September/2025

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 support to Directors 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. This position requires an individual who is professional, innovative, self-motivated, and be able to operate in a fast paced and complex environment.

PRIMARY RESPONSBILITIES

•  Provides administrative support to ensure efficient operations of the department.
• Establishes and maintains a system for the control and safekeeping of classified and confidential documents, files, reports and information both electronically and physically.
• Requested documents prepared for submission on behalf of the department.
• Quality Records, Risks Log, Class visitation logs, student complaint logs etc. updated and maintained.
• Events to be undertaken by the department organised and managed.
• Minutes of meetings held by the department recorded and circulated.
• Referred matters to the relevant personnel for follow-up action.
• Claim forms verified and submitted.
• Prepares reports, correspondences, memoranda, forms, agendas etc., proof reads documents for accuracy, completeness and conformity with established formats, within agreed timelines.
• Identifies issues that may affect the orderly and efficient flow of work in the department.
• Facilitate the development and implementation of systems, procedures and operating practices (record-keeping, forms control).
• Coordinates with other departments in maintaining and managing records, reports and documents.
• Undertakes research, conducts analysis and compiles data as directed.
• Accurate information provided in relation to the departments.
• Collaboration with personnel in the other 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 department.
• 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 department as requested by the Director.
• Contacting guests/external customers to keep them informed regarding the details of various events supported by the department.

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

  Interested persons should send their application and resume by September 26, 2025 to:

Director, Human Resources & Administration/Deputy Registrar

P.O. Box 8081

Kingston

Kindly note only shortlisted candidates will be contacted.