INTERMEDIATE SECRETARY (BAND LEVEL 4)

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

Job summary

Memorial University of Newfoundland is seeking an Intermediate Secretary to support the PGME Office, assisting with accreditation, quality improvement, and learner-related processes. The role requires initiative, sound judgment, and the ability to work independently or in a team; duties include typing, purchasing, travel claims, and maintaining information systems.

The successful candidate will have 3–5 years of secretarial experience in an academic setting, a two-year program in office

Qualifications

• 3–5 years of secretarial work in an academic office.
• Graduation from a 2-year program in office or business administration or equivalent experience.
• Proficiency in MS Word and Excel required; strong written and verbal communication.

Responsibilities

• Provide administrative support to the Associate Dean and PGME team.
• Type letters, memoranda, and correspondence; assist with purchasing and travel claims.
• Schedule meetings, provide meeting support, and transcribe minutes as needed.

Skills

Secretarial experience

Communication skills

Independent worker

Team collaboration

Education

Two-year program in office administration or business administration

Tools

MS Word

MS Excel

One45

Banner

Job description

(Full-time, Contractual Position to January 14, 2028)

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

DUTIES

With supervision from the Administrative Staff Specialist II and reporting to the PGME Coordinator, the Intermediate Secretary will provide administrative support to the Associate Dean and the team in the Postgraduate Medical Education Office, primarily the PGME Officer and the Academic Program Administrator in their accreditation, continuous quality improvement, and assessment portfolios. This position requires initiative, sound judgment, and the ability to work both independently and as part of a team. Duties include typing letters, memoranda, and correspondence; assist with purchasing, reconcile receipts and assist with departmental projects; schedule meetings and provide meeting support; serving as backup to the Intermediate Secretary for the Associate Dean and PGME Coordinator to take and transcribe meeting minutes; grow, update and maintain website content; process travel claims; reply in person, by telephone, or through written correspondence to inquiries; assess, input, and maintain information in applicable systems including Excel, Word, and One45; assist with various learner-related processes, including, but not limited, to rotation orientation, confirmation of enrollment letters, certificates of completion of trainee, reimbursements, archiving, learner registration, the PGME & PD handbooks and quarterly newsletter. The successful applicant will perform advanced secretarial and general clerical work requiring initiative and judgment. The role also includes attending meetings, preparing documentation, ensuring timely communication, and performing other related duties as required.

QUALIFICATIONS

Experience (3-5 years) in secretarial work in an academic office; graduation from a two-year program in office administration or business administration; or any equivalent combination of experience and training. Knowledge of MS Office, including Word and Excel, is required. The ideal candidate will have excellent written and verbal communication, and interpersonal skills as well. Knowledge of medical terminology, One45, and Banner would be considered assets.

SALARY $50,294 - $58,998 per annum (Non-bargaining)CLOSING DATE October 6, 2026COMPETITION NO. MUN03636

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.

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].