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About the Role

The Royal College of Dental Surgeons of Ontario (RCDSO) is seeking an Administrative Assistant to support the Office of the Registrar (OTR) department. This role is crucial for managing a high-volume, time-sensitive governance cycle, including annual Council elections, selections, and committee appointments. The OTR department ensures patient protection and sets strategic priorities for the College.

Responsibilities

• Pull SurveyMonkey application reports for Council and committee candidates, confirm application completeness, and assess eligibility against requirements.
• Maintain eligibility tracking sheets for Council election, Council selection, and committee appointment candidates.
• Pull regular online RISE Council and Committee Orientation Module completion reports and track completion.
• Follow up with candidates regarding incomplete applications, online orientation modules, and other outstanding documentation required for eligibility.
• Advise the Governance Specialist of candidates who provide responses to application form questions that require follow up or additional scrutiny, legal counsel, or escalation.
• Verify that Council candidate headshots comply with established guidelines.
• Review candidate statements and flag any content issues for review.
• Conduct candidate social media reviews in accordance with governance practices.
• Build and maintain candidate application packages, tracking systems, and bring-forward lists.
• Coordinate candidate vetting processes with internal portfolio and committee staff leads and follow up on outstanding information.
• Assemble candidate packages and background materials for review by the Governance Committee.
• Draft and prepare candidate correspondence using templates as required.
• Coordinate Governance Committee panel scheduling for interviews and deliberations.
• Organize Council candidate interviews, including coordinating interview schedules with Governance Committee panel availability, preparing and sending interview invitations and preparation materials, and flagging and coordinating candidate accommodation requests.
• Prepare reference and briefing materials for Governance Committee panel interviews, eligibility reviews, and related deliberations.
• Organize and maintain Council and committee candidate and general elections, selections, and committee appointment digital files.
• Upload and manage election, selection, and committee appointment records in the Governance SharePoint site.
• Monitor the Elections Inbox and respond to registrant inquiries regarding elections and committee appointments.
• Draft and distribute correspondence to candidates, portfolio leads, and other stakeholders as required.
• Attend Elections Team staff meetings and Governance Committee meetings as required.

Requirements

• Demonstrated experience in an administrative or governance support role, preferably within a regulated, public interest, board/Council, or committee driven environment.
• Strong organizational and time management skills with the ability to manage multiple concurrent processes and meet strict deadlines.
• High attention to detail and accuracy, particularly when handling sensitive and confidential information and verifying the completeness of applicant and staff submissions and preparing accurate and thorough correspondence; has sound judgment and professionalism.
• Strong written communication skills, including drafting clear, professional correspondence utilizing templates.
• Diplomacy, political acumen, and a client-service–oriented mindset.
• Proven ability to work independently, prioritize effectively, and follow established procedures.
• Comfort working within governance, elections, and public interest processes.
• Ability to collaborate effectively with stakeholders.
• Demonstrated natural curiosity to ask questions, review research; identify all required and relevant information.
• Relies on best-practices, data, research and/or evidence to make informed decisions.
• Acts as a champion/agent of change with respect to learning modern technologies, new software, and innovative approaches.
• Candidates must be located in Ontario or willing to relocate.

Skills

• Excellent attention to detail
• Excellent time management skills
• Strong attention to detail
• Demonstrated diplomacy
• Demonstrated political acumen
• Client-service oriented mindset
• Proficiency with Microsoft 365 tools (Outlook, Word, Excel, SharePoint)
• Proficiency with online survey and learning platforms (e.g. SurveyMonkey, RISE)
• Excellent French language proficiency (asset)

Location

• Ontario

Work Type

• Contract
• Part-time

Experience Level

• Experienced administrative professional

Salary/Compensations

• Base annual hiring salary from $52,137 to $58,654.80 (pro-rated for the duration of the contract), commensurate with experience

Benefits

• Paid vacation, wellness and sick days (pro-rated for the duration of the contract)
• Career-related learning and development opportunities
• Half-day Fridays between July 1st and September 1st as well as a half-day workday before statutory holidays
• Onsite gym
• Corporate discount to GoodLife Fitness
• Wellness-related webinars
• Opportunities to connect with colleagues through virtual and in-person social events

About the Company

• The Royal College of Dental Surgeons of Ontario (RCDSO) is a leader in health care regulation.
• As the governing body for more than 12,000 dentists in Ontario, our mission is to act in the public interest by putting patients first.
• We are committed to transparency, accessibility, openness, and fairness in all our work.
• Our inclusive, flexible and collaborative workplace helps us build better regulation that puts the public first.

Equal Opportunity

• Accommodation is available upon request under the Ontario Human Rights Code.