ADMINISTRATIVE STAFF SPECIALIST I (BAND LEVEL 5)

Memorial University of Newfoundland; San Juan de Terranova; On-site; CAD 54,000 - 63,000; Full time

Job summary

Memorial University of Newfoundland in Newfoundland, Canada, invites applications for the Administrative Staff Specialist I (Band Level 5) in Undergraduate Programs, Faculty of Nursing, a two-year contract. The role provides high-level administrative support to the Associate Dean, managing schedules, meetings, and confidential materials.

The successful candidate will have 5–7 years of secretarial experience and be proficient in MS Word, Excel, Outlook and PowerPoint, with strong organizational

Qualifications

• 5–7 years of progressively responsible secretarial experience.
• Graduation from an office administration program or equivalent.
• Knowledge of university structure, policies, and procedures.
• Strong organizational and time management with attention to detail.

Responsibilities

• Provide high-level administrative support to the Associate Dean, including calendar management and meeting coordination.
• Prepare letters, newsletters, reports, workloads, exam schedules, and other documents.
• Manage confidential and sensitive information and respond to communications promptly.
• Coordinate committee meetings, agendas, minutes, and upload materials to D2L.
• Foster relationships with faculty, students, and other contacts.

Skills

Organizational skills

Time management

Written communication

Information management

Education

Office administration program

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

ADMINISTRATIVE STAFF SPECIALIST I (BAND LEVEL 5)

Undergraduate Programs

Faculty of Nursing

(2-Year Contractual Position)

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

DUTIES

Reporting to the Associate Dean, the Administrative Staff Specialist I will perform highly responsible administrative support duties requiring a significant degree of initiative and independent judgment. Duties include providing personal support to the Associate Dean to ensure a high level of personal organization and efficiency; managing the Associate Dean's schedule and arranging all meetings, including compiling background information and coordinating ongoing scheduling requirements; coordinating a wide variety of confidential and sensitive matters; preparing letters, newsletters, memos, reports, workloads, exam schedules, and other documents; managing communication by screening, acting upon, redirecting communications, and/or tracking correspondence to ensure follow-up and timely completion; composing correspondence and compiling information for reports and presentations; managing complex files and records specifically for the Division; anticipating requirements to ensure prompt and appropriate responses in all interactions; coordinating various committee meetings, including preparing agendas, following up on action items, uploading meeting materials to D2L, monitoring quorum requirements, and recording minutes; providing appropriate background materials and current information to the Associate Dean as needed; fostering strong relationships with faculty members, students, and other contacts of the Associate Dean; assisting in the coordination of activities and events; providing incidental support to the Manager of Academic Programs; and performing other related duties as required.

QUALIFICATIONS

Experience (5-7 years) in progressively responsible secretarial work of a self-directed nature in an academic environment; graduation from an office administration program is required; or an equivalent combination of experience and training may be considered. The ideal candidate will have knowledge of the university structure and academic and administrative systems; strong organizational and time management skills; and the ability to respond effectively under pressure and manage frequent interruptions. Essential qualifications include attention to detail, strong service orientation, commitment to quality, demonstrated document preparation skills, and proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Written communication and information management (electronic and paper-based) are particularly important competency requirements. Familiarity with collective agreements and University policies and procedures are considered assets.

SALARY

$53,729- $63,029 per annum (Non-Bargaining)

CLOSING DATE

November 17, 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.

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.