Administrator (GMG/AM 4)

Summary

Strategic Objectives of the Division: To provide centralised management, harmonization and quality control for the design, development, delivery, revision and review of curricula; monitoring and evaluation of the curricula implementation; and assessment and/or test development, as well as specialist services for technical and vocational studies, for the Community Colleges Network (and other institutions as necessary) in accordance with the national development agenda and regional needs. Job Purpose: The Administrator to the Director Curriculum Development, Instructional Design and Distance Education Specialist and the Research Officer provides efficient, effective and compliant confidential secretarial support to the Director Curriculum Development, Instructional Design and Distance Education Specialist and the Research Officer in a one-on-one working relationship, as well as secretariat services to the Curriculum sub-committee, to assure efficiency and effectiveness in the operations of the Office of Curriculum Instruction and Innovation. S/He serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of Curriculum Instruction and Innovation, organising and coordinating executive outreach and external relations efforts; and oversees special projects as may be assigned occasionally. Salary scale: $2 803 771 – $3 770 761 JMD per annum

Responsibilities

• Key Outputs:

  • • Council/BOD Secretariat managed
  • • Data analysed
  • • Documents produced
  • • Events planned and executed
  • • Executive support provided
  • • Meetings arranged
  • • Office supplies purchased
  • • Position Papers prepared
  • • Records system maintained
  • • Reports, speeches and presentations prepared
  • • Research conducted
  • • Schedules maintained

• Performance Standards:

  • • The Office of Curriculum Instruction and Innovation Secretariat services are coordinated and provided in accordance with established policies, procedures and protocols to enable highly confidential, effective and efficient execution of Distance and Online Education activities.
  • • Data are entered, mined and analysed to inform papers, presentations, reports, etc., and preserve accuracy and currency of the databases in accordance with established procedures and timelines.
  • • Documents are accurate and produced to specification within agreed timeframes.
  • • Enquiries/requests/complaints are promptly addressed in adherence with established protocols and procedures to enable effective resolution.
  • • Filing and recording management system are maintained in accordance with established standards and procedures.
  • • Follow-up actions are completed within agreed timeframes to enable effective action.
  • • Information is accurate, comprehensive and provided within agreed timelines in accordance to established protocols and standards.
  • • Harmonious relationships are developed and maintained with key stakeholders and internal and external clients to enhance the corporate experience of stakeholders and clients.
  • • Reports, position papers, speeches and presentations are sound, comprehensive and produced within agreed formats and timeframes.
  • • Schedules of appointments are created and maintained accurately in accordance with established policy and procedures to preserve appointment priorities, and new and recurring appointments/deadlines.
  • • Confidentiality, sensitivity, integrity and professionalism are maintained in the execution of duties

Required Skills

• • Working knowledge of CCCJ operations and education management
• • Exceptional organisational and time management skills
• • Excellent oral and written communication skills as well as listening skills
• • Excellent human relations/interpersonal skills, with high cultural awareness and sensitivity
• • Excellent analytical and problem-solving skills
• • Strong customer service and stakeholder management skills
• • Good troubleshooting and problem-solving skills
• • Ability to establish friendly and professional rapport with a wide range of stakeholders, including Council/BOD members, organisational and individual members, senior levels of government, corporate partners, and members of the public
• • Ability to plan, organise and prioritise administrative tasks and systems, including managing competing tasks rapidly and ensuring deadlines are met under pressure

Qualifications

• • First degree in the social sciences, business administration, management studies, communications or related field
• • Professional Secretarial Certification from an accredited institution and/or Diploma in Administrative Management
• • Five (5) years’ related experience supporting senior executives, or in a similar role supporting a busy Executive Director/senior executive and dealing with matters of a confidential and sensitive nature

Additional Information and Instructions

• Special conditions associated with the Job:

  • • Normal indoor office environment. May be required to work occasional irregular hours, and travel to meetings at island-wide locations with the Executive Director as needed.
  • • The incumbent will be subject to frequent, impromptu assignments that disturb the planned schedule, and there are a number of deadlines associated with this position, which may cause significant stress. The incumbent must also deal with a wide variety of people on various issues.

Applications, accompanied with resume, should be submitted no later than Wednesday, 2025 April 09 to: Manager, Human Resource Management and Development The Council of Community Colleges of Jamaica 37 East Street Kingston OR Email: hr@cccj.edu.jm Subject: Administrator We thank all applicants for expressing an interest; however, only shortlisted candidates will be contacted. This description may not contain every conceivable duty or task associated with the job. The job holder may, from time to time, be required to perform other tasks and activities which are not enumerated but which are reasonably related to the overall purpose of the position.

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