SECRETARY (BAND LEVEL 3)

$46,134 - $54,114/Yr

Memorial University of Newfoundland - Annapolis, MD

Full-time - Entry Level

Annapolis, MD

Educational Services

About the position

The Secretary (Band Level 3) position within the Office of the Dean at the Faculty of Medicine is a full-time, permanent role that requires a proactive individual capable of performing a variety of secretarial duties with minimal supervision. The successful candidate will report directly to the Manager of Academic Affairs and will be responsible for a range of administrative tasks that are essential for the smooth operation of the Dean's office. This includes typing letters, forms, reports, and other documents from rough drafts or templates, as well as maintaining organized files and contact information for the Dean's office. In addition to document preparation, the role involves managing the faculty database by receiving and entering data, generating necessary reports, and coding correspondence for efficient filing. The Secretary will also maintain a computerized records management system, conduct file searches, and manage emails for filing purposes. Responding to inquiries in person, by telephone, or through written correspondence is a key aspect of the job, along with updating mailing lists and statistical information. The successful candidate will assist with large mail outs and social functions, providing comprehensive administrative support to the Manager of Academic Affairs, which includes scheduling meetings, taking meeting notes, and addressing inquiries. Furthermore, the Secretary will be expected to backfill the Academic Affairs Coordinator position as needed and perform other related duties as required.

Responsibilities

• Typing letters, forms, reports, and other documents from rough drafts or templates.
• Maintaining Dean's office files and contact information.
• Typing presentations and spreadsheets.
• Receiving and entering data into the faculty database and generating required reports.
• Coding correspondence for filing purposes.
• Maintaining a computerized records management system for general filing.
• Conducting file searches and managing emails for filing.
• Replying to inquiries in person, by telephone, or in writing.
• Updating mailing lists and statistical information.
• Conducting large mail outs and assisting with social functions.
• Providing administrative support to the Manager of Academic Affairs, including scheduling meetings and taking meeting notes.
• Backfilling the Academic Affairs Coordinator position as needed.
• Performing other related duties as required.

Requirements

• 1-3 years of experience in secretarial or administrative work.
• Graduation from a program in office administration or an equivalent combination of experience and training.
• Knowledge of Microsoft Office applications including Word, PowerPoint, and Excel is required.
• Knowledge of MS Access is an asset.
• Experience with faculty appointment processes is an asset.

Nice-to-haves

• Experience with faculty appointment processes.