INTERMEDIATE SECRETARY (BAND 4)

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

Job summary

The successful applicant will provide advanced secretarial support to the Postgraduate Medical Education (PGME) office at Memorial University. Duties include calendar management, meeting coordination with the Associate Dean’s secretary, and handling travel requests and reimbursements.

Responsibilities also cover composing correspondence, preparing agendas and minutes, supporting committees, and developing Excel spreadsheets for reports and presentations.

Qualifications

• Three to five years of secretarial or administrative experience.
• High school diploma with secretarial courses, or equivalent.
• Detail-oriented, self-motivated with strong interpersonal and organizational skills.
• Familiarity with university policies is an asset.

Responsibilities

• Provide advanced secretarial support to the PGME office and Associate Dean.
• Manage calendars and coordinate meetings, travel requests, and reimbursements.
• Prepare agendas, minutes, and correspondence; assist with committees.
• Develop Excel spreadsheets and prepare reports and presentations.
• Coordinate orientation, learner town halls, and accreditation activities.

Skills

Calendar management

Minute taking

Interpersonal skills

Time management

Attention to detail

Education

High school diploma with secretarial courses

Tools

Microsoft Office Suite

Banner Finance

One45

Job description

(Full-time, Contractual until October 6, 2028)

This competition may be used to fill identical positions in this unit within three (3) months of the closing date

DUTIES

The successful applicant will provide advanced secretarial assistance, which requires initiative and independent judgement, and interpretation of policies and procedures, to support the delivery of academic programming for the office of Postgraduate Medical Education (PGME). Duties include providing support to the Associate Dean and Coordinator, which includes managing their calendars (coordinating meetings with the Associate Dean’s clinical secretary), preparing travel requests and travel claims, preparing internal requisitions, scheduling meetings; preparing agendas, compiling materials and background information and initiating follow up; attending meetings (at times after business hours) and recording and transcribing minutes; providing support to committees; schedule and take attendance at PGME Academic Half Days; scheduling learner town halls; conducting file and information searches; drafting correspondence, typing letters, reports, forms and other documents from rough draft; formatting materials for reports and presentations; developing Excel spreadsheets; distributing emails to programs and learners, arranging learners rotation orientation; preparing catering requests for PGME functions; liaising with program offices, other University departments, and external stakeholders; assisting with annual orientation; assisting with national accreditation processes; and performing others related duties as required.

QUALIFICATIONS

Considerable experience (3-5 years) in secretarial or administrative work; graduation from high school supplemented by courses in business education or secretarial science; or any equivalent combination of experience and training. The ideal candidate will be detail-oriented, self-motivated, and have exceptional interpersonal, organizational and time management skills. Experience managing a calendar and minute-taking is required, as is competency in Microsoft Office Suite. Familiarity with Banner Finance, One45, and knowledge of university and departmental policies and procedures would be considered assets.

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

CLOSING DATE October 19, 2026

COMPETITION NO MUN03656

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.

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 [phone].

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.