Administrative Assistant

Administrative Assistant

October/2023

JOB POSTING

ADMINISTRATIVE ASSISTANT

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

JOB SUMMARY

Under the direction of the Director/Head of Department the incumbent shall provide administrative and secretarial support to the Department by the monitoring and scheduling of activities, appointments, meetings and conferences and by drafting and preparing correspondence and required reports.

PRIMARY RESPONSBILITIES

• Provides administrative support to the Director/Head of Department;
• Undertakes research as required;
• Compiles, and or finalizes reports and other documents for the Departments and staff as required;
• Monitors schedules and key actions;
• Plans and executes meetings;
• Provides exceptional Customer Service;
• Provides information to internal and external clients within the scope of their position;
• Schedules and arranges monthly departmental meetings/staff meetings and any other meetings as required;
• Manages and maintains a system for all records and correspondence which originate in and are sent to the offices;
• Prepares reports, correspondences, memoranda, forms, agendas etc., proof reads documents for accuracy, completeness and conformity with established formats, within agreed timelines;
• Maintains confidentiality and integrity during the typing of documents and any other matter pertaining to staff;
• Checks data for staff to ensure accuracy and logs in prescribed format;
• Assists in the preparation of Strategic and Operational Plans and other performance reports;
• Makes travel arrangements and prepares itinerary for work-related trips for the Office members as required;
• Coordinates the processing of requests for leave for the Office.

 SPECIFIC JOB REQUIREMENTS

• Efficient administrative/secretarial support is provided to the relevant committee according to the stipulated schedule.
• Schedule of meetings is developed in consultation with the Heads of Department and is circulated to the relevant personnel within stipulated timeframes.
• Log with data on committee members is accurate and current
• Records and file management system is implemented according to the required standards of the University
• Information that is well researched is disseminated efficiently and in a manner that satisfies the stipulated standards of the University.
• Requisitions and claims are prepared, checked and verified and submitted to the Office of the Treasury for payment on a timely basis.
• Correspondence and meeting reports are accurate and timely, and they meet required standards of the University.

 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

•  Good interpersonal skills
• Ability to communicate effectively orally and in writing
• Ability to manage time effectively
• Highly confidential
• Ability to handle sensitive matters with tact and diplomacy

Technical

•  Sound knowledge of general office procedures and practices
• Good research and information gathering skills
•  Sound knowledge in technical/administrative functions
• Sound knowledge of the University Protocols
•  Proficient in the use of all Microsoft applications, including spreadsheets, word processing, database management, presentation and other graphics-related programmes