Dental Program Administrator

Competition 1197

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 1 year plus 1 day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - This role is in-person at North Campus Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the School of Dentistry

The School of Dentistry has been at the University of Alberta since 1917 and is part of the Faculty of Medicine and Dentistry and the College of Health Sciences. The school serves an integral role in educating a part of the healthcare workforce in Alberta and beyond.

The school offers undergraduate programs in Dentistry, Dental Hygiene, and Dental Assisting. We offer graduate programs in Dentistry, Dental Hygiene, Oral Biology, Oral Medicine, Orthodontics and Periodontology.

There are 24 Faculty, 42 Academic Teaching Staff (ATS), and 115 Excluded Academic staff, that are supported by the Student & Academic Services unit.

Our Mission: Improving the health of the people of Alberta and beyond through leadership in oral/maxillofacial health care, education, research/scholarship, and providing service that is responsive to social needs.

Position 

This position provides general program administration for all didactic, clinical, preclinical, and laboratory courses within the School of Dentistry. The incumbent also supports the Student & Academic Services team and works with the program’s faculty, clinical instructors, students, and staff. The position is responsible for timetabling, scheduling, student orientation and enrolment, exam administration and facilitation, grades management and general eClass support, clinical instructor scheduling, and meeting arrangement and attendance.

The Administrator is responsible for supporting a wide variety of tasks and requires strong administrative expertise, organizational and communication skills. They must have the ability to work independently, prioritize, multi-task, adapt schedules and meet deadlines. Proficient use of a variety of computer programs and the ability to quickly learn new technology is critical for this position. This position will support the program faculty, including the provision of administrative support to the Director.

Initially, this position will be providing support to the Dental Assisting program.

Duties 

Teaching and Learning Administration

• Provides administrative support to the director and faculty for the program.
• Plans, develops and creates the academic schedule, student timetables, clinic schedules, and clinical staff schedules.
• Builds, uploads and maintains all program data (Didactic, Clinical, Exams) using the School of Dentistry’s internal scheduling process and software.

Student Support

• Acts as the primary contact and resource for students in the program.
• Provides students with registration information and ensures each student is registered in all required courses for program duration.
• Monitors course completion for all students in the program.

Practicum Administration

• Coordinates with practicum sites to confirm placement opportunities and site details.
• Collaborates with the Program Director and Instructors to assist with the administration of the practicum sites.
• Compile and provide data on-site assessment.
• Assists with student scheduling to the various external practicum sites.

Examinations & Evaluations

• Builds and formalizes the midterm and final examination schedule for the program.
• Ensures readiness within the examination and assessment software (exam.med, assess.med, .med Portfolio, eClass, etc.) for student access on exam day.
• Liaises with the Academic Success Center to ensure all individual exam accommodations are coordinated and scheduled appropriately.
• Proctors all exams.

Learning Management System (LMS) 

• Administers access - enrolls/deletes users (students, faculty, instructors, and guest lecturers) depending on the access level granted/required.
• Facilitates uploading educational materials - PowerPoint presentations, PDFs, etc. - offering assistance with uploading issues, file conversions, and use of the video conversion software for the learning management system.
• Offers dedicated support to instructors in the compilation of instructional materials - formatting, editing, printing, and uploading of course material in Google Docs and eClass.

Orientation

• Organizes orientations; compiles materials/content; acts as a resource during the Fall and Winter orientation sessions.
• Assists with the development and maintenance of the student manuals.

Accreditation

• Works closely with the program director and serves as the primary administrative contact for the program accreditation when preparing documentation for program review by the Commission of Dental Accreditation of Canada (CDAC).
• Responsible for gathering the required information, monitoring the timeline, and assisting the program director in the preparation of reporting documents.

Qualifications

• Minimum 2-year related post-secondary diploma or University degree. Equivalent combinations of education and experience will be considered.
• 2 years of experience in post-secondary clinical program administration, including interpreting and applying policies, is considered an asset.
• Knowledge of dental terminology is an asset.
• Proficiency using MS and Google Suites and online meeting platforms (Zoom); working knowledge of PeopleSoft Systems, and eClass.
• Demonstrated ability to adapt to changing technology, proactively seeking to enhance skills
• Well-developed planning and organizational skills; ability to meet deadlines and prioritize activities.
• Excellent communication (listening, oral and written) and interpersonal skills.
• Accurate data entry skills; exceptional attention to detail and precision.
• Strong commitment to confidentiality and professionalism.
• Ability to interact effectively and professionally with diverse stakeholders, both internal, external, and student.
• Experience in records management.
• Familiarity with the University of Alberta policies, procedures, and academic programs
• Ability to work within online learning and curricular management systems.