INTERMEDIATE SECRETARY (BAND LEVEL 4)

September 21, 2026

INTERMEDIATE SECRETARY (BAND LEVEL 4)

Postgraduate Medical Education

Faculty of Medicine

(Full-time, Contractual Position to January 14, 2028)

DUTIES

With supervision from the Administrative Staff Specialist II and reporting to the PGME Coordinator, the Intermediate Secretary will provide administrative support to the Associate Dean and the team in the Postgraduate Medical Education Office, primarily the PGME Officer and the Academic Program Administrator in their accreditation, continuous quality improvement, and assessment portfolios. This position requires initiative, sound judgment, and the ability to work both independently and as part of a team. Duties include typing letters, memoranda, and correspondence; assist with purchasing, reconcile receipts and assist with departmental projects; schedule meetings and provide meeting support; serving as backup to the Intermediate Secretary for the Associate Dean and PGME Coordinator to take and transcribe meeting minutes; grow, update and maintain website content; process travel claims; reply in person, by telephone, or through written correspondence to inquiries; assess, input, and maintain information in applicable systems including Excel, Word, and One45; assist with various learner-related processes, including, but not limited, to rotation orientation, confirmation of enrollment letters, certificates of completion of trainee, reimbursements, archiving, learner registration, the PGME & PD handbooks and quarterly newsletter. The successful applicant will perform advanced secretarial and general clerical work requiring initiative and judgment. The role also includes attending meetings, preparing documentation, ensuring timely communication, and performing other related duties as required.

QUALIFICATIONS

Experience (3-5 years) in secretarial work in an academic office; graduation from a two-year program in office administration or business administration; or any equivalent combination of experience and training. Knowledge of MS Office, including Word and Excel, is required. The ideal candidate will have excellent written and verbal communication, and interpersonal skills as well. Knowledge of medical terminology, One45, and Banner would be considered assets.

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

CLOSING DATE October 6, 2026

COMPETITION NO. MUN03636

Please note that we will ONLY accept applications for this position through our website . 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 View phone number on jobs.swagapp.com. Call us at View phone number on jobs.swagapp.com 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 View email address on jobs.swagapp.com 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 View phone number on jobs.swagapp.com.

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.