Academic Programs and Operations Specialist, College of Dentistry

Academic Programs and Operations Specialist, College of Dentistry

Primary Purpose

The Academic Programs and Operations Specialist is a key position within the Academic Deans Office (ADO), supporting the strategic and operational execution of academic programming in the College of Dentistry. This position reports to the associate dean academic (or their representatives, academic directors) and provides administrative leadership in academic governance, program accreditation, quality assurance, and policy implementation across undergraduate and graduate programs.

Nature of Work

This position functions in a high-volume, complex academic environment, requiring sound judgment, initiative, and the ability to manage sensitive and confidential information. It involves multi-level collaboration with faculty, students, senior administration, and external stakeholders. The incumbent ensures academic processes align with university and accreditation standards while advancing the college’s strategic goals.

Key Responsibilities

• Provide administrative support to the Senior College administration, ensuring full preparation for all commitments, including gathering or creating background and meeting material.
• Support committees by coordinating meetings, working with the chair to create agendas, take minutes, and support the chair to make progress on committee action items between meetings.
• Provide support for admissions activities and work closely with the Admissions Coordinator on applicant recruitment, communications, and administrative processes.
• Provide program administrative support to all collegial processes.
• Support the coordination and documentation of program accreditation and quality assurance processes, including data analysis, evidence gathering, and stakeholder communication
• Provide high-level administrative support for processes within the College of Dentistry programs. Plan workflow; prepare and maintain records; track and adhere to deadlines; draft documents and reports; and apply policy and procedures, providing input to support continuous improvement.
• Serve as a key resource for the development, implementation, and monitoring of academic policies, procedures, and compliance across programs
• Provide operational support for program administration including course scheduling support, exam logistics, and student records oversight
• Support the ADO in academic governance and collegial processes.
• Provide day-to-day support to the College of Dentistry programs (including general communications, supplies and equipment management, and staff access).
• Assist in the development of course timetable and completion of Class Build processes.
• Prepare comprehensive internal reports and strategic briefings for senior leadership, identifying trends, risks, and areas for academic improvement
• Support with faculty to support the implementation of academic innovations and curricular changes, ensuring proper communication and documentation
• Support the major academic initiatives, admission, workshops, and academic events to support faculty development and student engagement
• Continuously assess and enhance operational processes for improved service delivery, workflow efficiency, and compliance with university standards
• Act as a strategic connector among academic teams, program sites, and support units to promote collaboration and alignment of academic priorities
• Share knowledge appropriately to allow fully informed decision making by colleagues of the office as well as those seeking information from the office
• Exercise decision-making and problem-solving to ensure priorities and deadlines are met and take initiative to move beyond completion of assigned tasks to plan for future changes or requirements
• Demonstrate a commitment to teamwork and positivity, along with an ability to create and nurture positive working relationships
• Development of course timetable and completion of Class Build processes.
• Any other duties discussed with the associate dean academic office.

Qualifications

Education:

Undergraduate degree in a relevant field (, education administration, health sciences, business). An equivalent combination of education and directly relevant experience may be considered.

Experience:

Minimum two to five years of experience in a post-secondary academic setting is preferred. Demonstrated expertise in academic program coordination and policy implementation. Familiarity with accreditation, quality assurance, and academic data systems are a strong asset. Experience working within health sciences or professional college is preferred.

Skills & Competencies

• Excellent written and verbal communication skills with strong attention to detail.
• High-level critical thinking and analytical abilities to assess and report on academic data.
• Strong interpersonal skills with the ability to work collaboratively and independently.
• Proficiency in Microsoft Office and institutional systems such as Banner, Degree Works, RMS Recruit, and PAWS.
• Ability to manage competing priorities and meet strict deadlines under pressure.
• Proven discretion in handling confidential and sensitive information.
• High-level of professionalism
• A proactive, solution-oriented mindset with commitment to continuous improvement.