Bring your excellent administrative and client service skills to our team as an Administrative Assistant within our Quality department.
The Quality department works with the Quality Assurance Committee to administer the College’s Quality Assurance Program, ensuring that the knowledge, skills and judgment of Ontario dentists remain current throughout their careers, and that dentists continue to provide safe, effective, appropriate and ethical dental care for their patients.
The three areas of focus within the Quality department are:
1. Delivering the Quality Assurance Program as defined in O. Reg. 27/10 of the Dentistry Act, 1991
2. Advancing the RCDSO’s strategic projects and
3. Evolving a quality vision.
You will be responsible for supporting the Quality department, with particular attention on Continuing Education (CE) recording and monitoring through the e-Portfolio, course delivery through sessions hosted by the RCDSO, generation and distribution of CE certificates for self-study activities and maintenance of Study Clubs approved by the Quality Assurance Committee (QAC). You will also provide support for activities related to new question development groups for the Practice Enhancement Tool (PET).
You have excellent interpersonal skills, a keen eye for detail, and are eager to offer your knowledge and experience to the team. You thrive in a collaborative environment that embraces a philosophy of quality improvement and routinely advances refinements to processes as we strive for excellence.
This single vacancy contract is anticipated to end on December 24, 2025. This role will require the successful candidate to work onsite at our Toronto office occasionally as needed. At this time, we are only considering candidates located in Ontario or who are willing to relocate.
What can I expect to do in this role?
Reporting to the Administrator, Committee Support and Education, you will:
1. Recording and Monitoring through the e-Portfolio:
- Respond to inquiries from registrants regarding their Continuing Education (CE) activities and e-Portfolio and assist them to access their e-Portfolio and enter points.
- Assess submissions flagged as “pending” against set of defined criteria, assigns a CE category and change the status in e-Portfolio to “approved” where appropriate.
- Track self-assessments returned following audits, identifies and escalate preliminary concerns. Prepare monthly summaries and initiates follow up actions.
- Proactively communicate with registrants and support their follow-up to ensure completion of CE entries within defined timelines.
- Follow established criteria to complete all steps in response to registrants seeking exemption due to post-graduate enrollment, including obtaining verification documents and marking the appropriate cycle as exempt.
- Support all aspects of scheduled continuing education sessions, including enrollment, communication for invoicing, hosting of videoconference, distribution of certificates and maintenance of records. Sessions may include:
- Remedial and proactive courses
- Open registration courses
- Dentistry 101
- Distribute certificates to participants of RCDSO Connect, RCDSO self-study activities and others as requested.
- Contribute content for information sheets/Frequently Asked Questions (FAQs) for website and routine inquiries.
- Respond to queries regarding Study Clubs, providing prepared information sheets/FAQs.
- Review submissions against defined criteria, update internal records, and respond to successful applicants.
- Complete annual review of expiry dates and contacts as required for renewal.
- Update the Bridge and website (via Communications) with changes to Study Clubs.
- Use available software and technology to efficiently complete tasks.
- Clear CE mailbox and QA Mail folder, and respond to telephone and email inquiries from dentists, dental office staff, the Ontario Dental Association and other course providers within timeframe defined in service standards.
- Prepare confidentiality agreements, contracts and invoices (e.g., QAC meetings and PET working groups) following established templates.
- Arrange meeting room set-up and catering requests.
- Complete departmental filing and archiving departmental records (paper and digital).
- Provide general administrative support to the department as requested.
The Administrative Assistant requires:
- Completion of a related community college program or equivalent work and life experience
- Two- to three- years of administrative experience with strong customer service expertise
- Ability to interpret, explain and administer legislated requirements and by-laws
- Excellent organizational skills and the ability to prioritize assignments in a high-volume environment with regular deadlines
- Acts as a champion/agent of change with respect to learning modern technologies, new software, and innovative approaches
- Relies on best-practices, data, research and/or evidence to make informed decisions
- Excellent written and oral communication skills
- Excellent interpersonal skills, including a high-level of diplomacy, respect, and professionalism
- Strong attention to detail and accuracy
- Excellent critical-thinking abilities
- Extensive knowledge of Microsoft Office applications (Word, Excel, OneNote, Outlook, SharePoint, Teams,) and Adobe Acrobat Pro, Survey Monkey and Zoom
- Demonstrated natural curiosity to ask questions, review research; identify all required and relevant information (all)
- Relies on best-practices, data, research and/or evidence to make informed decisions (all)
- RCDSO is building its bilingual (French/English) capacity and excellent French language proficiency is required/an asset
- Experience in project management is an asset
- Base annual hiring salary from $51,215.41 to $57,617.33 (pro-rated for the duration of the contract), commensurate with experience.
- Paid vacation, wellness and sick days (pro-rated for the duration of the contract)
- Career-related learning and development opportunities
- Half-day Fridays between July 1st and September 1st as well as a half-day workday before statutory holidays
- Onsite gym, corporate discount to GoodLife Fitness, and wellness-related webinars
- Opportunities to connect with colleagues through virtual and in-person social events
To apply to this vacancy please submit your resume and cover letter describing why you are interested in this position and how your knowledge and skills may be well suited for the role via the RCDSO Job Portal on our Careers page by July 2, 2025 at 5 pm.
Our recruitment process is conducted remotely unless otherwise specified. Candidates are welcome to request an in-person interview.
Thank you for your interest; only applicants selected for an interview will be contacted.
The Royal College of Dental Surgeons is an inclusive employer.
Accommodation is available upon request under the Ontario Human Rights Code.
www.rcdso.org
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