Administrative Assistant (GMG/AM3) Examinations and Assessment Department

Administrative Assistant (GMG/AM3) Examinations and Assessment Department

THE COUNCIL OF COMMUNITY COLLEGES OF JAMAICA (CCCJ)

CAREER OPPORTUNITY

 Applications are invited from suitably qualified persons to fill the contract post of:

Administrative Assistant (GMG/AM3) Examinations and Assessment Department

JOB PURPOSE

The Administrative Assistant will assist the Examination and Assessment Officer with administrative duties by providing a wide variety of complex and confidential administrative and secretarial support for the Occupational Associate Degree (OAD)

KEY RESPONSIBILITIES

Management/Administrative

• Managing the office by relieving the Examination and Assessment Officer of routine requests and matters.
• Ensuring that all official obligations are met, by arranging meetings, conferences and ensuring that all relevant parties are advised and arrangements are made.
• Providing the necessary administrative support to ensure effective management of the Examination and Assessment Officer.
• Coordinating the Examination and Assessment Officer’s schedule.
• Opening, sorting, and distributing incoming correspondence, including email.
• Monitoring matters that have been passed to Examination and Assessment Officer’s desk for action, ensuring that they are pursued to finality.
• Liaising with educational institutions staff as well as, the Private Sector entities to arrange meetings and other businesses on behalf of the Examination and Assessment Officer
• Keeping records of all deadlines that have to be met and important matters that have been dealt with, bringing them to the attention of the Examination and Assessment Officer and interfacing with the officers and departments concerned to ensure that the deadlines are observed.
• Handling the daily administrative functions of the office of the Examination and Officer and manages the timelines for all upcoming projects, issues, and reports and commitments

TECHNICAL

• Following established rules and procedures in responding to requests and queries and redirecting items and/or visitors to other staff members.
• Reviewing and summarizing miscellaneous reports and documents.
• Preparing background documents and outgoing mail as necessary.
• Handling incoming and outgoing electronic communications on behalf of the Examination and Assessment Officer.
• Providing accurate word-processing support by composing and/or editing a variety of documents; this includes highly confidential correspondence, memoranda, contracts and proposals.
• Proof-reading all outgoing reports, documents and correspondence for spelling, grammar and layout appropriateness, making appropriate changes as necessary.
• Developing and maintaining a well-organized filing system that permits easy reference and rapid retrieval of information.
• Arranging and schedules appointments for the Examination and Assessment Officer as requested and preparing materials for meetings as appropriate.
• Preparing agendas, attends meetings and ensures that the minutes are taken, transcribed and distributed as required.
• Arranging meetings, workshop and training events.
• Preparing routine monthly reports, and other reports as directed from time to time.
• Any other duties assigned by supervisor

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Bachelors Degree in Business Administration, Management Studies, Public Administration,
• At least three (3) years’ experience in related field.

SPECIAL CONDITIONS OF THE JOB

• Normal office environment.
• May be required to work beyond regular working hours.

REMUNERATION

Salary scale: $1 229, 060.00 - $ 1, 460,966.00 per annum.

Interested persons are invited to submit an application along with resume to:

Director, Human Resource Management

The Council of Community Colleges of Jamaica

37 East Street, Kingston

Subject: Administrative Assistant

We thank all applicants for expressing an interest; however, only shortlisted candidates will be contacted.