Academy Administrative Assistant

GeneralMin 2 YearsGeneral roles at Mercy Ships are a wonderful way to serve. From hospitality to communications, finance to sanitation, we have a host of roles to match your skills and experience.This role is currently closed to applicants.But we’d love to help you find your place on board!Click below to sign up to receive updates when opportunities like this become available.I’m InterestedDriven to provide hope & healing.Mercy Ships is an international charity that brings hope and healing to the world’s forgotten poor through state-of-the-art hospital ships. Since 1978, our volunteer crew—made up of medical professionals and skilled workers from over 60 nations—has delivered free surgeries and medical care to over 2.8 million people in Sub-Saharan Africa, transforming lives one patient and one port at a time. Join our global team of over 3,000 volunteers and help us change lives daily.About This RoleThe Academy Administrative Assistant works under the direction of the Principal to coordinate, organize, oversee and perform everyday clerical and administrative duties associated with school operations. The assistant also provides secretarial assistance to the principal and serves as a liaison between students, staff, and parents.RequirementsEach role with Mercy Ships calls for a unique blend of experience, skills, and qualifications. The info below outlines what’s needed to serve effectively in this position—to meet operational standards and to help you thrive as part of the team.Commitment Min 2 YearsWhat you will contributeManage the school office, oversee, coordinate and perform day to day school administrative functionsPrepare and maintain student records and ensure that they are updated on a regular basisProvide secretarial assistance to the principal, attend weekly staff and leadership meetingsCoordinate school newsletters, agendas and notification systemsResponsible for Academy mail distribution, collating, filing, and sorting activitiesManage school inventory system, including school supplies, art supplies, textbooks, internal purchase orders, and authorizationsCompile annual school orders, in collaboration with Principal and Support SpecialistProvide support in new teachers and office staff orientationMaintain all safety and first aid supplies in the school, ensuring they are up to date and availableProvide assistance to parents with school proceduresCoordinate substitute teachers needed, in collaboration with PrincipalFor This Role, You Will NeedWorkplace Experience Of 2-4 Years PreferredSuccessful completion of Mercy Ships On Boarding program High School Graduate Required – Some College PreferredDemonstrated experience and knowledge of computer software applications in Microsoft Office.Advanced proficiency in Microsoft OutlookDemonstrated willingness and aptitude toward learning Mercy Ships specific software (Navigator, Abila, Vista, RenWeb©, ResourceMate©, ARISE, JIRA etc.)Successfully complete the child safety screening process, which includes a background/criminal records checkSupportive of Mercy Ships mission, visionCommitment to live out and model Mercy Ships core valuesAble to live in and contribute to community life on a Mercy ShipUnderstand and apply servant leadership, work collaboratively, demonstrate accountabilityExceptional organizational skills with an ability to organize his/her work and the Director’s workAn excellent command of the English language, both written and verbalHighly motivated self starter and problem solverAn understanding of and ability to work with co-workers at all levels within the department and organizational structure of Mercy ShipsAbout The TeamYou’ll be part of a Volunteer Team that’s most relevant to your role, working side by side with a diverse community of volunteers using their skills to serve, and supporting daily life on board.Frequently asked questions.We are so excited that you are interested in learning more about serving with us. These are the most common questions we receive for this department. Please contact us if you have additional questions.SCAM ALERT: Please be aware of recruitment scams. Mercy Ships will never charge any fees as a part of the recruitment process. For more info click here.What are the medical requirements to serve with Mercy Ships?Click here for a list of medical requirements to serve, including required immunizations.What kinds of positions are available?The complex nature of Mercy Ships projects and programs demands a wide range of skills. We need biomedical technicians, sterilization technicians, marine officers, engineers and ratings, teachers, mechanics, and photographers, and so much more.For a current list of opportunities, please click here .How much does it cost to serve with Mercy Ships?Crew fees are currently paused. Volunteers