Director Secretariat/Deputy Registrar

Director Secretariat/Deputy Registrar

July/2023

JOB POSTING

DIRECTOR SECRETARIAT/DEPUTY REGISTRAR

The Caribbean Maritime University (CMU), the only specialized maritime university in the English-speaking Caribbean, is inviting applications for Director Secretariat/Deputy Registrar, Level 9.

Strategic Objectives of the Office of the Secretariat

The Office of the Secretariat provides senior-level strategic and tactical advice for empowering leadership by the University Council and continued enhancement of the vision and strategies pursued by the Secretariat.

The Office of the Secretariat provides technical, administrative, and logistical support to the University Council and the various committees aligned with the Council, to allow for informed decision-making; and provides policy development advice to the Council and its Committees.

 Job Purpose

The Director, Secretariat/Deputy Registrar will be responsible for ensuring that the Secretariat catalyses, facilitates and supports effective action across the overall University, and the work that will be done under the mandate of the University Council. The Director of the Secretariat will be primarily responsible for providing strategic advice, planning, resource use, day-to-day management of staff, reporting on the use of funds, performance management and evaluation of progress against goals.

Reporting to the Vice President, Administration/University Registrar, the Director, Secretariat/Deputy Registrar is directly responsible for oversight of the provision of confidential and secure administrative, logistics and records management services by the Secretariat to the Council and the Council Committees thereof.

The Director, Secretariat/Deputy Registrar also manages the operations of the Office of the Secretariat in supporting the business of the Council and its Committees; developing and implementing procedures/programmes; reporting on the programmes and activities of the Office. This individual serves as Head of the Section for the Office of the Secretariat.

Minimum Required Education and Experience

• Master’s Degree in Records Management/Information Management or similar discipline from an accredited tertiary institution (English degree will be an asset).
• Experience in meeting practice and procedures.
• At least five (5) years’ experience in a senior management capacity.

Key Responsibility Areas:

• Serves as Head of Section for the Secretariat
• Provides administrative support for meetings of the Council and any Council Committee chaired by the Council Chairman.
• Serves the following Committees/Boards:
  • University Council,
  • Human Resources Committee of the Council,
  • Finance Committee,
  • Academic Council

Servicing of the Committees/Boards includes:

                  i.          the preparation and maintenance of up-to-date lists of members of the committees
                ii.          issuing notices of the meetings
               iii.          drafting and fair-typing Agenda, Minutes and Papers
               iv.          circulating Agenda, Minutes and Papers to members and those in attendance via the respective 
                             repositories
                v.          taking follow-up action from Minutes
               vi.          preparing extracts from Minutes of Committees/Boards for submission to other Committees as well as
                            to other units
              vii.          filing copies of all Agenda, Minutes and Papers circulated

• Coordinates the arrangements for the circulation of Council documents to Council Members, Committee Members, and other relevant personnel.
• Summarizes Council Submissions, Notes and other documents submitted for consideration by the Council and its Committees.
• Coordinates the preparation of Council documents and information, in response to requests from Members and other officials.
• Responds to queries from Council Members, senior management personnel and other top-level officials and provide procedural advice.
• Promotes the continuity of institutional knowledge for the University by ensuring that established systems and procedures are documented, updated and disseminated to staff.
• Develops training and informational materials for staff and Council Members on Council protocol and procedures and the Office of the Secretariat procedures.
• Participates in the University’s strategic planning process by preparing and monitoring the Secretariat’s operational plan and budget against agreed targets.
• Provides technical advice to the Vice President, Administration/University Registrar on Council business and procedures governing the functioning of the Council and Council Committees.
• Coordinates Annual Elections for special representatives on University/University Committees.

Performance Standards:

• Confidentiality, integrity and professionalism displayed in the execution of duties and personal conduct.
• Recording of proceedings and decisions at Council and Council Committee meetings are accurate and completed in a timely manner.
• Minutes and Decisions are accurate, and completed in a timely manner.
• Documents and Decisions pertaining to the Council and Council Committee meetings are provided to appropriate senior officials in a timely manner.
• Council Members and other senior management personnel informed of Council and Council Committee procedures in a timely manner.
• Council documents disposed of in secure depository/environment.
• Database with information on Council records and Decisions is accurate, comprehensive, current and secured.
• A robust information technology framework in place for the Unit.
• Succession planning framework implemented to ensure continuity of skills, competencies, and transfer of institutional knowledge.
• Council deliberations and Decisions appropriately recorded, reproduced, and disseminated to Council Members.
• Efficient and effective secretariat services and support provided to the Council and its Committees.
• Records management systems for the classification, filing, and distribution of Council records is comprehensive and current.
• Secure system for storage, distribution and disposal of Council documents.
• Information provided to Council Members and other senior management personnel on Council and Council Committee procedures.
• Members of staff of the Office of the Secretariat sensitized to the policies, procedures and regulations of the Secretariat, the University and encouraged to adhere to them.

Please submit applications with CVs and the names of three (3) referees to:

Director/Deputy Registrar, Human Resources and Administration

Caribbean Maritime University

Norman Manley Highway, Palisadoes Park,

PO Box 8081, C.S.O

Kingston, Jamaica