SECRETARY (BAND LEVEL 3)

Office of the Provost and Vice-President (Academic)

(6-month Contractual Position)

DUTIES

• The successful applicant will provide support to the Office of the Provost and Vice-President (Academic) in performing secretarial duties requiring initiative and judgment and involving a wide variety of confidential and sensitive matters.
• Duties include:
  • Providing reception services to visitors to the Office of the Provost.
  • Responding to inquiries promptly and appropriately.
  • Assisting with monitoring the work plan for the Provost’s Office to ensure progress and timely completion of activities and projects.
  • Ensuring a high level of personal and office support in contributing to a highly effective and efficient office.
  • Conducting follow-up action on outstanding items.
  • Composing, typing, and formatting correspondence, reports, and presentations.
  • Assisting with the coordination of on-site visits as a part of the search process for senior leaders (i.e. Deans and Senior Directors).
  • Keying leave reports.
  • Creating and distributing Academic Appointment letters.
  • Assisting in the Promotion and Tenure process.
  • Creating new distribution lists for the Provost’s portfolio and ensuring all required updates are made through a monthly review.
  • Screening and distributing incoming mail for the office.
  • Managing communications for the general office.
  • Maintaining filing systems.
  • Coordinating purchases for the office.
  • Providing back-up secretarial support to the Provost’s Office senior management team as required.
  • Performing other related duties as required.

QUALIFICATIONS

• Experience (1-3 years) in secretarial work; completion of a 2-year program in business or office administration is required; or an equivalent combination of experience and training may be considered.
• Knowledge of word processing and Microsoft Office applications is required.
• Experience in managing communications would be an asset.

SALARY $46,134 – $54,114 per annum (Non-Bargaining)

CLOSING DATE October 2, 2024 by 5:00 p.m. NST

COMPETITION NO. MUN02968

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