October 9, 2025

DECANAL ASSISTANT (BAND LEVEL 7)

School of Pharmacy

(Permanent Position)

DUTIES

Reporting to the Dean, the Decanal Assistant will perform highly responsible administrative duties requiring a significant degree of initiative and independent judgment. As the senior administrative support to the Dean, the incumbent is responsible for coordinating and ensuring adherence to the guidelines governing academic HR processes (recruitment activity, promotion and tenure process) and all administrative activities within the Dean's Office, including managing schedules and time; managing all communication received; screening, acting upon or redirecting communications; tracking correspondence to ensure follow-up and timely response; typing, proofreading, photocopying, and filing material of a confidential nature; supporting committee work; acting as a recording secretary for and assisting with all aspects of Faculty and Academic Council; preparing letters, memos, reports, and documents of a confidential nature, including composing documents in draft form where appropriate; assisting in the coordination of ad hoc activities and events as required; and preparing or researching background information relevant to ongoing activities in the Dean's Office. The Decanal Assistant initiates the coordination of documents to commence an academic recruitment process, as well as those related to tenured, tenure-track, and regular and teaching term appointments. As a very comprehensive, regimented, and time-sensitive process, this requires a thorough knowledge of operating procedures as well as an understanding and application of collective agreement language. This position works closely with all areas of the faculty, members of the of the Senior Executive Offices, Deans and Administrative Directors, and their respective staff; providing oversight or direction to Dean's Office staff; communicating regularly with faculty and staff both internal and external to the unit, as well as serving as a point of contact for other departments or faculties and for those outside the University, including professional groups, alumni, government officials, other universities, and potential (new) faculty members or teaching staff. 

QUALIFICATIONS 

Experience (5-7 years) in progressively responsible secretarial work of a self-directed nature; graduation from a three-year secretarial science or office administration (executive stream) program, supplemented by an additional year of post-secondary education, is required; or an equivalent combination of experience and training may be considered. Knowledge of the university structure, strong organizational and time management skills, and the ability to respond effectively under pressure are essential. Attention to detail; an orientation towards exceptional service; proficiency with MS Office and Adobe; experience drafting and preparing documents and presentations; excellent oral and written communication skills; demonstrated initiative; conflict and information management skills are particularly important competency requirements. Thorough knowledge of University structure, policies, and procedures (particularly those of an academic nature) is an asset. Proficiency with OnBase and Brightspace is preferred.

SALARY                         $61,099 - $71,679 per annum (Non-Bargaining)

CLOSING DATE             October 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; 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 equity@mun.ca 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 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.