Intermediate Secretary – Division of Biomedical Sciences

About the role

The Division of Biomedical Sciences within the Faculty of Medicine seeks an Intermediate Secretary to provide high‑level administrative and operational support. Reporting to the Administrative Staff Specialist III and working closely with the Associate Dean, the role demands independent judgment, confidentiality, and the ability to thrive in a fast‑paced academic environment.

Key responsibilities

• Manage the Associate Dean’s calendar, coordinate meetings, arrange travel, and handle correspondence.
• Support academic recruitment and search committees by organizing applications, itineraries, and hiring documentation.
• Assist with academic appointments, promotion, and tenure processes, ensuring compliance with university procedures.
• Act as recording secretary for committees, prepare agendas, minutes, and follow‑up actions.
• Organise divisional meetings, including agenda preparation, minute taking, and distribution of materials.
• Coordinate visiting speaker programs, handling schedules, travel, accommodations, and meeting logistics.
• Maintain faculty records, tracking systems, and confidential files.
• Respond to inquiries from faculty, staff, students, and external stakeholders.
• Support divisional communications, reports, and other related duties as required.

Required profile

• 3‑5 years of progressive administrative experience, preferably supporting senior leadership.
• Diploma or equivalent in Business Administration, Office Administration, or related field.
• Demonstrated ability to manage multiple priorities, exercise independent judgment, and maintain confidentiality.
• Strong organizational, communication, and interpersonal abilities.

Required skills

• Advanced proficiency in Microsoft Excel.
• Advanced proficiency in Microsoft Word.
• General expertise with Microsoft Office suite.
• Familiarity with university systems such as Banner.
• Experience with document management system OnBase.
• Use of virtual meeting platforms (e.g., Zoom, Teams).

What we offer

• Salary range $53,729‑$63,029 CAD per year.
• Full‑time, three‑year fixed‑term contract.