INTERMEDIATE SECRETARY (BAND LEVEL 4)

September 28, 2026

INTERMEDIATE SECRETARY (BAND LEVEL 4)

Department of Civil Engineering

Faculty of Engineering and Applied Science

(2-Year Contractual Position)

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

DUTIES

With minimum supervision, the Intermediate Secretary will perform secretarial duties for the Civil Engineering Department Head. This position requires initiative and judgment and is part of the team that provides administrative support for the departments. Duties include managing the recruitment process for postdoctoral positions, research assistants, visiting scholars, and undergraduate students; handling necessary hiring documentation; coordinating with the Grants Office to ensure funding is secured for hiring; liaising with Faculty Relations and Human Resources; preparing exit management paperwork for departing faculty and departmental employees; maintaining absentee records for departmental staff; drafting letters and memorandums; serving as the first point of contact for students, staff, faculty, and visitors; addressing inquiries in person, via email, or by telephone; answering departmental emails; assisting students by processing course change forms, course load waivers, prerequisite waivers, organizing deferred exams and re-exams; liaising with the Registrar's Office and the Graduate and Undergraduate Offices; coordinating meetings, preparing agendas, and taking and transcribing meeting minutes; organizing faculty load and compensation assignments and additional teaching assignments; organizing the Promotion and Tenure Committee and setting up the Promotion and Tenure course shell; organizing university events and hosting them; managing the department webpage; processing departmental room booking requests; coordinating with Professors and the Graduate Office to prepare teaching assistant assignments each semester; completing course audits and teaching equivalencies each semester; coordinating with the MUN bookstore to ensure appropriate textbooks are ordered and in stock for upcoming semesters; assessing information on Banner Student and/or Student Web; managing various academic and administrative logistics; maintaining a computerized and manual filing system; coordinating printing services for faculty; and performing other related duties as required.

QUALIFICATIONS

Experience (1-3 years) in secretarial work; completion of a two-year office administration or business administration program is required; or an equivalent combination of experience and training may be considered. Knowledge of Microsoft Word, PowerPoint and Excel is essential for this role.

SALARY $50,294 - $58,998 per annum (Non- Bargaining)

CLOSING DATE October 14, 2026 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 [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.