Administrator

Administrator

JOB POSTING

ADMINISTRATOR

The Caribbean Maritime University (CMU), the only specialized maritime university in the English-speaking Caribbean is inviting applications for the post of ADMINISTRATOR (Level 4).

JOB SUMMARY

To provide administrative and secretarial support to the Quality Assurance Department

by the monitoring and scheduling of activities, appointments, meetings and conferences, by drafting and preparing correspondence and required reports; by assisting with the preparation of quality management systems documents, by providing support to the Quality Assurance Unit for the preparation of reports and quality assurance documents.

 PRIMARY DUTIES & RESPONSBILITIES

• Provides full administrative support to the department;
• Establishes, supervises and maintains an efficient filing and record management system for the recording and easy retrieval of information;
• Prepares reports, correspondences, memoranda, forms, agendas etc., proofread documents for accuracy, completeness and conformance with established formats;
• Co-ordinates activities for a variety of meetings; attends meetings and records and prepares minutes.
• Drafts responses to correspondence (internal and external);
• Organizes events to be undertaken by the Quality Assurance Department;
• Refers matters to the relevant personnel for follow-up action to ensure they are resolved satisfactorily and timely;
• Provides relevant and accurate information that will contribute to the efficient operation of the University;
• Collaborates with personnel in the Quality Assurance Department and other departments;
• Maintains quality by ensuring that accurate, relevant and timely information is disseminated in response to customers’ queries;
• Collects and compiles statistical quality data;
• Analyzes quality data to identify areas for improvement in the quality systems;
• Manages multiple priorities and activities while maintaining attention to detail;
• Provides responses in a helpful and sensitive manner to questions and concerns of internal and external stakeholders;
• Schedules and arranges monthly departmental meetings / and any other meetings and activities as required;
• Performs data-entry, documentation, printing and filling duties;
• Organizes travel arrangements for senior managers;
• Liaises with other departments and organizations for information to support quality assurance related activities;
• Creates and maintains useful databases for the department;
• Performs some research duties as required by the Quality Assurance team;
• Produces accurate minutes of meetings;
• Manages stock of stationery and water supplies for the department.

 KEY OUTPUTS:

• Documents are appropriately categorized and stored in accordance with the University’s policy on records management and the instructions of the Director, Quality Assurance;
• Schedules of meetings and other events are developed and logged;
• Requisitions and claims are prepared, checked, verified and submitted;
• Correspondence and reports are prepared accurately;
• Meetings and appointments are scheduled and timely reminders issued to stakeholders
• Filing system developed and maintained;
• Provided full administrative support to the department;
• Produced accurate and timely minutes of meetings;
• Meetings arranged, agendas prepared, and minutes taken, transcribed and distributed;
• Local and overseas travel arrangements made;
• Produced and distributed correspondence memos, letters, forms, etc;
• Monthly report of administrative activities coordinated/ conducted for the department.

 REQUIRED KNOWLEDGE & EXPERIENCE

• Bachelor Degree in Business Administration, Education Administration, Computer Science or related discipline
• Training in areas related to quality assurance
• At least (3) years’ experience in related area
• Proficiency in Microsoft Suite, including but not limited to Microsoft Excel, Power Point, Word.

 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 Unit.
• 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 Unit as requested by the Director.
• Contacting guests/external customers to keep them informed regarding the details of various events supported by the Unit.

  Interested persons should send their application and resume by March 31, 2026 to:

Director, Human Resources & Administration/Deputy Registrar

P.O. Box 8081

Kingston

Kindly note only shortlisted candidates will be contacted.