August/2025
JOB POSTING
ADMINISTRATOR/ADMINISTRATIVE ASSISTANT
The Caribbean Maritime University (CMU), the only specialized maritime university in the English-speaking Caribbean is inviting applications for the post of ADMINISTRATOR/ADMINISTRATIVE ASSISTANT (Level 4).
JOB SUMMARY
To provide administrative support to the Western Campus 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 collaborate with the Director, Dean, Deputy Dean and Heads of Department of other faculties on all matters relating to academics.
PRIMARY RESPONSBILITIES
-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
-Accurate information provided in relation to the faculty.
-Supports the preparation of Contracts for Adjunct Faculty by checking for accuracy of data provided.
-Claim forms verified and submitted.
-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 Campus, Faculty/Department/School as requested by the Vice President, Director, Dean or Head of Department.
-Contacting guests/external customers to keep them informed regarding the details of various events supported by the campus.
-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, Director, 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 August 22, 2025 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.
