Administrative Officer - Students Affairs Deanship - Student Counseling Center - Abu Dhabi

The Opportunity:

The Administrative Officer for Student Counseling Center reports to the
Director of the Center and performs a full range of administrative and client
care responsibilities for the center. The incumbent is the first point of
contact for students who explore and seek services from the center and is a
key staff who can partly ensure client satisfaction and excellence in service
from the center.

The Responsibilities:

• Coordinates and schedules outreach events and activities,


• Handles the center's incoming and outgoing correspondence with different units/departments in the university,


• Compiles data and preparing reports using different applications including the e-records system,


• Maintains, and updates client files on the e-records system;


• Schedules and coordinates meetings and appointments;


• Handles client calls, visitors, and mail, etc.


• Maintains the professional and calm setting required of a student counseling center including the reception area, group, resource and AV rooms, library etc.


• Acts as a key link and liaison for coordinating and facilitating the center's collaboration with other units/departments.


• Ensures appropriate administrative coverage including: providing front office support, managing telephone traffic and correspondence (email, e-mail, fax, etc.)


• Schedules staff meetings and preparing meeting minutes,


• Provides administrative support in preparing reports, documents, manuals, policy documents, forms etc.;


• Ensures adequate provision of office supplies, etc.


• Maintains and operates an efficient appointment system for clients through the electronic record system covering: scheduling/rescheduling client appointments in a confidential and caring manner, tracking all correspondence about client appointments and referrals, coordinating with Counselors in arranging for walk- in sessions, tracking no shows, cancellations, etc, and where appropriate notifying counselors for rearranged appointments, maintaining and updating client files on the database; processing inbound and outbound referral requests; ensuring all documentation preceding and following a session is completed and returned by clients; ensuring that client files and records are maintained in a proper manner and updated regularly; managing storage and shredding of clients' case records or data as necessary etc.


• Provides assistance where required in training new staff, in the use of the e-system.


• Provides accurate information in response to client enquiries or other general enquiries from faculty, staff, students, parents, and the community on the services offered or functions and operations of the center.


• Ensures compliance with confidentiality while assisting the Counselors in screening, intake sessions, assessments etc.


• Maintains and updates the content on the center's website, promotional materials, bulletin boards etc.


• Facilitates the center's outreach efforts along with the Outreach Officer in different tasks including preparing and disseminating promotional materials (brochures, posters, pamphlets, and flyers), organizing events, etc.


• Handles with the management and documentation of the center's budget and expenses.


• Responds with diligence and advises the counselors of any potentially urgent or critical situations with their clients or new clients who appear distressed or clients who are escorted to the center by staff from different units.

The Requirements:

• Must possess a Bachelor's degree in Psychology/Counseling/Social Work and related fields from an accredited institution with a minimum of ‎2 year experience in similar role or an equivalent combination of education and experience.

The Benefits

The University's benefits package is highly attractive, with competitive
salaries free of tax in the U.A.E., Cash housing, a furniture allowance,
annual vacation airline tickets for the employee and immediate family,
educational subsidies for children and healthcare is provided to the employee
and sponsored family members.

To Apply

In addition to completing the online application form, attach a cover letter,
a current CV, and the names and contact details of three professional
references.
While we appreciate all applications, you will be contacted only if you are
selected for an interview.