Administrative Assistant - Operations Support - Casual

Date Posted: 05/26/2025
Req ID: 43077
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 150 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: 

Reporting to the Associate Director, Clinical Operations, the Administrative Assistant - Operations Support will provide high-level administrative support to ensure the smooth operation of our large institutional dental clinic. This role requires exceptional computer skills, excellent communication abilities, and the capacity to prioritize tasks effectively. The ideal candidate will be adept at stakeholder engagement, able to take direction well, and work independently as needed.

Your responsibilities will include:

• Manage professional email correspondence, ensuring timely and accurate responses.
• Acquire quotes from vendors, follow up on orders, and maintain vendor relationships.
• Update clinical policies, review and revise clinic procedures and manuals.
• Reconcile statements and manage financial documentation.
• Perform mail merges for various communications and documentation needs.
• Understand and prioritize stakeholder needs, ensuring effective communication and collaboration.
• Schedule and organize meetings using MS Teams, including preparing agendas and taking minutes.
• Maintain and update databases, ensuring data accuracy and integrity.
• Create and format reports using Excel, PowerPoint, and MS Word.
• Assist with special projects as needed, providing administrative support and coordination.
• Monitor and manage clinic inventory, ensuring supplies are ordered and stocked appropriately.
• Assist in the preparation and coordination of training sessions for staff.

Qualifications:

Essential Qualifications:

• University Degree or College Diploma; additional certification in office administration or related field preferred.
• Minimum of 2 years of administrative experience, preferably in a healthcare or dental clinic setting.
• Proficiency in MS Office Suite (Excel, PowerPoint, Word, Teams) and ability to perform mail merges.
• Excellent written and verbal communication skills, with a professional demeanor.
• Strong prioritization and time management skills, with the ability to manage multiple tasks simultaneously.
• Ability to engage effectively with stakeholders and work collaboratively within a team.
• Capable of working independently and taking initiative when required.
• Ensure compliance with clinic policies and procedures, maintaining confidentiality and security of patient information.
• Assist in the planning and execution of clinic such as the Clinic Staff In-Service training

Assets (Nonessential):

• Experience working in a healthcare environment or project management experience

To be successful in this role you will be:

• Communicator
• Organized
• Multi-Tasker
• Problem Solver
• Team Player

Note: Please note this position is required to be on-site. Hours of work for this position is 8:45AM to 5:00PM Monday to Friday

Please submit all applications (Resume & Cover Letter) to Human.Resources@dentistry.utoronto.ca with the subject line "Administrative Assistant - Operations Support Casual".

Thank you for your interest in joining our team. Only those candidates who meet our criteria will be contacted.

Closing Date: June 9, 2025, 11:59PM ET
Employee Group: USW Casual
Appointment Type: Casual - Less than 6 months
Schedule: 8:45 am - 5:00 pm, Monday - Friday
Hourly Wage: $35.81
Job Category: Administrative & Managerial

6/9/2025