Administrative Assistant (UAE Nationals Only)

Ajman University; Asia; On-site; PEN 110,000 - 179,000; Full time

Job summary

Ajman University is seeking an Administrative Assistant to support the Counseling Unit’s operations and daily activities. You will manage student appointments, maintain confidential records, and coordinate communications with university departments to ensure smooth service delivery.

The role requires strong organizational skills, excellent communication, and the ability to work independently or with counselors, while maintaining sensitivity to diverse student needs.

Qualifications

• Bachelor’s degree in Psychology or Business Administration or related field.
• Minimum of 3 years of relevant administrative experience.
• Fluency in both Arabic and English, strong written and verbal communication.

Responsibilities

• Coordinate and schedule counseling appointments and maintain the counseling unit calendar.
• Respond to student inquiries professionally and sensitively.
• Provide administrative support to counselors for appointments, documentation, referrals, and follow-up.
• Maintain confidential records and ensure student information complies with policies.
• Prepare correspondence, reports, forms, attendance records and other documents.
• Support organization of counseling activities, workshops and student programs.
• Maintain organized electronic and physical filing systems.
• Coordinate internal communications with university departments as required.
• Assist with data collection, statistics and routine reports for the unit.
• Support day-to-day operations and other tasks as assigned.
• Handle sensitive student interactions with discretion and empathy.

Skills

Organizational skills

Communication

Confidentiality

Interpersonal skills

Attention to detail

multitasking

MS Office (Word, Excel, Outlook, Power

Education

Bachelor’s degree in Psychology or Business Administration or related field

Tools

Microsoft Office

Job description

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.