Department Administrator

**Department** Faculty of Medicine & Dentistry - Dentistry Dept

**Salary range** $51,821.52 to $70,382.74

**Hours per week** 35

**Grade** 8

**Posted date** September 13, 2024

**Closing date** September 20, 2024

**Position Type** Full Time - Operating Funded

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location - **Work primarily takes place at the Edmonton Clinic Health Academy (ECHA) North Campus, Edmonton; with occasional activities in Edmonton Kaye Edmonton Clinic (KEC), Oral Health Clinic (OHC), and the Katz research locations.

**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 Faculty**

The Mike Petryk School of Dentistry has one accredited certificate program in Dental Assisting totaling 52 students, two undergraduate programs, Dentistry and Dental Hygiene totaling 326 students, six graduate programs (three clinical and three non-clinical) with over 60 students, and two postgraduate programs with 6 residents.

There are approximately 24 Faculty, 42 Academic Teaching Staff (ATS), and 230 Excluded Academic staff, that are supported by the Clinical Services Team.

The OHC Clinical Programs operate out of the Kaye Edmonton Clinic, which includes 134 operatories, an in-house prosthodontics and orthodontics laboratory, industrial sterilization unit, and two dispensaries for distribution of equipment and instrumentation and supplies.

The School is the service provider in three Dental Outreach Clinics located in La Crete, High Level and McLennan, Alberta.

Additionally, the Mike Petryk School of Dentistry provides CDE programs for dental health professionals that are primarily clinically based. The administrative and clinical services within CDE will report under the Manager, Clinical Services.

**Position**

Reporting to the Supervisor, Administrative Services, the Department Administrator (Executive Assistant) provides executive administrative support to the Senior Associate Dean & Chair of Dentistry, related to all daily activities. This position is responsible for effective and efficient day-to-day operation of the School, which involves the ability to manage multiple activities, prioritize tasks and schedules as well as daily communication with other program staff, external stakeholders, and community partners. The position also provides administrative support for special projects and initiatives.

Due to the fast-paced nature of the School of Dentistry’s working environment and emerging priorities, the Department Administrator - EA must work with a high degree of independence and adaptability, exercising considerable tact, judgment and working effectively to manage competing priorities within tight time constraints.

**Duties**
- Respond to general department inquiries and draft and/or send correspondences that may relate to facilities, building access, security or outages, etc.
- Coordinate workspace assignments and office moves.
- Facilitate activities related to building access, office, and cabinet keys; respond to maintenance issues including liaising with the different units responsible for facilities and access.
- Maintain and enter records into the department database.
- Independently manage and prioritize the Department Chairs calendar, appointments, and contacts, ensuring efficient scheduling and time management.
- Coordinate closely with other executive assistants and external parties to manage schedules and arrange meetings with regulatory college and university officials.
- Coordinate and support department council and departmental committee meetings including organizing agendas and taking minutes.
- Assist with faculty recruitment activities - setting up visit arrangements, taking care of paperwork, creating itineraries, booking travel arrangements, hosting recruits, etc.
- Arrange and host virtual meetings as directed.
- Support the department FEC & ATSEC administrative processes.
- Participate as a departmental onboarding coordinator in unit-level onboarding/off-boarding activities.
- Provide backup coverage for Departm