Administrative Assistant (Kingston, Jamaica) - Caribbean Maritime University

The Caribbean Maritime University (CMU), the only specialized maritime university in the English-speaking Caribbean is inviting applications for the post of ADMINISTRATIVE ASSISTANT (Level 3).

JOB SUMMARY

To provide administrative support to the Faculty of Shipping and Logistics by the monitoring and scheduling of activities, appointments, meetings, and conferences, by drafting and preparing correspondence and required reports and any other related matters as necessary. To collaborate and corroborate with the Dean, Deputy Dean and Heads of Department, on all matters relating to the faculty.

PRIMARY RESPONSIBILITIES

• Responses to correspondence (internal and external) drafted.
• Efficient filing and records management system for the faculty established and maintained.
• Requested documents prepared for submission on behalf of the faculty.
• Quality Records, Risks Log, Class visitation logs, student complaint logs etc. updated and maintained.
• Events to be undertaken by the faculty organised and managed.
• Minutes of meetings held by the faculty recorded and circulated.
• Prepared, verifies and updates of timetables and room allocation records.
• Referred matters to the relevant personnel for follow-up action
• Supports the preparation of Contracts for Adjunct Faculty by checking for accuracy of data provided.
• Claim forms verified and submitted.
• Accurate information provided in relation to the faculty.
• Collaboration with personnel in the other Faculties/Departments and external agencies established.
• Quality of information and timely provision of information to requesting parties maintained.
• Customers’ queries and concerns addressed.

SPECIFIC JOB REQUIREMENTS

• Filing and record management system is developed and implemented according to established criteria and standards.
• Correspondence and documents are typed error-free and within agreed timelines
• Confidentiality and integrity are maintained during the typing of correspondence for the faculty.
• Documents when typed are checked for accuracy and are logged in prescribed format
• Minutes/Notes of meetings are recorded, prepared and circulated according to established formats and timelines
• Events are efficiently organised on behalf of the Faculty/Department/School as requested by the Vice President, Dean or Head of Department.
• Contacting guests/external customers to keep them informed regarding the details of various events supported by the faculty.
• Provides administrative support to the lecturing staff.

REQUIRED KNOWLEDGE & EXPERIENCE

• Bachelor of Science Degree in Business Administrative Management or equivalent degree
• Certificate in Administrative Training
• At least three (3) years administrative or related experience
• Computer proficiency

REQUIRED COMPETENCIES

Core

• Highly confidential
• Good interpersonal skills
• Excellent written and verbal communication skills including presentation skills
• Ability to manage time effectively
• Ability to handle sensitive matters with tact and diplomacy
• Commitment to self-empowerment and improvement
• Sound knowledge of general office procedures and practices
• Good research and information gathering skills

Technical

• In depth knowledge of the student management system and quality management system.
• Filing and record management system is developed and implemented according to established criteria and standards.
• Correspondence and documents are typed error-free and within agreed timelines
• Confidentiality and integrity are maintained during the typing of correspondence for the faculty.
• Documents when typed are checked for accuracy and are logged in prescribed format
• Minutes/Notes of meetings are recorded, prepared and circulated according to established formats and timelines
• Events are efficiently organised on behalf of the faculty as requested by the Vice President, Dean or Head of Department.
• Contacting guests/external customers to keep them informed regarding the details of various events supported by the faculty.

Interested persons should send their application and resume by July 31, 2024 to: hr@cmu.edu.jm

Director, Human Resources & Administration/Deputy Registrar

P.O. Box 8081

Kingston