INTERMEDIATE SECRETARY (BAND LEVEL 5)

Research Initiatives and Services (Qanittaq)

(Contractual Position to March 31, 2027; Possibility of Extension)

BACKGROUND

The Qanittaq Clean Arctic Shipping Initiative (“Qanittaq”) is a unique partnership, co-led and co-developed by Memorial University and the Inuit Circumpolar Council (ICC) Canada. It aims to address and respond to the increase in Arctic shipping and related environmental impacts affecting Arctic communities, and to support Inuit communities’ needs for safe and cost-efficient resupply. Funded by the Canada First Research Excellence Fund (CFREF), this Initiative will bring together Inuit communities, academic institutions, government, and industry partners as we work to position Canadians and Inuit as world leaders in Arctic Shipping.

DUTIES

Reporting to the Qanittaq Memorial Research Committee Co-Chair, the successful applicant will perform advanced secretarial duties requiring a significant degree of initiative and judgement in support of the Co-Chair and Qanittaq Executive team. Duties include:

• providing personal support to the Co-Chair;
• managing their time schedules and arranging all meetings and appointments including compiling background information and coordinating ongoing scheduling requirements;
• coordinating a wide variety of confidential and sensitive matters;
• coordinating and organizing information for requests for institutional signatures;
• planning detailed travel for the Co-Chair and Executive Team including registration, airfare and accommodations;
• processing of travel claims;
• monitoring the project email account;
• maintaining project files, databases and the project website;
• assist in preparing reports for research committee;
• assist with compiling workplans and providing feedback to project team members;
• communicating with external stakeholders and providing appropriate contacts;
• assist in tracking project measurement outcomes;
• replying by telephone or email to inquiries;
• liaising with various University departments and stakeholders;
• screening telephone calls;
• opening and distributing mail;
• scheduling and attending meetings including preparing and distributing meeting materials, and taking and transcribing meeting minutes in consultation with the Co-Chair and Executive team;
• assisting in the coordination of all activities and events within the project group as needed; and
• performing other related duties as required.

QUALIFICATIONS

Experience (3-5 years) in secretarial or administrative work; and completion of a post-secondary program in office or business administration are required. An equivalent combination of experience and training may be considered. A bachelor’s degree in a related area is an asset. The ideal candidate will have experience performing work of a self-directed nature requiring judgement and analysis in a confidential, fast-paced environment. Proficiency with MS Office including familiarity with SharePoint; strong organizational, communication, and time management skills; and a high degree of attention to detail are required. Experience with document preparation and a strong orientation towards service and quality are essential. Experience using web page management tools, preparing and editing reports, and knowledge of the university structure and associated research and administrative systems are assets.

SALARY $52,675 – $61,793 per annum (Non-Bargaining)

CLOSING DATE October 23, 2024 by 5:00 p.m. NST

COMPETITION NO. MUN03007

Please note that we will ONLY accept applications for this position through our website https://www.mun.ca/hr/careers/

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.

Memorial University of Newfoundland