College of Dental Surgeons of BC Looking for Administrative Assistant, Sedation at Vancouver, BC Full Time

The College of Dental Surgeons of BC (CDSBC) is the regulatory body for dentistry in BC. CDSBC’s mandate is to protect the public by ensuring that certified dental assistants (CDAs), dental therapists and dentists are registered and qualified to practise, and that they are consistently providing safe and ethical care to their patients.

CDSBC is currently amalgamating with three other oral health colleges to create a single oral health regulatory college. Upon amalgamation (proposed date is September 1, 2022) employment will transfer from CDSBC to the new college.

Our working environment is welcoming, respectful, innovative and rewarding. We offer a competitive salary, an excellent benefits package, a professional development allowance, and encourage reasonable work-life balance.

Our values, which demonstrate trustworthiness and promote professional excellence, include being: ethical, open and transparent; respectful and courteous; inclusive and embracing the principles of diversity, cultural safety and humility; and patient-centered and engaged with the public.

We are seeking an experienced administrative assistant to join the Sedation team. The successful candidate will report to the Program Manager, Sedation, GA and Non-Hospital Dental Facilities.

The Administrative Assistant, Sedation will provide administrative support to the Sedation team with receiving and processing requests to provide sedation and assist with assessments of facilities where sedation and general anaesthesia services are provided.

Position Accountabilities

Sedation

• Assist with facility assessments and Registration of Qualifications for Sedation, including pre-assessing submissions.
• Liaise with registrants to ensure all required information is submitted for review.
• Correspond and follow-up with rotas for annual self-assessment reviews.
• Follow-up with facilities and registrants for deficiencies and rectifications; diarize activities.
• Review deficiencies and rectifications for annual self-assessments.
• Assist with administrative tasks related to Sedation.
• Do data entry and update records for sedation facilities and staff.
• Assist with maintaining sedation database and records.
• Receive and collate documents sent by mail or by other means.
• Prepare and distribute facility assessor packages for on-site evaluations.
• Provide administrative support to Program Manager, Sedation, GA, And Non-Hospital Dental Facilities.
• Assist with scheduling in-office assessments.
• Respond to inquiries regarding sedation from sedation facilities and registrants.
• Track annual self-assessment and in-office assessment due dates; prepare reminder letters and packages.
• Prepare confirmation of compliance letters and wall certificates for facility owners and registrants.
• Assist with sedation projects.
• Assist with inquiries during annual renewal from registrants.
• Organize documents for the Sedation & General Anaesthesia Committee.
• File Sedation & General Anaesthesia Committee Minutes.
• File facility and registrant correspondence and submissions.
• Other administrative duties as required.

Other Accountabilities

• Book travel and accommodation for facility assessors and Sedation & General Anaesthesia Committee members.
• Take meeting minutes as needed.
• Order catering for meetings as needed.
• Provide reception back-up.

Qualifications & Skills

• Post-secondary education and at least three years of related office experience.
• Attention to detail and dependability are second nature.
• Exceptional written and verbal communication skills, in person and remote.
• Experience using database or customer relations management system and electronic filing systems.
• Excellent computer skills with proficiency in Microsoft Office, Adobe, and SharePoint.
• Proven skills using technology (computer, internet, phone, video conferencing).
• Remote work experience is an asset.
• Demonstrated ability to organize and prioritize work with minimal supervision.
• Proven ability to maintain confidentiality and discretion of information received while performing regular work functions.
• Ability to maintain tact, grace, and diplomacy in all situations.
• Adaptability, flexibility and ability to deal with change.
• Resilient and calm under pressure.
• Strong clerical and administrative skills.
• Exceptional organizational skills with the ability to multi-task and prioritize.
• Dental background would be an asset.
• Previous work experience in a regulatory or not-for-profit environment is an asset.

Our office is located on the west side of Vancouver. Due to the pandemic, the majority of our team are currently working remotely from home, however, this role will be expected to work from the office 1-2 days per week. We will continue to evolve and adjust our policies.

How to Apply

If you are seeking a fast-paced work environment that is welcoming, respectful, and collaborative, we invite you to submit your cover letter and resume by email with “Receptionist & Administrative Assistant” in the subject line. For more information about this and other roles, please visit www.cdsbc.org.

Applications will be accepted until May 26, 2022.

We are conducting interviews virtually by video or telephone conferencing to support physical distancing, per the guidance of the Provincial Health Officer.

We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted. No phone calls, no recruiters, please.

Job Types: Full-time, Permanent

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Paid time off
• Vision care

Schedule:

Experience:

• Related office: 3 years (preferred)

Application deadline: 2022-05-26