Academy Administrative Assistant

Job title: Academy Administrative Assistant

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 role

The 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.

What you will contribute

• Manage the school office, oversee, coordinate and perform day to day school administrative functions
• Prepare and maintain student records and ensure that they are updated on a regular basis
• Provide secretarial assistance to the principal, attend weekly staff and leadership meetings
• Coordinate school newsletters, agendas and notification systems
• Responsible for Academy mail distribution, collating, filing, and sorting activities
• Manage school inventory system, including school supplies, art supplies, textbooks, internal purchase orders, and authorizations
• Compile annual school orders, in collaboration with Principal and Support Specialist
• Provide support in new teachers and office staff orientation
• Maintain all safety and first aid supplies in the school, ensuring they are up to date and available
• Provide assistance to parents with school procedures
• Coordinate substitute teachers needed, in collaboration with Principal

For This Role, You Will Need

• Workplace experience of 2-4 years preferred
• Successful completion of Mercy Ships On Boarding program
• High school graduate required – some college preferred
• Demonstrated experience and knowledge of computer software applications in Microsoft Office
• Advanced proficiency in Microsoft Outlook
• Demonstrated 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 check
• Supportive of Mercy Ships mission, vision
• Commitment to live out and model Mercy Ships core values
• Able to live in and contribute to community life on a Mercy Ship
• Understand and apply servant leadership, work collaboratively, demonstrate accountability
• Exceptional organizational skills with an ability to organize his/her work and the Director’s work
• An excellent command of the English language, both written and verbal
• Highly motivated self starter and problem solver
• An understanding of and ability to work with co-workers at all levels within the department and organizational structure of Mercy Ships

The 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.