June 16, 2026

Administrative Staff Specialist I (BAND LEVEL 5)

Human Resources

Faculty of Medicine

(Full-time, three-year Contractual Position)

The University will consider applications from qualified permanent staff who may be interested in a secondment, subject to departmental approval

DUTIES

Reporting to the Manager of Human Resources, but collaborating with the Human Resources Administrator, using independent judgement to triage and prioritize cases within the department of Human Resources, Faculty of Medicine (FoM). The successful candidate will perform moderately difficult and varied clerical work. Duties include providing front-line support to the Human Resources office; answering in-person, telephone and email enquiries from staff, faculty, students and the general public; maintaining the Faculty of Medicine Human Resources general email account; distributing, reviewing and tracking time sensitive documentation related to employee and labor relations situations and concerns, accommodations, requests to fill (RTF); liaise with Finance and Payroll for all issues relating to salaries, grants, MUCEP/ISWEP, and labour distribution; scheduling meetings and taking meeting minutes; calendar management for office meetings; organize and prepare interviews for all staff recruitment; knowledge and use of cross campus systems such as OnBase and Banner; data collection & sweeping; generate reports and follow-up with staff; administer leave management for staff, including distribution, collection and keying of leave and leave adjustments as well as provide direction and information to administrative staff throughout the Faculty of Medicine on leave management; attending various committee meetings; supervise and direct work of MUCEP student; maintaining confidential filing systems for Human Resources; assisting with various aspects of the recruitment process for staff and student assistants; process credit course reimbursements tracking; assist with RTF processing; track resignations, terminations and retirements and follow-up with departments; typing reports; write letters, emails, and other correspondence, and various forms of transcription from rough draft or verbal instruction; organize and coordinate different wellness initiatives within the Faculty of Medicine for staff, faculty and students; and performing other related duties as required.

Qualifications

Experience (3-5 years) in general clerical work; graduation from a two-year human resources or business administration program or related field; or any equivalent combination of experience and training. The ideal candidate will have supervisory experience; the ability to pay strict attention to detail, possess strong organizational and interpersonal skills and the ability to work independently as well as be a contributing member of a team in a fast-paced environment. Experience using Microsoft Office, specifically Excel and Word; experience with Banner HR, and knowledge of case management systems and financial transactions such as invoicing are assets.

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

CLOSING DATE July 2, 2026

COMPETITION NO. MUN03529

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.

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.