INTERMEDIATE SECRETARY (BAND LEVEL 4)

INTERMEDIATE SECRETARY (BAND LEVEL 4) Office of Development and Alumni Engagement (2-Year Contractual Position) DUTIES Reporting to the Associate Director, Alumni Engagement, the Intermediate Secretary will perform advanced secretarial duties requiring initiative, judgment, and confidentiality. The successful candidate will be responsible for providing administrative and operational support to the unit in the planning and coordination of local, national, and international events and programs for alumni and friends of the University, as well as supporting the Associate Director with meeting management, travel, reporting, etc. Duties include maintaining electronic and manual files for events; supporting the unit in securing accommodations; preparing name tags, and providing general support to ensure efficient implementation; developing and maintaining spreadsheets for various purposes, including RSVP lists, mail merge, and data analysis; preparing and distributing a variety of materials and mail-outs; tracking RSVPs and registrations for events; responding to emails; working within a database and Excel spreadsheets; reconciling procurement card transactions; handling front desk inquiries; maintaining records for travel, promotional items, volunteer lists, etc.; scheduling meetings; compiling information for reporting purposes; and performing other related duties as required. This position works in a team environment and will be called on as back-up support when required. The successful applicant will be required to work occasional evenings and weekends. QUALIFICATIONS Considerable experience (3-5 years) in secretarial work; completion of a two-year office or business administration program is required; or an equivalent combination of experience and training may be considered. Strong interpersonal skills, attention to detail, and time management skills are essential, including the ability to prioritize competing demands, exercise sound judgment, and respond effectively in a fast-paced environment with frequent interruptions. The ideal candidate will have demonstrated experience using Microsoft Office (Excel and Word) and database programs; experience in event coordination; and considerable knowledge of general office administration. As the position works with both internal and external stakeholders, strong communication skills (both oral and written) and a collegial approach are necessary attributes. Knowledge of the University structure and academic and administrative systems, along with proficiency with relational databases or CRMs, would be considered an asset. SALARY $50,294 - $58,998 per annum (Non-Bargaining) CLOSING DATE September 8, 2026 by 5:00 p.m. NST COMPETITION NO. MUN03603 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; 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 [email protected] 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 [email protected]. 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.

Provide advanced administrative and operational support for the planning and coordination of alumni events and programs. Responsibilities include managing schedules, tracking registrations, maintaining records, and supporting the Associate Director with reporting and travel.

Requires 3-5 years of secretarial experience and the completion of a two-year office or business administration program. Candidates must be proficient in Microsoft Office and possess strong organizational and communication skills.

• Time managementPreferred
• written communicationPreferred
• interpersonal skillsPreferred
• Data analysisPreferred
• Microsoft ExcelPreferred
• Office AdministrationPreferred
• Microsoft WordPreferred

Identified from the job description. Confirm important requirements above.

• Secretarial Work
• Event Coordination
• Microsoft Excel
• Microsoft Word
• Database Management
• Time Management
• Interpersonal Skills
• Office Administration
• Written Communication
• Oral Communication
• Data Analysis
• Meeting Management

• Administrative
• Education
• Government & Public Sector

Minimum education

College diploma

Minimum experience

2+ years

Apply by

Sep 27, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Not Applicable