June 26, 2026

INTERMEDIATE SECRETARY (BAND LEVEL 5)

Division of Biomedical Sciences

Faculty of Medicine

(Full-time, Three-year Contractual Position)

This competition may be used to fill identical positions in this unit within three (3) months of the closing date

DUTIES

Reporting to the Administrative Staff Specialist III, and working closely with the Associate Dean, the successful candidate will function as a key administrative and operational support within the Division of Biomedical Sciences. The incumbent is responsible for exercising a high degree of independent judgement, confidentiality, and initiative in a fast-paced environment.

Duties include providing administrative support to the Associate Dean, including calendar and meeting coordination, travel arrangements, and correspondence; tracking correspondence to ensure follow-up and timely response; supporting academic recruitment and search committees through coordination of applications, itineraries, documentation, and hiring processes; assisting with academic appointments, promotion and tenure processes; ensuring adherence to established procedures governing academic human resource processes; supporting committee work, including acting as a recording secretary; organize divisional meetings including preparing agendas, minutes, and materials and initiating follow up; coordinating visiting speaker’s program activities, including setting up agendas, schedules, travel and accommodations, itineraries and meetings; maintaining faculty records and tracking systems; responding to inquiries from faculty, staff, students, and external stakeholders; maintaining confidential files and efficient administrative systems; supporting divisional communications and reports; and performing other related duties as required.

QUALIFICATIONS

Experience (3-5 years) in progressive administrative roles; graduation from a two-year diploma program in Business Administration, Office Administration, or a related field; or any equivalent combination of experience and training. The successful candidate will have experience supporting senior leadership, coordinating committees, meetings, and events, and managing multiple competing priorities while exercising independent judgment and maintaining confidentiality. The ideal candidate will possess strong organizational, communication, and interpersonal skills, with the ability to work both independently and collaboratively in a fast-paced environment. Advanced proficiency in Microsoft Office, particularly Excel and Word, is required. Familiarity with university systems such as Banner and OnBase, and experience with virtual meeting platforms, would be considered assets.

SALARY                                   $53,729 - $63,029 per annum (Non-Bargaining)

CLOSING DATE                       July 14, 2026

COMPETITION NO.                 MUN03541

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; 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.

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.