Academic & Admissions Assistant

This competition is restricted to internal applicants of the University of Alberta. Please indicate your internal status using the "Advertisement" drop-down menu when applying.

The School of Dentistry welcomes you to apply to an Admissions & Academic Assistant auxiliary opportunity.

Reporting to the Admissions & Academic Calendar Coordinator, the Admissions & Academic Assistant is an integral member of the admissions team and participates in all aspects of interpretation and implementation of admission policies and procedures, and ensures the timely evaluation of all admission applications.  This position provides support the department’s Undergraduate Admissions Committee and assists with the Department’s admissions initiatives and activities. The incumbent is the first point of contact for potential undergraduate applicants, parents, academic and non-academic staff with respect to the Doctor of Dental Surgery (DDS) Program, DDS Advanced Placement Program, Dental Hygiene BSc Program, and Dental Hygiene Post Diploma Degree Completion Program. The Admissions & Academic Assistant assists in the evaluation of student applications and supporting documentation for admissions to the School of Dentistry’s undergraduate programs, as well as working collaboratively with and providing backup for the Graduate Administrator.

Duties

• Responds to requests for information by telephone, in-person and e-mail for applicants applying to the Doctor of Dental Surgery program, DDS Advanced Placement program, Dental Hygiene BSc program, and Dental Hygiene BSc Post Diploma Degree program
• Provides admission counseling to applicants and verifies the submitted supporting admissions documentation from both Canadian sources and sources outside of Canada 
• Verifies information inputted to Slate by the Registrar's Office
• Completes review forms in Slate
• Confirms receipt of all applications made to Department programs using Slate reports, and follows up that required admissions documentation has been received, works with the Registrar's Office to ensure updated information is correct in Slate 
  
• Completes a full assessment and makes recommendations to the Admissions Committee regarding admissibility, transfer credit or refusal
• Assists in creating files, calculating GPAs, evaluating documents, compiling tests scores, and collecting application fees for the DDS Advanced Placement Program
• Manages interviewee check-in  and interview rooms on interview day
• Emails letter of offer and all supporting documents to students admitted into various programs.  Tracks receipt of confirmation of admissions.  Manages alternate list of candidates if admission offer is refused.  Emails candidates not offered admission. Updates Slate with appropriate decision.
• Emails candidates invited to admission interviews.  Confirms attendance and creates unique ID labels for each candidate.
• Maintains confidential applicant files, transcripts/other records, and all documentation for the applicable programs
• Provides administrative support to the Administrator of Undergraduate Admissions to ensure timely and accurate flow of administrative information to support the effectiveness of the admissions office on a day-to-day basis
• Follows up and liaises with Coordinator when action is required from minute taking and takes action as required.
• Provides reception, telephone and administrative duties for all functions related to the admission of applicants to all programs
• Compiles statistical reports and data from the accepted DDS & DHYG classes and sends out information to applicable staff
• Provides administrative support to the Undergraduate Admissions Committee; organizes agenda, takes and distributes minutes and ensures members are reminded of action items
• Performs other duties as required

Qualifications

• Minimum High School Diploma supplemented with relevant coursework; Post-secondary Diploma or Bachelor's degree preferred
• 2 years' experience in a post-secondary office environment required, preferably within post-secondary student services and with interpreting and applying policies
• Knowledge of University of Alberta policies and procedures
• Strong communication (verbal and written), interpersonal, and organizational skills
• High level of accuracy and attention to detail
• Superior time management skills and the ability to take initiative to strategize and target work efforts within the team environment to meet many competing deadlines
• Commitment to providing a high level of customer service
• Ability to make timely decisions and act on individual initiative
• Proficient in Microsoft Office suite software; experience in PeopleSoft is required
• Experience with Campus Solutions preferred

This position is for 1 year with a possibility of extension and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.