ADMINISTRATIVE STAFF SPECIALIST I (BAND LEVEL 4)

Memorial University of Newfoundland; San Juan de Terranova; On-site; CAD 50,000 - 59,000; Full time

Job summary

Memorial University invites applications for the Administrative Staff Specialist I (Band Level 4) within the Department of Student Life. The role provides essential administrative support to the Associate Director of Student Engagement and Events, focusing on First Year Experience programming and event execution.

The successful candidate will manage budgeting, financial records, payroll time entries, and correspondence with students and stakeholders, ensuring accuracy, discretion, and timely

Qualifications

• Experience in an administrative staff capacity.
• Completion of a two-year Office Administration diploma, plus related university coursework.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Ability to work with discretion and prioritize strategically.

Responsibilities

• Provide administrative support to the Associate Director of Student Engagement and Events.
• Assist with program and event budgets, expenses, and reconciliations.
• Coordinate purchasing and accounting documents.
• Maintain comprehensive financial records.
• Manage payroll time entries for students.
• Serve as primary contact for Convocation inquiries.
• Prepare program materials, presentations, and reports.
• Support event planning and logistics.

Skills

Administrative experience

Organizational skills

Communication skills

Discretion

Team collaboration

Microsoft Office

Project coordination

Education

Two-year Office Administration diploma

One year of university coursework in business administration or related field

Tools

Banner Student Administration System

Banner Finance

HRMS

Project management tools

Job description

ADMINISTRATIVE STAFF SPECIALIST I (BAND LEVEL 4)

Engagement and Convocation

Student Life

(Contractual Position to October 26, 2027)

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

DUTIES

Reporting to the Manager of Finance and Administration and the Associate Director of Student Engagement and Events, the Administrative Staff Specialist I will play a vital role in providing administrative support to the Department of Student Life's various programs. This position will directly support and collaborate closely with the Associate Director of Student Engagement and Events. The primary area of support will be First Year Experience programming to ensure the smooth execution of events, projects, and activities that enhance the student experience. Key responsibilities include:

• Providing administrative support to the Associate Director of Student Engagement and Events.
• Providing administrative support for program and event budgets, including tracking expenses and maintaining records, performing day-to-day financial functions, and reconciling accounts.
• Coordinating the receipt, review, and processing of a variety of purchasing and accounting documents.
• Maintaining comprehensive financial records.
• Managing, collecting, and processing student payroll time entries.
• Communicating effectively with team members, participants, and external stakeholders.
• Acting as the primary contact for students and graduates regarding all Convocation-related inquiries or issues; handling correspondence with graduating students, running Banner student reports, processing late registration requests, and performing general administrative activities in support of Convocation.
• Assisting with the preparation of program-related materials, presentations, and reports.
• Providing administrative support and expertise to assist program coordinators with planning, organizing, and executing events and initiatives; contributing to the overall efficiency and success of the program team.
• Communicating effectively with stakeholders, consulting with colleagues when necessary, and providing updates on progress and challenges.
• Cultivating positive working relationships with internal and external partners.
• Providing coordinated administrative support, including event logistics, scheduling meetings, arranging parking permits, room bookings, purchasing, and performing a variety of general office functions and other related duties as required.

QUALIFICATIONS

• Experience (3-5 years) in an administrative staff capacity.
• Completion of a two-year Office Administration diploma, supplemented by one year of completed university-level coursework in business administration or a related field; or an equivalent combination of experience and training may be considered.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Comfortable working in an environment that requires an understanding of strategic priorities and discretion.
• Proficiency in the Microsoft Office Suite and project management tools.
• Ability to adapt to changing priorities and work collaboratively in a dynamic environment.
• Experience working collaboratively in a fast-paced, team-oriented environment.
• Proven experience coordinating projects, meetings, and events, including logistical arrangements.
• Demonstrated proficiency in preparing and organizing materials for presentations, reports, and communications.
• Enthusiasm for contributing to the success of departmental initiatives.
• Knowledge of the Memorial University Banner Student Administration System, Banner Finance, the Human Resources Management System, and University policies and procedures will be assets.

SALARY

$50,294 - $58,998 per annum (Non-Bargaining)

CLOSING DATE

October 21, 2026 by 5:00 p.m. NST

Memorial University is committed to employment equity and diversity and encourages applications from all qualified candidates, including women; 2SLGBTQIA+ people; persons whose gender identity or gender expression is nonbinary or otherwise not cisgender; Indigenous peoples; racialized people; Black persons; and persons with disabilities. Memorial is committed to providing an inclusive learning and work environment.

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.

If you have any questions about the collection, use and disclosure of the information on this form, please contact MyHR, Department of Human Resources, at [e-mail].

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.