Original job description
November 2, 2026
ADMINISTRATIVE STAFF SPECIALIST I (BAND LEVEL 5)
Undergraduate Programs
Faculty of Nursing
(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
Reporting to the Associate Dean, the Administrative Staff Specialist I will perform highly responsible administrative support duties requiring a significant degree of initiative and independent judgment. Duties include providing personal support to the Associate Dean to ensure a high level of personal organization and efficiency; managing the Associate Dean's schedule and arranging all meetings, including compiling background information and coordinating ongoing scheduling requirements; coordinating a wide variety of confidential and sensitive matters; preparing letters, newsletters, memos, reports, workloads, exam schedules, and other documents; managing communication by screening, acting upon, redirecting communications, and/or tracking correspondence to ensure follow-up and timely completion; composing correspondence and compiling information for reports and presentations; managing complex files and records specifically for the Division; anticipating requirements to ensure prompt and appropriate responses in all interactions; coordinating various committee meetings, including preparing agendas, following up on action items, uploading meeting materials to D2L, monitoring quorum requirements, and recording minutes; providing appropriate background materials and current information to the Associate Dean as needed; fostering strong relationships with faculty members, students, and other contacts of the Associate Dean; assisting in the coordination of activities and events; providing incidental support to the Manager of Academic Programs; and performing other related duties as required.
Qualifications
Experience (5-7 years) in progressively responsible secretarial work of a self-directed nature in an academic environment; graduation from an office administration program is required; or an equivalent combination of experience and training may be considered. The ideal candidate will have knowledge of the university structure and academic and administrative systems; strong organizational and time management skills; and the ability to respond effectively under pressure and manage frequent interruptions. Essential qualifications include attention to detail, strong service orientation, commitment to quality, demonstrated document preparation skills, and proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Written communication and information management (electronic and paper-based) are particularly important competency requirements. Familiarity with collective agreements and University policies and procedures are considered assets.
SALARY $53,729- $63,029 per annum (Non-Bargaining)
CLOSING DATE November 17, 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 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.
More about this job
Responsibilities
Provide high-level administrative support to the Associate Dean, including managing schedules, communications, confidential matters, documents, and divisional records. Coordinate committee meetings and events, prepare materials and minutes, track follow-up actions, and provide incidental support to the Manager of Academic Programs.
Requirements
Requires 5–7 years of progressively responsible secretarial experience in an academic environment and graduation from an office administration program, or an equivalent combination of experience and training. Candidates should have strong organizational, written communication, document preparation, and information management skills, along with proficiency in Microsoft Office; knowledge of university systems and policies is an asset.
Skills
- Administrative Support
- Calendar Management
- Meeting Coordination
- Document Preparation
- Written Communication
- Information Management
- Records Management
- Confidentiality
- Organization
- Time Management
- Attention To Detail
- Service Orientation
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft PowerPoint
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Education
- Management & Leadership
Keywords
- Office Administration
- Academic Environment
- University Structure
- Academic Systems
- Administrative Systems
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft PowerPoint
- D2L
- Calendar Management
- Committee Coordination
- Agenda Preparation
- Minute Taking
- Correspondence Management
- Document Preparation
- Report Writing
- Information Management
- Records Management
- Confidential Information
- Workload Coordination
- Exam Scheduling
- Collective Agreements
- University Policies And Procedures
