Intermediate Secretary

March 19, 2024

INTERMEDIATE SECRETARY
Division of BioMedical Sciences Faculty of Medicine
(Contractual Position to May 5, 2025)

The University will consider applications from qualified permanent staff who may be interested in a secondment, subject to departmental approval

DUTIES

Reporting to the Administrative Staff Specialist III, the successful applicant will perform advanced secretarial duties, which requires initiative, judgement, and confidentiality. Duties include, providing administrative support to the Associate Dean and the Administrative Staff Specialist III; organizing the monthly Divisional meetings, preparing agendas, recording minutes of meeting, compiling materials and background information and initiating follow up; providing administrative support to academic search committees and academic recruitment; preparing recommendations for academic appointments to be submitted to the Dean's office; coordinating the Visiting Speaker's Program, including setting up agendas, schedules, travel and accommodations, itineraries and meetings; maintaining records for faculty; composing correspondence, typing letters, reports, forms and other documents from rough draft; answering and directing telephone calls, emails, and in-person inquiries from students, faculty and staff; maintaining a complex filing system (including digital documents); liaising with other University departments; and performing other related duties as required.

QUALIFICATIONS

Experience (3-5 years) in responsible secretarial or administrative support work; supplemented by a diploma in office administration; or any equivalent combination of experience and training. The ideal candidate will have knowledge of the University's structure and academic and administrative systems; strong organizational and time management skills, complete familiarity and competency with Microsoft Office Suite (Word, Access, Excel and PowerPoint) and Adobe Professional, as well as minute taking, attention to detail and ability to maintain strict confidentiality are required. Knowledge of BrightSpace and Onbase would be considered assets.

SALARY $48, ,707 per annum (Non-Bargaining)
CLOSING DATE April 3, 2024
COMPETITION NUMBER MUN02717

All qualified candidates are encouraged to apply; however, preference will be given to applicants who are legally entitled to work in Canada. Memorial University is committed to employment equity and diversity and encourages applications from all qualified candidates, including women, people of any sexual orientation, gender identity, or gender expression; Indigenous peoples; visible minorities and racialized people; and people with disabilities.

The personal information requested in your application is collected under the authority of the Memorial University Act (RSNL 1990 c M-7) for the purpose of identifying and recruiting candidates; assessing applicant qualifications; and maintaining records pertaining to the administration of employment with Memorial University of Newfoundland.

If you are a successful candidate, this information will form part of your permanent employment record and will be used for other activities related to the employment process. This information may be disclosed to government departments and agencies as legally required; and to third party service providers, as necessary to administer programs and activities.

Inquiries about this opportunity should be directed to the Faculty of Medicine - Memorial University, Medical Education Centre, St. John's, Room M2M229 or by telephone at

Please be advised that we are unable to provide updates on current competitions.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.