Intermediate Secretary (Band Level 4)

October 7, 2024

INTERMEDIATE SECRETARY (BAND LEVEL 4)
Office of Learner Well-Being and Success
Faculty of Medicine
(Full-time, Permanent Position)

DUTIES

• Reporting to the Manager, Learner Well-Being and Success, the successful applicant will perform advanced secretarial duties requiring initiative, confidentiality, and the ability to exercise sound judgement.
• Providing administrative support to the Associate Dean, Manager, Directors and office staff.
• Organizing meetings and appointments.
• Preparing agendas, recording and transcribing of minutes for meetings.
• Compiling materials and background information and initiating follow-up.
• Acting as the front line person for the office including answering and directing telephone calls, mail, email, and in-person inquiries.
• Assisting learners with travel requests and travel claims, lockers, parking permits, etc.
• Tracking and entering time and leave in Banner.
• Completing documentation for outside organizations such as, NLHS, NLMA and CPSNL.
• Ensuring MUCEP payroll and documentation is complete and processed.
• Ordering office supplies.
• Assisting in the logistical planning and support of services offered from the Office of Learner Well-Being and Success, such as Orientation, White Coat Ceremony, Convocation/Graduation, Shingles Night, Scholarships, Awards and Bursaries, as well as all programs offered through this office.
• Reconciling accounts.
• Completing pre-approval forms and preparing documents for payment of invoices.
• Preparing confidential documents as required.
• Maintaining the filing system.
• Liaising with other University departments.
• Performing other related duties as required.

QUALIFICATIONS

Experience (3-5 years) in responsible secretarial or administrative support work; supplemented by a diploma in office administration; or any equivalent combination of experience and training. Exceptional interpersonal communication and organizational and time management skills are required for this position. A positive attitude, coupled with a desire to help learners, maintain confidentiality and work in a fast-paced environment is required. The ideal candidate will have experience and competency with Adobe and the Microsoft Office Suite (Word, Excel, Power Point and Outlook). Knowledge of Memorial’s Policies and Procedures as well as experience with Banner Finance, BrightSpace and OnBase are assets.

SALARY $49,308 – 57,841 per annum (Non-Bargaining)
CLOSING DATE October 22, 2024
COMPETITION NO. MUN02970

Please note that we will ONLY accept applications for this position through our website www.mun.ca/careers. Applications must be received by the end of business day on the competition closing date. You may drop off a paper application to the Faculty of Medicine – Memorial University, Medical Education Centre, St. John’s, Room M2M229; or fax your resume to (709) 864- 6344. Call us at (709) 864-6404 for assistance.

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.

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 (709) 864-6404.

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