Original job description
October 5, 2026
INTERMEDIATE SECRETARY (BAND 4)
Postgraduate Medical Education (PGME)
Faculty of Medicine
(Full-time, Contractual until October 6, 2028)
This competition may be used to fill identical positions in this unit within three (3) months of the closing date
DUTIES
The successful applicant will provide advanced secretarial assistance, which requires initiative and independent judgement, and interpretation of policies and procedures, to support the delivery of academic programming for the office of Postgraduate Medical Education (PGME). Duties include providing support to the Associate Dean and Coordinator, which includes managing their calendars (coordinating meetings with the Associate Dean’s clinical secretary), preparing travel requests and travel claims, preparing internal requisitions, scheduling meetings; preparing agendas, compiling materials and background information and initiating follow up; attending meetings (at times after business hours) and recording and transcribing minutes; providing support to committees; schedule and take attendance at PGME Academic Half Days; scheduling learner town halls; conducting file and information searches; drafting correspondence, typing letters, reports, forms and other documents from rough draft; formatting materials for reports and presentations; developing Excel spreadsheets; distributing emails to programs and learners, arranging learners rotation orientation; preparing catering requests for PGME functions; liaising with program offices, other University departments, and external stakeholders; assisting with annual orientation; assisting with national accreditation processes; and performing others related duties as required.
Qualifications
Considerable experience (3-5 years) in secretarial or administrative work; graduation from high school supplemented by courses in business education or secretarial science; or any equivalent combination of experience and training. The ideal candidate will be detail-oriented, self-motivated, and have exceptional interpersonal, organizational and time management skills. Experience managing a calendar and minute-taking is required, as is competency in Microsoft Office Suite. Familiarity with Banner Finance, One45, and knowledge of university and departmental policies and procedures would be considered assets.
SALARY $50,294 - $58,998 per annum (Non-Bargaining)
CLOSING DATE October 19, 2026
COMPETITION NO MUN03656
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) 864-6537. 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.
More about this job
Responsibilities
Provide advanced secretarial and administrative support to the Associate Dean, Coordinator, committees, and Postgraduate Medical Education programs. Coordinate calendars, meetings, travel, correspondence, records, learner activities, and accreditation-related tasks, including preparing materials and recording minutes.
Requirements
Requires 3–5 years of secretarial or administrative experience and high school graduation supplemented by business education or secretarial science courses, or an equivalent combination of training and experience. Calendar management, minute-taking, and Microsoft Office competency are required; familiarity with Banner Finance, One45, and university policies is an asset.
Skills
- Secretarial Support
- Administrative Support
- Calendar Management
- Minute-Taking
- Meeting Coordination
- Microsoft Office
- Written Communication
- Organization
- Time Management
- Interpersonal Communication
- Attention to Detail
- Independent Judgment
- Excel Spreadsheet Development
- Travel Coordination
- Committee Support
- Stakeholder Liaison
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Education
- Healthcare
Keywords
- Postgraduate Medical Education
- Academic Programming
- Secretarial Support
- Administrative Work
- Calendar Management
- Meeting Scheduling
- Agenda Preparation
- Minute-Taking
- Transcription
- Committee Support
- Microsoft Office
- Excel
- Banner Finance
- One45
- Travel Requests
- Travel Claims
- Internal Requisitions
- Correspondence
- Report Formatting
- Learner Orientation
- National Accreditation
- University Policies
- Departmental Policies
- Stakeholder Liaison
