Admissions Secretary

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

Job summary

GEMS Education’s Dubai American Academy seeks an Admissions Secretary to support the admissions process and foster positive relationships with families. The role focuses on accurate record-keeping, student placement management, and coordinating with government bodies to ensure timely registrations.

The ideal candidate has at least two years in customer service, strong communication, and proficiency in MS Office.

Qualifications

• College degree at a reputed university is desirable (BA or BSc).
• Minimum two years in a customer service focused role.
• Proven track record meeting sales targets and influencing team.
• Strong relationship management with families and peers.
• Effective written and spoken communication.
• Excellent interpersonal and multi-tasking abilities.
• Analytical thinking and proficient MS Office usage.

Responsibilities

• Support the Registrar by explaining admission procedures, curriculum, fees, and regulations to prospective parents.
• Maintain accurate records of places available and waiting lists; target 50 students per year group.
• Update and manage the Salesforce database with current information.
• Assist with annual enrolment processes and timely registrations.
• Coordinate with Government Relations to ensure transfer certificates, visas, and data accuracy.
• Follow up offers, respond to inquiries, and conduct assessments within timeframes.
• Maintain files for applicants, students, alumni and exit documentation.
• Ensure compliance with MOE, KHDA, ADEC rules and GEMS policies; support audits.
• Perform other duties as requested by managers.

Skills

Customer service

Relationship management

Communication

Time management

MS Office

Interpersonal skills

Education

Bachelor's degree

Tools

Salesforce

Job description

Job Description:

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

• Support the 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 requirements 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 communityAccountabilitieeyKey Personallity Traits

Skills Description

Qualifications, Experience and Skills

• A college Degree from a reputed university is desirable (BA or BSc)
• A minimum two years in a customer service focused role.
• Proven success with meeting sales targets is mandatory; ability to influence the team to deliver quality results and meet sales targets consistently is critical.
• Relationship management experience – able to build and influence professional relationships with peer group as well as parental community.
• Effective communicator (written and spoken)
• Interpersonal skills, able to operate in a diverse environment Job-Specific Knowledge & Skills:
• Solid time management skills - ability to multi-task and cope with peaks of demand
• Advanced user of Microsoft Office and able to utilise technology well to present facts to the management.
• Able to manage a diverse team’s performance and relationships.
• Analytical Thinking

GEMS Safeguarding

GEMS Education is committed to safeguarding and promoting the welfare of children and young people. We are dedicated to creating safe, supportive, and inclusive learning environments where students can thrive, and we expect all employees, volunteers, and partners to share this commitment.

As part of our safer recruitment practices, all successful applicants will be subject to comprehensive pre-employment checks, including verification of identity, qualifications, employment history, professional references, and criminal record checks from all countries of residence and employment, in line with local and international safeguarding requirements. These checks may include enhanced disclosure, prohibition, barring, and overseas police clearance checks where applicable. We are committed to recruiting individuals who uphold the highest standards of professional conduct and child protection.

Requirements: