High School Counselor Secretary

Job Description
Job Title: High School Counseling Secretary
Direct Reporting Line: High School Counselors and High School Principal
Dotted Reporting Line: Superintendent/CEO
Work Unit: GEMS Dubai American Academy
City & Country: Dubai, UAE
Job Purpose
Facilitates and coordinates all secretarial and administrative functions to ensure the smooth running of the office of High School Counseling Team. Acts as an ambassador to the school and performs in an efficient, professional, and confidential manner all job duties.
Job Scope
Responsible for managing all secretarial functions of the office of High School Counseling Team.
Interfaces With: DAA Faculty, staff, students, parents, colleagues, members of the School Support Centre and the general School Community.
Key Accountabilities
Professional Accountabilities

1. Models and encourages a culture of kindness in support of the GEMS/DAA core values and upholds the mission and ethos of the school.
2. Acts as an ambassador for the school and performs all job duties in an efficient, professional, and confidential manner.
3. Takes initiative to improve systems and processes to aid in efficiency and effectiveness. Takes proactive measures according to the counseling department activities and timeline.
4. Maintain high quality communication from and within the school office. Liaise with tact and diplomacy with school staff, students, parents and visitors.
5. Ensure the GEMS/DAA policies, procedures, and codes of conduct are followed at all times.
6. Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.
7. Assist with parent issues, trying best to resolve them in a timely and professional manner.

General Secretarial Accountabilities

1. Responsible for managing all secretarial functions of the office of High School Counseling Team.
2. Generate and process daily office e-mails and telephone calls.
3. Perform a wide variety of general secretarial duties including the maintenance of accurate and detailed records, databases, and filing systems.
4. Maintain Counselors appointment calendar as well as all their professional communication and public relations needs.
5. Attend staff meetings, record meeting minutes and serve on committees as required.
6. Coordinate college visits.
7. Respond to telephone calls and enquiries courteously and direct calls to appropriate school personnel.
8. Work in tandem with all other secretaries creating a positive team ethos.
9. Provide information regarding school programs, events, functions, activities, examinations and timings.
10. Maintain office supply records. Order, store and issue supplies and materials pertinent to the function to which assigned.

Skills

1. Excellent written/spoken English language skills
2. Good verbal communication skills/telephone etiquette
3. Effective interpersonal skills to aid in daily contact with a diverse multi-cultural population.
4. Ability to multi-task and withstand interruptions to best serve student needs

Education
Demonstrate excellent competence in computer technical skills using Google, Word, Excel, Publisher.