ACADEMIC ADMINISTRATIVE ASSISTANT (BAND LEVEL 6)

(Senior Secretary)

Office of the Provost and Vice-President (Academic)

(6-month Contractual Position)

DUTIES

• The successful applicant will be responsible for performing administrative work of a diversified organizational nature in providing support to the Office of the Provost and Vice-President (Academic) and the Director of Resource Allocation and Planning and Associate Vice-President, including coordinating a wide variety of confidential and sensitive matters to maximize the efficiency and effectiveness of the office.
• Duties include managing schedules and arranging meetings, including compiling background information, agendas, taking meeting minutes when required, and coordinating ongoing scheduling requirements; backfilling for the Executive Assistant to the Provost/VPA as required; fostering a strong relationship with members of the Senior Executive Offices, Deans, Directors, and respective staff reporting to the Provost/VPA; managing executive communication by screening, acting upon, redirecting communications, and/or tracking executive correspondence to ensure follow-up and timely completion; composing correspondence and compiling information for reports and presentations; maintaining electronic files and organization in accordance with MUNCLASS including, but not limited to, email, shared drive, and MUNdocs; providing backup support for office reception; planning detailed conference travel or other arrangements including itinerary, agenda, background, and current information.
• This role will also be responsible for assisting with Academic Leadership Searches as required, including supporting logistical aspects of candidate’s onsite visits such as itinerary preparation, scheduling, and stakeholder engagement; and performing other related duties as required.

QUALIFICATIONS

• Experience (minimum 5 – 7 years) providing executive senior administrative support in an academic or business context; completion of a two-year program in business or office administration; or any equivalent combination of experience and training is required.
• The ideal candidate will have experience interpreting and analyzing information and policy documents; the demonstrated ability to exercise judgment in prioritizing work; and the demonstrated ability to maintain a high level of confidentiality, professionalism, and decisiveness while working in a high-pressure environment with competing priorities, deadlines, and frequent interruptions.
• The successful candidate must be comfortable interacting with numerous stakeholders internal and external to the University and have the ability to effectively manage issues in a calm and reassuring manner.
• Strong information management and computer skills including knowledge of electronic document management and information systems, and fluency with Microsoft Office and Adobe Acrobat, are required.
• The ability to work well independently and as part of a team, as well as strong organizational skills, are essential to this position.
• Knowledge of post-secondary institution structures and experience working with collective agreements are considered assets.

SALARY $56,212 – $65,938 per annum (Non-Bargaining)

CLOSING DATE November 7, 2024 by 5:00 p.m. NST

COMPETITION NO. MUN02967

Please note that we will ONLY accept applications for this position through our website https://www.mun.ca/hr/careers/

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, people of any sexual orientation, gender identity, or gender expression; Indigenous peoples; visible minorities and racialized people; and people with disabilities.

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.

Memorial University of Newfoundland