ADMINISTRATIVE STAFF SPECIALIST I (BAND LEVEL 4)

Memorial University - Career Development Office; San Juan de Terranova; On-site; CAD 50,000 - 59,000; Full time

Job summary

A university in Terranova y Labrador seeks an Administrative Staff Specialist I to provide support in the Finance Office of the Faculty of Engineering. The role includes managing expenses, maintaining records, assisting with research grants, and liaising with faculty. Candidates should have at least 2 years of administrative experience and strong analytical skills. The role pays between $50,294 and $58,998 per annum.

Qualifications

• At least 2 years of experience in administrative work.
• Strong analytical and critical thinking skills.
• Ability to function effectively under pressure.

Responsibilities

• Provide general administrative assistance in the Finance Office.
• Prepare and track expenses for processing.
• Coordinate documentation for research grants.

Skills

Administrative work experience

Analytical skills

Communication skills

Ability to manage competing priorities

Education

Completion of a three-year program

University level courses in business administration

Tools

Microsoft Excel

Banner Finance

FAST

Job description

July 25, 2025

ADMINISTRATIVE STAFF SPECIALIST I (BAND LEVEL 4)

Faculty of Engineering and Applied Science

(Contractual Position to December 31, 2026)

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

DUTIES

The Administrative Staff Specialist I will be responsible for providing general administrative assistance to the Administrative Staff Specialist III in the Finance Office of the Faculty of Engineering and Applied Science (FEAS) on post-award research administration. Duties include performing a variety of administrative support activities; preparing and tracking expenses for processing; maintaining electronic filing systems and records management; retrieving information and reports from Banner Finance and FAST; preparing, updating and maintaining spreadsheets and financial reports, including cost accounting; liaising with faculty researchers to confirm or obtain grant information; coordinating the documentation required to establish FOAPALs with Financial and Administrative Services; assisting with the administration of research grants; providing information on post award research grant activity; auditing and processing travel expense claims; ensuring appropriate approval and verifying compliance with established purchasing procedures and policies; responding to staff and faculty inquiries; preparing and processing journal entries and labour distribution forms; preparing direct pay, verifying and approving FEAS purchasing requisitions; and performing other related duties as required. The incumbent will also play a key role in the Industrial Outreach Department and will be responsible for issuing invoices, recording deposits, processing requisitions, reconciling the account for accuracy, completing hiring forms for students and staff, as well as completing monthly project statements for all active projects.

Qualifications

Experience (at least 2 years) in administrative work; completion of a three-year program supplemented by university level courses, preferably in business administration, public administration, or organizational management, is required; or an equivalent combination of experience and training may be considered. The candidate will demonstrate strong analytical and critical thinking skills, excellent communication skills, and the ability to function effectively under pressure. The successful applicant must also have the ability to manage competing priorities while working independently and as part of a team. Knowledge of University policies and procedures, Banner Finance, FAST, and Microsoft Excel will an asset.

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

CLOSING DATE August 11, 2025 by 5:00 p.m. NST

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; 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.

If there is anything we can do to ensure your full participation during the application process, please contact [e-mail] directly and we will work with you to make appropriate arrangements.

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.