Admissions & Academic Assistant

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 North Campus Edmonton.

Working for 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 First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the School of Dentistry

The School of Dentistry has been at the University of Alberta since 1917 and is part of the Faculty of Medicine and Dentistry and the College of Health Sciences. The school serves an integral role in educating a part of the healthcare workforce in Alberta and beyond.

The school offers undergraduate programs in Dentistry, Dental Hygiene and Dental Assisting. We offer graduate programs in Dentistry, Dental Hygiene, Oral Biology, Oral Medicine, Orthodontics and Periodontology.

There are 24 Faculty, 42 Academic Teaching Staff (ATS), and 115 Excluded Academic staff, that are supported by the Student & Academic Services unit.

Our Mission: Improving the health of the people of Alberta and beyond through leadership in oral/maxillofacial health care, education, research/scholarship and providing service that is responsive to social need.

Position

Reporting to the Manager, Curriculum & Programs, the Admissions & Programs 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 for 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 Program, DDS Advanced Placement Program, Dental Hygiene BSc Program, Dental Hygiene Post Diploma Degree Completion Program and Dental Assisting Program. Incumbent assists in the evaluation of student applications and supporting documentation for admissions to the School of Dentistry’s undergraduate and graduate programs.

The Admissions & Programs Assistant works collaboratively with the Admissions Specialist and the Graduate Administrator and acts as back-up for these positions.

Duties

• Responds to requests for information by telephone, in person, and e-mail for applicants applying to the School of Dentistry undergraduate and graduate programs.
• Provides admission counseling to applicants when validation or clarification of information within the application is required, including communicating with applicants who possess varying degrees of English language proficiency. All communications must be carefully phrased to ensure clarity as well as cultural sensitivity.
• Confirms receipt of all applications made to the School programs, and follows up that required admissions documentation has been received, works with the Registrar's Office to ensure evaluations are completed and correct.
• Verifies authenticity and completeness of transcripts and documentation using multiple resources.
• Analyses applications for completeness and determines program eligibility based on the applicants' academic profile. Where necessary, engages with applicants to resolve problems or clarify information, and provides counsel and advice on their program/Faculty choice(s) and potential admissibility.
• Completes a full assessment and makes recommendations to the Admissions Committee regarding admissibility and transfer credit, or refusal. The Assistant facilitates decision making by ensuring all required documentation is provided at the appropriate time. Evaluates post-secondary education for transfer credit, calculates grade point averages from other grading systems and overall assessment of post-secondary work.
• Assists in calculating OGPAs, evaluating documents, compiling test scores, and collecting application fees for the DDS Advanced Placement Program.
• Provides planning and administrative support for interviews. Provides day of interview support.
• Emails letters of offer and all supporting documents to students admitted into various programs. Tracks confirmation of admissions. Manages an alternate list of candidates. Emails candidates not offered admission. Updates Slate with the appropriate decision.
• Helps maintain eClass sites for each program’s incoming classes.
• Participates in the University of Alberta Open House and other recruitment events to advise prospective students/ parents of current admission requirements, general information about the Department, etc.
• Provides information to applicants regarding the status of applications and unsuccessful applications for admission.
• Assists with running admission reports and reconciles the information with the Specialist for reporting accuracy of information as required throughout the admissions year.
• Compiles statistical reports and data from the accepted classes and sends out information to applicable staff.
• Provided administrative support to the Undergraduate Admissions Committee; organizes agenda, takes and distributes minutes, and ensures members are reminded of action items.
• Takes initiative to strategize and target work efforts within the team environment to meet many competing deadlines.
• Performs other duties as required.

Qualifications

• Undergraduate degree; equivalent combinations of education and experience will be considered.
• Minimum 2 years directly related student advising experience at a post-secondary institution.
• Ability to work independently as well as part of an integrated team.
• Demonstrated superior customer service and interpersonal skills; tact, initiative and a positive attitude.
• Excellent organizational, communication (verbal and written), intercultural and problem-solving skills.
• Ability to exercise independent judgment and handle difficult/complex situations with diplomacy and sensitivity.
• Demonstrated ability to maintain confidentiality when working with highly sensitive information.
• Excellent computer knowledge including Google Suite is required.
• Experience with PeopleSoft, Alfresco and SLATE is an asset.

How to Apply