Administrative Specialist ; Band Level 4

ADMINISTRATIVE STAFF SPECIALIST I (BAND LEVEL
4)

Engagement and Convocation

Student Life

(Contractual Position to October 26, 2027)

The University will consider applications from qualified permanent staff who may be interested in a secondment, subject to departmental approval

Reporting to the Manager of Finance and Administration and the Associate Director of Student Engagement and Events, the Administrative Staff Specialist I will play a vital role in providing administrative support to the Department of Student Life's various programs. This position will directly support and collaborate closely with the Associate Director of Student Engagement and Events. The primary area of support will be First Year Experience programming to ensure the smooth execution of events, projects, and activities that enhance the student experience.

Key responsibilities include:

• Providing administrative support to the Associate Director of Student Engagement and Events.
• Providing administrative support for program and event budgets, including tracking expenses and maintaining records, performing day-to-day financial functions, and reconciling accounts.
• Coordinating the receipt, review, and processing of a variety of purchasing and accounting documents.
• Maintaining comprehensive financial records.
• Managing, collecting, and processing student payroll time entries.
• Communicating effectively with team members, participants, and external stakeholders.
• Acting as the primary contact for students and graduates regarding all Convocation-related inquiries or issues; handling correspondence with graduating students, running Banner student reports, processing late registration requests, and performing general administrative activities in support of Convocation.
• Assisting with the preparation of program-related materials, presentations, and reports.
• Providing administrative support and expertise to assist program coordinators with planning, organizing, and executing events and initiatives; contributing to the overall efficiency and success of the program team.
• Communicating effectively with stakeholders, consulting with colleagues when necessary, and providing updates on progress and challenges.
• Cultivating positive working relationships with internal and external partners.
• Providing coordinated administrative support, including event logistics, scheduling meetings, arranging parking permits, room bookings, purchasing, and performing a variety of general office functions and other related duties as required.

• Experience (3-5 years) in an administrative staff capacity.
• Completion of a two-year Office Administration diploma, supplemented by one year of completed university-level coursework in business administration or a related field; or an equivalent combination of experience and training may be considered.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Comfortable working in an environment that requires an understanding of strategic priorities and discretion.
• Proficiency in the Microsoft Office Suite and project management tools.
• Ability to adapt to changing priorities and work collaboratively in a dynamic environment.
• Experience working collaboratively in a fast-paced, team-oriented environment.
• Proven experience coordinating projects, meetings, and events, including logistical arrangements.
• Demonstrated proficiency in preparing and organizing materials for presentations, reports, and communications.
• Enthusiasm for contributing to the success of departmental initiatives.
• Knowledge of the Memorial University Banner Student Administration System, Banner Finance, the Human Resources Management System, and University policies and procedures will be assets.

$50,…