Administrative Secretary

Faculty of Humanities and Social Sciences (Permanent Position)

DUTIES

• The Administrative Secretary will perform responsible secretarial work in support of the academic function of the Department of Economics.
• Responsible for the full scope of administrative functions, such as financial, administrative, and human resources tasks within the department, including the Jarislowsky Chair and the CARE grant.
• Duties include:
• Providing budget and administrative support to the Head.
• Assisting the Graduate Officer while maintaining overall responsibility for all paperwork required for the graduate program and maintaining graduate student files.
• Preparing budget requests and reviewing budget transactions using Banner Finance.
• Preparing and maintaining expenditure records and maintaining past and present expenditure data.
• Overseeing and processing travel and research grant documents in accordance with University policies and procedures.
• Tracking research grant expenditures for faculty.
• Processing purchases, including issuing purchase orders, journal vouchers, and direct pays.
• Processing receipts and obtaining quotes.
• Providing policy and procedural advice to faculty and students.
• Assisting with the compilation of teaching plans and course offerings.
• Maintaining timetables and updating departmental or CARE web pages.
• Entering grades and using Banner to access student records.
• Compiling scholarship information and reports to assist in scholarship recommendations.
• Processing all human resources-related hiring requests and documentation for faculty, graduate students, and undergraduate students, including leave or time entry approvals.
• Arranging meetings and managing office activities, ensuring appropriate follow-up.
• Preparing information, statistics, enrollment data, etc.
• Maintaining the filing system.
• Interacting with faculty, staff, students, and the general public to provide information and assistance.
• Liaising with centralized departments on financial, human resources, graduate studies, registration, and facilities issues.
• Maintaining a network of contacts with other academic units and administrative offices.
• Suggesting and assisting with the implementation of new policies, procedures, and forms.
• Directing the flow of work to clerical staff.
• Reviewing incoming mail and composing and answering correspondence.
• Processing confidential matters and responding to requests for general assistance.
• Performing other duties as required.

QUALIFICATIONS

• Experience (3-5 years) in secretarial or administrative work of a progressively responsible nature.
• Graduation from a 2-year office administration program, supplemented by coursework toward an undergraduate degree in business administration or a related field, is required; or an equivalent combination of experience and training may be considered.
• Experience with Microsoft Office, Enterprise Resource Management systems, and website content updates are essential.
• The successful candidate must have excellent interpersonal skills, basic knowledge of bookkeeping principles and practices, and the ability to work independently.
• Knowledge of University policies and procedures and experience working with Banner are assets.

SALARY

$57,336 - $67,257 per annum (Non-Bargaining)

CLOSING DATE

November 2, 2026 by 5:00 p.m. NST

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.