will be notified of any changes six months prior to crew fee reinstatement.Volunteers pay for their transportation to and from the ship’s location as well as monthly crew fees and all personal expenses. Crew fees are paid by every adult crewmember and vary depending on the length of commitment as well as the volunteer’s country of residence. Click here to see a sample budget.Typical expenses include crew fees, travel to and from the ship, personal expenses for socializing / stocking up on toiletries, travel insurance, and lattes from the cafe!We are excited to offer financial aid to crew with commitments of 24+ months and for any crew in qualifying maritime roles.What languages do I need to know? English proficiency is required for all positions in Mercy Ships, and fluency is required for some positions. French is beneficial , but not required unless stated on the job description.For English proficiency, while Mercy Ships does not currently require proof of examination, we use the Common European Framework of Reference for Languages (CEFR) as a reference for English proficiency. All volunteers must be at level B1 on the CEFR scale (Independent User – Threshold or Intermediate) or higher in order to join on board.Level B1 SummaryCan understand the main points of clear standard input on familiar matters regularly encountered in work, school, leisure, etc.Can deal with situations likely to arise while traveling in an area where the language is spoken.Can produce simple connected text on topics that are familiar or of personal interest.Can describe experiences and events, dreams, hopes, and ambitions and briefly give reasons and explanations for opinions and plans.You may refer to the full summary of each level by clicking hereHow far in advance should I apply to volunteer with Mercy Ships?If possible, applications should be sent in for processing at least 6 to 8 months in advance. For some positions and for some time periods, additional time is required. If you wish to apply as a family, we recommend applying at least one year in advance of when you would like to join.Is this a volunteer position?Yes, all Mercy Ships ship-based positions are unpaid, volunteer opportunities.Who can apply?Mercy Ships welcomes a wide range of skills and demographics – we have a place onboard for you! Here are a few details to keep in mind: All Volunteers must be aged between 18 and 79 years. Applicants aged between 70-79 years can serve for up to 6 months at a time before they must have a health review. (The minimum age for a child accompanying parents is 6 months old.) Married couples and families are welcome to apply!Where are the ships? How do I travel to a ship?Mercy Ships primarily delivers care and service in West Africa. All volunteers fly into an airport close to a ship’s port location and are transported to their ship by a Mercy Ships representative. (Don’t worry! Our team will guide you when the time comes to book your air travel.) Sailing isn’t involved unless your service dates line up with a sail – we remain in port for 10 months. For more info on our ships, visit Our ShipsLooking for more information? View our general FAQs to learn about life on board, volunteering, and more.General FAQsThe experience of a lifetime is calling.More than 1,200 volunteers from over 60 nations serve with Mercy Ships each year.At Mercy Ships, we are proud to be recognized around the world for the life-changing surgeries and training we deliver. We could not achieve this without our dedicated community of talented volunteers.Imagine finishing your shift and stepping onto deck as the sun sets—knowing that today you’ve helped transform the lives of those who need it most. Apply now to start a journey that will reshape the lives of those you serve—and your own.Captain Perez, Africa Mercy & Global MercyRachel Lubitz, Project Assistant, Global MercyFind Your Place On BoardFaith-Led Commitment to Diversity & InclusionMercy Ships is a faith-based organization welcoming volunteers from diverse backgrounds and experiences who are committed to our mission and values. All qualified applicants will receive consideration.Beware of Imposters: Confirm All Volunteer CommunicationsVolunteer opportunities and invitations to serve will always come directly from Mercy Ships’ official volunteer engagement teams. Never provide personal information to anyone without confirming their connection to Mercy Ships.“I think you get lifelong friends in a different way than I’ve done back home. I like the variety of people, cultures, and views.”Maria Ekstrand — Dining Room Team Leader“The more I'm seeing peoples' lives being transformed, the more I realize this isn't me giving away two years, it's me gaining two years. For me, it's more like a gift.”Eugene Ampadu (Videographer, Africa Mercy, Senegal.)