September/2026
JOB POSTING
ADMINISTRATOR – TEMPORARY
The Caribbean Maritime University (CMU), the only specialized maritime university in the English-speaking Caribbean is inviting applications for the post of ADMINISTRATOR – TEMPORARY (Level 4). Location: Western Campus, Montego Bay
JOB SUMMARY
The Administrator provides administrative and secretarial support of a confidential nature to the Western Campus and coordinate activities with the Director office to facilitate the efficient and effective achievement of the objectives and functions of the University. This position requires an individual who is professional, innovative, self-motivated, and be able to operate in a fast paced and complex environment.
PRIMARY DUTIES & RESPONSBILITIES
-Provides administrative support to ensure efficient operations of the department;
-Ensure examination-related documents are properly compiled, recorded, and submitted within established deadlines.
-Establishes and maintains a system for the control and safekeeping of classified and confidential documents, files, reports and information both electronically and physically;
-Organizes and expedites workflow through the Office by appropriately addressing or routing telephone calls;
-Identifies issues that may affect the orderly and efficient flow of work in the department;
-Responds to requests, inquiries and complaints from students and staff;
-Compiles, and or finalizes reports and other documents for the department and staff as required;
-Documents are composed and/or typed in a timely manner and a high level of accuracy is maintained;
-Serve as Recording Secretary/Secretary to meetings by providing administrative support for meetings, by recording and producing minutes of meetings;
-Liaises with Ministries, Department and Agencies, as well as the Private Sector entities to arrange meetings and other businesses on behalf of the campus;
-Keeps records of all deadlines that have to be met and important matters that have been dealt with, bringing them to the attention of the Director and interfacing with the officers and departments concerned to ensure that the deadlines are observed;
-Provides exceptional Customer Service;
-Provides information to internal and external clients within the scope of their position;
-Maintains up to date records and adequate stock levels of office supplies to ensure that such items are appropriately accounted for and are available for use in the department, as required;
-Coordinates with other departments in maintaining and managing records, reports and documents;
-Ensure that student documents are properly organized, recorded, and distributed to the relevant students.
-Coordinates follow-up actions arising from meetings or requests, liaises with relevant stakeholders, agencies and monitors the implementation of decisions;
-Prepares correspondences, memoranda, forms, agendas etc., proofreads documents for accuracy, completeness and conformity with established formats, within agreed timelines;
-Maintains confidentiality and integrity during the typing of documents and any other matter pertaining to staff and student;
-Receives and screens incoming calls and visitors, determining priority matters and notify superior accordingly;
-Checks data for staff to ensure accuracy and logs in prescribed format.
KEY OUTPUTS:
-Administrative support provided.
-Action/assigned matters monitored.
-Efficient customer service.
-Inventory of supplies managed and maintained.
-Schedules and assignments of administrative projects organized.
-Records maintained in keeping with established records management and best practices.
-Preparation and submission of reports, challenges and make recommendations for improvements.
-Able to make decisions within the area of responsibility, with guidance and advice of the Director.
-Minutes/Notes of meetings are recorded, prepared and circulated according to established formats and timelines.
-Confidentiality and integrity are maintained.
REQUIRED KNOWLEDGE & EXPERIENCE
-Bachelor’s Degree in Administrative Management or its equivalent from an accredited tertiary institution
-Certificate in Secretarial Training or its equivalent from a recognized Institution
-At least three (3) years administrative or related experience
-Proficiency in Microsoft Suite, including but not limited to Microsoft Excel, Power Point, Word.
REQUIRED COMPETENCIES
Core
-Good interpersonal skills
-Record Management skills
-Excellent time and management skills
-Ability to work under pressure and meet deadlines
-Good organizing and coordinating skills
-Ability to communicate effectively orally and in writing
-Integrity and confidentiality
-Emotional Intelligence
-Ability to handle sensitive matters with tact and diplomacy
Technical
-Sound knowledge of general office procedures and practices
-Good research and information gathering skills
-Sound knowledge in technical/administrative functions
-Sound knowledge of the University Protocols
-Proficient in the use of all Microsoft applications, including spreadsheets, word processing, database management, presentation and other graphics-related programmes
Interested persons should send their application and resume by September 30, 2026 to:
Director, Human Resources & Administration/Deputy Registrar
P.O. Box 8081
Kingston
Email: recruitment@cmu.edu.jm
Kindly note only shortlisted candidates will be contacted.
