INTERMEDIATE SECRETARY (BAND LEVEL 4)

April 9, 2025

INTERMEDIATE SECRETARY (BAND LEVEL 4)

Department of English

Faculty of Humanities and Social Sciences

(Two Year Contractual Position)

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

DUTIES

The Intermediate Secretary will perform advanced secretarial duties requiring initiative, judgement and confidentiality in support of the Head and the Department. Duties include:

1. Providing proactive secretarial support to the Head and Department;
2. Composing correspondence;
3. Formulating letters, reports, exams and other correspondence;
4. Responding to inquiries;
5. Maintaining departmental filing systems, including confidential files;
6. Scheduling meetings and appointments and making travel arrangements for the Head and departmental visitors;
7. Scheduling meetings for a number of committees and providing required support, including for Promotion and Tenure and Search committees;
8. Taking minutes;
9. Organizing SPARKS Literary Festival (travel, accommodations, honorariums, hosting);
10. Entering grades and accessing information using Student Banner;
11. Coordinating and completing a variety of student related activities;
12. Corresponding with the Registrar’s Office;
13. Assisting faculty, undergraduate and graduate students;
14. Coordinating the set-up of per course instructors;
15. Providing support to the Administrative Staff Specialist;
16. Assisting with the preparation of miscellaneous time reports and processing purchase orders;
17. Ensuring all communications, information and documents are handled in compliance with privacy policies and regulations;
18. Ordering office supplies;
19. Arranging social functions;
20. Performing other related duties as required.

Qualifications

Considerable experience (3-5 years) in progressively responsible secretarial work and multitasking; completion of a two-year office administration or business administration program is required; however, an approved equivalent combination of experience and training may be considered. Strong organizational, written and oral communication skills are essential for this role. The ideal candidate will be proficient in Microsoft Word and WordPerfect. Experience working in an academic environment, using Banner Student, Banner Finance and FLAC; as well as knowledge of the University Policies and Procedures will be considered assets.

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

CLOSING DATE April 24, 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, people of any sexual orientation, gender identity, or gender expression; Indigenous peoples; visible minorities and racialized people; and people with disabilities.

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 recruitment@mun.ca.

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.