Academic Administrator

**Date Posted**:05/28/2025
**Req ID**: 43137
**Faculty/Division**: Faculty of Dentistry
**Department**: Faculty of Dentistry
**Campus**: St. George (Downtown Toronto)

**Description**:
**About us**:
Exciting new advances and global challenges are radically reshaping the field of dentistry. Our vision at the Faculty of Dentistry at the University of Toronto is to not just address and respond to these changes - but to thoughtfully and conscientiously shape the field of the future.

With our robust and comprehensive educational training programs (DDS, MSc, PhD degrees, IDAPP and other specialty programs), our emphasis on community outreach and care, and our internationally known and interdisciplinary research mission, the Faculty of Dentistry at the University of Toronto continues to earn its reputation as one of the top dental schools in North America. Throughout more than 140 years of dental education - the oldest, largest and most comprehensive training program in Canada - we have striven to graduate the highest quality of students while providing the public the highest standards of care.

We are driving by our vision to improve health by advancing dentistry through inspired leadership, innovation, and excellence in education, research and practice.

**Your opportunity**:
Working under the general direction of the Manager Academic Administrative Services, under the guidance of the Course Directors, the Academic Administrator, Instructor acts as the first point of contact for Instructors in Dentistry. This position is the key contact for Instructors on their queries regarding scheduling, clinic access, academic procedures and referring to the Clinic Director and Course Directors on complex situations. Acting as a liaison between the Clinics and Academic Administration, you will ensure the staffing of instructors is in line with the needs of the Clinic as determined by the Course Directors under the guidance of the Director of Clinics and in line with the determined academic standards for instruction identified by the Vice Dean, Education. The incumbent is responsible, working alongside Course Directors, for the coordination of Simulation (pre-clinical) and Clinical Undergraduate and Graduate courses at the Faculty of Dentistry.

**Your responsibilities will include**:

- Acting as the first point of contact for all instructor-related matters, including recruitment, onboarding, scheduling, inquiries, and ongoing support.
- Resolving issues related to instructor concerns, complaints, or accommodation requests, and escalating problems as required.
- Coordinating instructor schedule to ensure proper coverage across all clinical areas, including coordinating replacements or rescheduling due to absences, and changes to clinic schedules or patient appointments.
- Handling sensitive and/or confidential information and communication related to instructor contracts (start dates, responsibilities, expectations, etc.)
- Preparing instructor contracts using templates.
- Collecting and passing on information to internal contacts (e.g. Facilities, IT, HR, and Clinic) that supports the on-boarding of instructors, including new-hire documentation, FOB access, locker assignments, and access to systems (e.g. UTime).
- Keeping well-informed on policies, rules, regulations and guidelines

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three years of related administration experience in a front-line position.
- Experience organizing, sorting and maintaining a large amount of highly sensitive and confidential information.
- Experience handling enquiries from faculty members or instructors in an academic setting.
- Experience drafting, compiling and collating documents, letters and lists.
- Demonstrated teamwork and collaboration skills, working with a variety of contacts and stakeholders.
- Strong communication (written and oral) skills, including proofreading and editing skills.
- Excellent time management, organizational and prioritization skills, with an ability to work under pressure and balance competing priorities.
- Advanced proficiency with MS Office (Word, Excel and PowerPoint), and scheduling software.
- Superior customer service and interpersonal skills; ability to work effectively with faculty members, instructors and other key stakeholders.
- Possess tact, discretion and good judgement in dealing with confidential information.

**Assets (Nonessential)**:

- Experience working in a clinical setting is an asset.

**To be successful in this role you will be**:

- Communicator
- Cooperative
- Efficient
- Organized
- Problem solver
- Team player

**Closing Date**: 06/11/2025, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial

**Lived Experience Statement