Intermediate Secretary – Faculty of Medicine (Band Level 5)

About the role

The Division of Biomedical Sciences within the Faculty of Medicine seeks an Intermediate Secretary (Band Level 5) to provide high‑level administrative and operational support. Reporting to the Administrative Staff Specialist III and working closely with the Associate Dean, the incumbent will manage a fast‑paced environment with confidentiality and independent judgment.

Key responsibilities

• Coordinate the Associate Dean’s calendar, meetings, travel, and correspondence.
• Support academic recruitment and search committees, handling applications, itineraries, and hiring documentation.
• Assist with appointments, promotion, and tenure processes, ensuring compliance with HR procedures.
• Act as recording secretary for committees and organize divisional meetings, preparing agendas, minutes, and follow‑up actions.
• Manage visiting speaker programs, including scheduling, travel, and accommodations.
• 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.
• Diploma in Business Administration, Office Administration, or equivalent.
• Proven ability to support senior leadership, coordinate committees, and manage multiple priorities.
• Strong organizational, communication, and interpersonal skills.
• Ability to work independently and collaboratively in a fast‑paced environment.

Required skills

• Advanced proficiency in Microsoft Excel.
• Advanced proficiency in Microsoft Word.
• Familiarity with university systems such as Banner.
• Familiarity with document management system OnBase.
• Experience with virtual meeting platforms.

What we offer

• Three‑year fixed‑term contract with a competitive salary range.
• Opportunity to work within a leading biomedical research environment.
• Professional development and collaborative workplace culture.