INTERMEDIATE SECRETARY (BAND LEVEL 4)

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

Job summary

Memorial University is seeking an Intermediate Secretary in the Office of Development and Alumni Engagement on a 2-year contract. You will support alumni events, meetings, travel, and reporting, with back-up coverage as needed.

The role requires 3–5 years of secretarial experience, a two-year office or business administration program, strong MS Office skills, and good communication. Some evenings/weekends may be required.

Qualifications

• 3–5 years of secretarial work experience.
• Completion of a two-year office or business administration program or equivalent.
• Strong interpersonal, organizational, and communication skills.

Responsibilities

• Provide administrative and operational support to the unit.
• Plan and coordinate local, national, and international alumni events.
• Assist with meeting management, travel, and reporting.

Skills

Secretarial experience

MS Office (Excel, Word)

Event coordination

Data handling & reporting

Education

Two-year office or business administration program

Tools

Microsoft Excel

Microsoft Word

Relational databases / CRMs

Job description

Office of Development and Alumni Engagement

(2-Year Contractual Position)

DUTIES

Reporting to the Associate Director, Alumni Engagement, the Intermediate Secretary will perform advanced secretarial duties requiring initiative, judgment, and confidentiality. The successful candidate will be responsible for providing administrative and operational support to the unit in the planning and coordination of local, national, and international events and programs for alumni and friends of the University, as well as supporting the Associate Director with meeting management, travel, reporting, etc. Duties include maintaining electronic and manual files for events; supporting the unit in securing accommodations; preparing name tags, and providing general support to ensure efficient implementation; developing and maintaining spreadsheets for various purposes, including RSVP lists, mail merge, and data analysis; preparing and distributing a variety of materials and mail-outs; tracking RSVPs and registrations for events; responding to emails; working within a database and Excel spreadsheets; reconciling procurement card transactions; handling front desk inquiries; maintaining records for travel, promotional items, volunteer lists, etc.; scheduling meetings; compiling information for reporting purposes; and performing other related duties as required. This position works in a team environment and will be called on as back-up support when required. The successful applicant will be required to work occasional evenings and weekends.

QUALIFICATIONS

Considerable experience (3-5 years) in secretarial work; completion of a two-year office or business administration program is required; or an equivalent combination of experience and training may be considered. Strong interpersonal skills, attention to detail, and time management skills are essential, including the ability to prioritize competing demands, exercise sound judgment, and respond effectively in a fast-paced environment with frequent interruptions. The ideal candidate will have demonstrated experience using Microsoft Office (Excel and Word) and database programs; experience in event coordination; and considerable knowledge of general office administration. As the position works with both internal and external stakeholders, strong communication skills (both oral and written) and a collegial approach are necessary attributes. Knowledge of the University structure and academic and administrative systems, along with proficiency with relational databases or CRMs, would be considered an asset.

SALARY

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

CLOSING DATE

September 8, 2026 by 5:00 p.m. NST

COMPETITION NO.

MUN03603

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.