Administrative Coordinator, College of Dentistry

Primary Purpose: Reporting to the Associate Dean, Academic and will primarily support the Dental Hygiene Program under the Academic Office umbrella. This position is responsible for providing exemplary administrative support to ensure the smooth functioning of all operations, planning and coordination of daily operations to ensure key objectives and priorities are advanced effectively. This position is expected to work effectively in a team environment and to provide support and guidance on matters related to the College of Dentistry’s operations.
Nature of Work: Working closely with Associate Dean, Academic and other staff, this position performs various administrative duties that require attention to detail, a high degree of accuracy and careful handling of confidential and sensitive information. This position will support the administrative functions for the entire Dental Hygiene Program. The work encompasses a broad range of complex duties and processes that involve various deadlines, peak periods, and situations that require the ability to work independently and collaboratively. This position must be able to anticipate requirements and then identify and implement solutions; excellent judgment is essential. This position is of above-average complexity, and some discretionary decision making will be required within established guidelines. 

The incumbent is expected to act as a knowledge source to senior leaders, faculty, staff, and alumni concerning many administrative processes. Therefore, the ability to understand policies and procedures is key to this position’s success. The impact of error is high, as it can affect the College of Dentistry and/or the University of Saskatchewan’s reputation. This position works under pressure in a fast-paced environment to meet competing deadlines and performs multiple tasks in a high traffic and continuously changing work environment. The standard for the quality of work and timely completion of tasks is very high. Excellent communication and interpersonal skills are essential, and superb customer service and the ability to lead among peers and collaborate are key traits required for this role.
Typical Duties or Accountabilities: 

• Provide administrative support to the Associate Dean, Academic, ensuring full preparation for all commitments, including gathering or creating background and meeting material.
• Support committees by coordinating meetings, working with the chair to create agendas, take minutes, and support the chair to make progress on committee action items between meetings.
• Provide strategic support to the Associate Dean, Academic, or designate, to ensure there is a proper balance of work/meeting time scheduled and they are fully prepared for commitments. 
• Ensure the timely and judicious articulation of those issues that the Associate Dean, Academic needs to be aware of, and/or which they alone can address or refer.
• Provide high-level administrative support for processes within the Dental Hygiene Program. Plan workflow; prepare and maintain records; track and adhere to deadlines; draft documents and reports; and apply policy and procedures, providing input to support continuous improvement. 
• Provide frontline first point of contact for visitors to the office, as well as receiving and directing email and telephone inquiries.
• Provide day-to-day support to the program (including general communications, supplies and equipment management, and staff access).
• Provide administrative support to all collegial processes.
• Assess office administrative procedures and processes with a view to making them more effective and efficient.
• Plan, coordinate and support various Dental Hygiene Program/College events.
• Development of course timetable and completion of Class Build processes.
• Share knowledge appropriately to allow fully informed decision making by colleagues of the office as well as those seeking information from the office.
• Exercise decision-making and problem-solving to ensure priorities and deadlines are met and take initiative to move beyond completion of assigned tasks to plan for future changes or requirements.
• Demonstrate a commitment to teamwork and positivity, along with an ability to create and nurture positive working relationships.
• Other duties as assigned.

Education: Successful completion of a relevant undergraduate degree or a recognized post-secondary office administration program are a requirement. A relevant combination of education and experience may be considered.
Experience: Minimum of three years’ experience working in a fast-paced, multifaceted office environment is required. Work experience dealing with scholarships, awards and bursaries would be beneficial. Demonstrated experience supporting academic senior level administrators, including strict time management, is required. Experience with collegial processes is an asset. Experience working in a post-secondary or other large organization is an asset. A high level of proficiency in Microsoft Outlook, Word, Excel and PowerPoint is essential. Understanding university platforms (Banner, PAWS, Degree Works, About-US and U-Friend) is required. Knowledge of University of Saskatchewan policies and procedures is beneficial.
Skills: Demonstrated ability to support senior level administrators and work effectively and discretely with confidential and sensitive information is essential. Demonstrated professional maturity, including the ability to take initiative and be self-directed; proven ability to handle a variety of tasks simultaneously, prioritize appropriately, and work under pressure to meet deadlines in a continuously changing environment; and expert organizational, time-management and analytical skills. The ability to recognize and implement change in policies and procedures which result in the improved delivery of administration; detail-oriented with the ability to summarize and effectively present information; and demonstrated public relations skills, including the ability to interact effectively with the public, faculty, staff and students, exercising diplomacy, judgment, tact, confidentiality, and cultural sensitivity. Polished and professional communication skills both written and verbal; ability to initiate and handle a variety of projects or commitments simultaneously; demonstrated experience dealing with scholarships; demonstrated excellence in all aspects of event planning, coordinating and implementing; demonstrated ability to work independently and collaboratively; confidence in ability to learn and use new technology is essential. The ability to establish and maintain professional working relationships with a diverse group of individuals.