Administrator - Dental Hygiene

University of Alberta; Edmonton; On-site; CAD 52,000 - 78,000; Full time

Job summary

The University of Alberta, North Campus Edmonton, invites applications for an Administrative Program Administrator in the Dental Hygiene Program. This role oversees didactic, clinical, preclinical and laboratory course administration, including timetabling, scheduling, student orientation and course enrolment, exam administration and grades management.

The successful candidate will support Course Directors, manage instructor schedules, assist with LMS tasks in Canvas, coordinate exams, maintain

Qualifications

• Minimum 2-year post-secondary diploma or university degree.
• 2 years experience in post secondary clinical program administration.
• Ability to work independently and manage competing priorities.
• Demonstrated ability to maintain confidentiality.
• Adaptability to changing technology and processes.
• Proficiency with Google Suite, PeopleSoft and LMS tools is preferred.

Responsibilities

• Provides administrative support to Course Directors for all years of the DH program.
• Schedules and manages Dental Hygiene clinical staff schedules.
• Supports development of the academic schedule.
• Maintains the Dental Hygiene program schedule within the School of Dentistry calendar.
• Coordinates room bookings and classroom/ seminar spaces.

Skills

Independent work

Judgment

Confidentiality

Tech adaptability

Attention to detail

Education

Post-secondary diploma or university degree

Tools

Google Suite

PeopleSoft

Alfresco

Canvas LMS

Cally .med suite

Job description

Job Description

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position provides program administration for all didactic, clinical, preclinical, and laboratory courses within the Dental Hygiene Program. The position is responsible for all aspects of the Dental Hygiene program administration (timetabling, scheduling, student orientation and course enrolment, exam administration and facilitation, grades management, LMS support, clinical instructor scheduling, and general program administrative support).

The Administrator supports a broad range of complex administrative activities and serves as a key operational resource for the program. The role requires exceptional organizational, communication, and administrative skills, along with the ability to work independently, manage competing priorities, adapt to changing demands, and consistently meet deadlines. A high level of proficiency with multiple software applications, combined with the ability to quickly learn and effectively use new technologies and institutional systems, is essential for success in this position.

Location

This role is in-person at North Campus Edmonton.

Responsibilities

Teaching and Learning Support and Administration

• Provides administrative support to Course Directors for all years of the DH program
• Schedules, updates and manages Dental Hygiene clinical staff schedule for instructors
• Supports the development of the academic schedule
• Responsible for the development and maintenance of the Dental Hygiene program schedule within the School of Dentistry calendar software
• Responsible for the request of classrooms and seminar rooms though the University’s Room Booking process

Examinations & Evaluations

• Works within the examination and assessment software to prepare exam material (Cally LMS)
• Confirms proctoring assignments with Faculty, Instructors and Support Staff
• Coordinates computer-based examinations; proctoring; troubleshooting where required
• Collects exam marks and prepares data for distribution and collation
• Uploads all examination grades as required for approval and publishing
• Maintains database of student grades and data collected and compiled

Learning Management System

• Administers access - enrolls/deletes users (Students, Faculty, Instructors and guest lecturers) depending on access level granted/required and troubleshoots, where required
• Assists Faculty/Instructors with uploading educational materials - PowerPoint presentations, pdf’s, etc. - assists with uploading issues, file conversions, use of the video conversion software for the learning management system.
• Enters approved course outlines and course schedules
• Develops Canvas gradebooks’ where required based on faculty requirements or direction - creates customized spreadsheets for grades with grading components from course outlines

Administrative Responsibilities

• Provides administrative support to the Associate Chair & Director, Dental Hygiene Program
• Organizes regular and ad-hoc meetings, prepares materials, provides support as needed, including agendas, minute taking, catering, room and equipment scheduling, etc.
• Responsible for event organization and related tasks (booking room, ordering catering, set-up/take-down, etc.)
• Administers, coordinates, and tracks information items and correspondence on matters related to the Student and Academic Services unit
• Prioritizes, organizes, responds to or redirects incoming correspondence/inquiries from students, academic and support staff; drafts correspondence where required; initiates action where appropriate
• Assists with the collection, organization and analysis of data for use in educational research activities, and special educational initiatives
• Administers student 'lockers' (distribution, tracking, maintenance)
• Performs other duties as required

Qualifications

• Minimum 2 year related post-secondary diploma or University degree. Equivalent combination of education and experience will be considered.
• 2 years experience in post secondary clinical program administration, including interpreting and applying policies is considered an asset.
• Ability to work independently as well as part of an integrated team
• Ability to exercise independent judgment and handle difficult/complex situations
• Demonstrated ability to maintain confidentiality when working with highly sensitive information
• Demonstrated ability to adapt to changing technology
• Excellent computer knowledge including Google Suite is required
• Experience with PeopleSoft, Alfresco, LMS (Canvas) systems and the Cally .med suite an asset
• Familiarity with the University of Alberta policies and procedures and academic programs

About Us

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Albertath 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.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

About The Team

The Faculty of Medicine & Dentistry is one of the world’s top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.