Dental Program Administrator

Competition 2115

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.

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 need.

Position Summary

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 to support 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 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.

Duties 

Teaching and Learning Administration

• Provides administrative support to programs directors and faculty, as needed, for various undergraduate and graduate programs.
• Plans, develops and creates the academic schedule, student timetables, clinic schedules, and clinical staff schedules.
• Maintains accurate and up-to-date course information and advise students and/or instructors of same
• Populates the Curriculum Management System (CMS)
• Builds, uploads and maintains all program data (Didactic, Clinical, Exams) using the School of Dentistry’s internal scheduling process and software.

Examinations & Evaluations 

• Builds and formalizes the midterm and final examination schedules. 
• For physical exam sessions assigns preceptors, set up the sessions, create groups, and attendance sheets.
• Ensures readiness within the examination and assessment software (exam.med, assess.med, .med Portfolio, eClass, etc.) for student access on exam day. 
• Proctors exams. 
• Coordinates and troubleshoots computer-based examinations.

Grades and Academic Standings

• Builds course components in the LMS (eClass) as per the designated methods of assessment in the course outline. 
• Uploads all examination grades to LMS (eClass) as required for approval and publishing.
• Maintains database of student grades, and GPAs.

Learning Management System (LMS) (Canvas or Designated Software) 

• Administers access - enrols/deletes users (students, faculty, instructors and guest lecturers) depending on access level granted/required.
• Maintains users’ access level and provides assistance and troubleshoots, where required.
• Facilitates uploading educational materials - PowerPoint presentations, pdf’s, etc. - offering expert assistance with uploading issues, file conversions, use of the video conversion software for the learning management system.

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(s) and serves as an administrative contact for accreditation when preparing documentation for program review by the Commission of Dental Accreditation of Canada (CDAC). 
• Responsible for gathering required information, monitoring timeline and assisting the program director(s) in preparation of reporting documents.
• Formats; edits; updates; reviews; uploads documentation.

Student Support

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

General Administrative Responsibilities

• Coordinates administrative support for programs: 
  • Books meetings 
  • Books meeting rooms and classrooms as requested by instructors, staff and students 
  • Drafts letters and other correspondence as requested 
• Participates in Advisory Council, Curriculum Committee and Admissions Committee meetings
  • Compiles agenda items, creates and distributes agenda, transcribes, edits  and distributes minutes from meetings (or meeting recordings).  
• Works closely with other members of the Student and Academic Services Team

Qualifications

• Minimum 2-year related post-secondary diploma or University degree. Equivalent combinations of education and experience will be considered.
• Experience in post-secondary clinical program administration is considered an asset.
• 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 seeks 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.
• Familiarity with the University of Alberta policies, procedures and academic programs
• Ability to work within on-line learning and curricular management systems.