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Work Background
The University of the West IndiesAdministrative Officer III
Aug. 2015School for Graduate Studies & Research
The University of the West IndiesAdministrative Officer (Acting)
Apr. 2015 - Jul. 2015School for Graduate Studies & Research• coordinate the advertising/publicity, selection and administration processes for regional graduate scholarships
• prepare and circulate the BGSR Decisions newsletter
• plan and coordinate seminars, workshops and meetings
• manage and ensure efficient use of the School’s UGC funds
• develop and maintain system to track expenses incurred and generate regular reports on the use of the School’s funds, and reconcile financial reports from the Office of Finance with the School’s records
• process orders and payments for office equipment and supplies, travel, per diem, etc.
• manage the office’s imprest system
• implementing and maintaining efficient systems within the School
• liaising with the Campuses to obtain data and provide specific reports on student registration, graduate programmes, etc.
• maintaining a database of graduate data, to include graduate programmes and statistics
• maintain the UWI Graduate Studies and Research Information Portal (GRIP) and the School’s website, and provide timely reports on the usage, accessibility and utility of the sites
• Work with the UCIO’s Office to facilitate the completion of the Thesis Tracker and Progress Tracker
• supervise the School’s general filing system
• ensure proper use and maintenance of office equipment
• other related duties
The University of the West IndiesSenior Executive Secretary
Feb. 2009 - Apr. 2015School for Graduate Studies and ResearchProvide highly confidential secretarial and administrative services to the Pro-Vice-Chancellor (Graduate Studies) and to monitor the day to day operations of the office to enhance efficiency. Some of the duties include:
- Servicing department, board and/or committee meetings, i.e. prepares submissions, circulates papers, arranges venues, contacts members, attends meetings, takes notes, reproduces minutes, takes follow-up action;
- Liaising with project coordinators, project donors (local and overseas) government officials (local and overseas), other university personnel, private sector agencies, statutory bodies, etc; - Preparing travel itinerary, confirm accommodation and transportation arrangements
- Coordinating seminars, workshops, conferences, expos and social functions;
- Ensuring the maintenance of an adequate supply of stationery and other office requirements;
- Participating in the preparation of departmental annual report;
- Maintaining an up-to-date departmental diary of appointments, meetings and so forth;
- Preparing reports and presentations, pamphlets and programmes
- Maintaining and coordinating various projects/initiatives
The University of the West IndiesAssistant Lecturer (part time)
Jul. 2008 - Jul. 2016Faculty of Science and Technology (formerly Pure and Applied Sciences)Lectures in the area of Induction and Deduction in Science in the Faculty of Science and Technology.
The University of the West IndiesAdministrative Assistant II
Nov. 2006 - Jan. 2009Language, Linguistics and PhilosophyUnder the supervision of the Head, organize, manage, supervise, and provide essential customer service and administrative support to students and staff, specifically for Undergraduate Matters and Special Projects, and some research activities to achieve the objectives and goals of the programmes, department and The University of the West Indies. • Manage and respond to queries on student related matters
• Produce updated Department Handbook for each academic year • Supervise and train six (6) student assistants in the Department in the academic year and 12 – 16 interns in the Summer for the Department
• Coordinate and organize Undergraduate registration/course issues, in terms of walk-in queries
• Provide academic counseling to students, referring them to specialist counseling (academic or professional) where necessary.
• Prepare course offering listing in order to facilitate Student Records update of the Banner system
• Prepare communication regarding Undergraduate Matters and to follow up on outstanding matters • Coordinate and plan special projects such as the Caribbean Philosophical Association (CPA) conference (December – August 2007), Student Worker workshops and retreats
• Assisted in the coordination and preparation of other conferences such as the Global Reggae Conference and the Miss Lou Conference
• Make arrangements for the Department’s academic visitors such as Visiting Professors, Visiting Scholars and Professors
• Functioning as Human Resource advisor to the Head of Department, in cases of the student assistant:
- manage the appointment of all student assistants in the department
- identify, interview and recommend for employment student assistants
• Manage, plan, and organize the Student Assistant Internship Programme
• Facilitate recruitment of employees in vacant clerical posts
The University of the West IndiesAdjunct Tutor/Lecturer
Sep. 2006Language, Linguistics and Philosophy, Humanities and EducationUnder the supervision of Professor John 'Tunde' Bewaji and Dr. Lawrence Bamikole tutor in Introduction to Philosophy, Ethics and Applied Ethics, Introduction to Logic, Philosophy of Sex and Love. Also was in Instructor in Language: Argument, and currently lectures in Theory of Knowledge (Epistemology).
Musson Group of CompaniesExecutive Assistant
Dec. 2005 - Oct. 2006T. Geddes Grant (Distributors) LtdUnder the supervision of the Group Information Technology Director, supervised, organized, and managed the department, providing essential administrative support while ensuring the effectiveness of the Director’s Office. • Served as assistant to Group IT Director and 21employees for a company that distributes goods to the Caribbean.
• Organized and managed the Director’s and department’s record management process
• Liaised orally and in writing with representatives of international companies in the European, North American, South American and several Caribbean territories
• Designed data capturing forms for ease and accessibility to clients and company workers
• Assisted with various projects within the department and the company • Prepared and maintained departmental information, including monthly sales reports for several companies within the Group, timesheets, budgetary queries, contracts, and invoice payments
• Assisted in preparing human resources packages for Information Technology staff
• Scheduled meetings for the Director with various government and private agencies, international and local companies
• Scheduled and maintained calendar of appointments, meetings, and travel itineraries.
Musson Group of CompaniesAdministrative Assistant
Apr. 2005 - Nov. 2005Total Exchange CambioUnder the supervision of the Managing Director, organized, and managed the department, providing essential administrative support while ensuring the effectiveness of the Director’s Office. • Served as assistant to Managing Director
• Provided administrative support to 3 supervisors and 4 employees for a company that traded in foreign exchange
• Prepared compliance and training manuals, some management reports and materials for special meetings
• Ordered and maintained administrative materials, assisted project completions, implemented and maintained records • Prepared and maintained departmental information, including financial reports, contracts, and invoice payments, and designed and maintained spreadsheets for tracking receivables, inventory and for production of receipts for customers.
• Liaised with internal and external customers and companies for completion of reports and duties. • Represented the company at various business meetings • Coordinated the purchase of new office equipment and trained team members on computer applications, and software programmes, and other equipment. • Scheduled and maintained calendar of appointments, meetings, and travel itineraries.
RBTT Bank Jamaica Limited (now RBC Bank Jamaica Ltd)Bank Clerk (Temporary)
May. 2004 - Feb. 2005Dominica Drive Branch• Assisted the credit department with clerical duties; typed and wrote small credit applications, prepared security documentation for approved credit applications
• Typed memoranda, letters to customers, assisted with customers inquiries via telephone and face-to-face, organized and filed loan/current accounts, and followed up on expired insurance policies that directly impact loan repayment
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