line

Responsibilities

• Support the Registrar by meeting with prospective parents to explain admission procedures, curriculum, fee structure and regulations in order to ensure prospective parents enrol their children at the school.
• Maintain an accurate record of all places available and an up to date waiting list detailing students who wish to be enrolled and have passed placement tests; aim for 50 students per year group.
• Update, maintain and manage the Salesforce database, including non-mandatory fields, ensuring up-to-date information.
• Support the Registrar to complete annual enrolment processes within the agreed timetable.
• Coordinate with Government Relations Executive to ensure Transfer Certificates, visa and passport information is up to date and processed efficiently.
• Follow-up all outstanding offers and respond to enquiries by phone and mail, conducting assessments within agreed timeframes and providing high-quality customer service.
• Maintain and create files for all applicants, new students, current students, exiting students and alumni; complete all exit documentation for withdrawls.
• Be versed in MOE, KHDA, SEZ and ADEC rules to ensure compliance during admission.
• Ensure GEMS policies and audits are addressed in a timely manner.
• Perform other duties as requested by managers/supervisors.

Tools

Salesforce

Job description

Dubai American Academy is GEMS Education's flagship American curriculum school, offering an exceptional education from Pre-K to Grade 12 alongside the International Baccalaureate Diploma Programme.

Rated Outstanding by the KHDA for 13 consecutive years, DAA is recognised for its academic excellence, vibrant international community and state-of-the-art facilities.

We are seeking a motivated, enthusiastic, and organised Admissions Secretary to join our exceptional team. The successful candidate will play a key role in supporting the admissions process and fostering positive relationships with families. This is an exciting opportunity for a dedicated professional to make a meaningful contribution to our school community in a full-time role.

Responsibilites

• Supportthe school Registrar by meeting with prospective parents to explain admission procedures, curriculum, fee structure and regulations in order to ensure prospective parents enrol their children at the school.
• As directed by the Registrar, maintain an accurate record of all places available at the school and an up to date waiting list that details students who wish to be enrolled and have passed any necessary placement tests. Registrar’s should aim to have 50 students per year group, fully assessed waiting to be placed.
• Update, maintain and manage the student information Salesforce database, including all non-mandatory fields, ensuring that up to date information is available on a daily basis.
• Support the Registrar to ensure annual enrolment processes such as; the re-enrolment process, Parent School Contract and registration of students, is completed within the agreed timetable.
• Work closely with the Government Relations Executive (GRE) to ensure all Transfer Certificates received for new students meet the requirement of the governing body, students are registered in a timely fashion, outgoing TCs are processed efficiently and visa and passport information is up to date continuously throughout the academic year.
• Follow-up all outstanding offers, respond to enquiries by phone and mail, book and carry out assessments of students within agreed timeframes providing the high quality customer service throughout the process.
• Maintain and create files for all new applicant, new students, current student, exiting students and alumni and complete all exit documentation for students withdrawing from the school.
• Be fully versed in all the rules and regulations of the Ministry of Education and other relevant governing bodies (SEZ, KHDA, ADEC) to ensure compliance during the admission process.
• Ensure the GEMS policies, procedures and codes of conduct are followed at all times and ensure all audit items are addressed in a timely manner.
• Perform other duties as requested by direct and dotted reporting line managers/supervisors.

Key Personality Traits

• Interact with DAA community members.
• Interact with people in a manner which shows sensitivity, tact and professionalism.
• Ability to form relationships with parents, DAA faculty and wider community AccountabilitieeyKey Personallity Traits