Administrative Assistant, FIP (Contract)

Full job description

The Royal College of Dental Surgeons of Ontario (RCDSO) is a leader in health care regulation. As the governing body for more than 11,000 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.

Bring your excellent client service and organizational skills to our team as an Administrative Assistant, within our Facility Inspection Program (FIP) department.

The FIP department administers the College’s Facility Inspection Programs, ensuring Ontario dentists provide safe and effective dental care that aligns with the College’s Standards of Practice.

You will be responsible for supporting the FIP department by reviewing and processing applications and inspection reports, maintaining files and databases, and providing assistance to the Program Administrator and Department Manager.

You are client-focused with excellent administrative skills, who excels in a collaborative team environment. You demonstrate strong attention to detail and are flexible and agile in fast-paced environments with deadlines.

This single vacancy contract is anticipated to end May 2026. The role is classified as hybrid and will require the successful candidate to work onsite at our Toronto office approximately once per month and attend in-person meetings as required by business needs.

At this time, we are only considering candidates located in Ontario or who are willing to relocate.

What can I expect to do in this role?

Reporting to the Program Administrator, FIP, you will:

Maintain department files, databases, records

Review and process applications for sedation facility permits and sedation inspection reports

Communicate with dentists, dental office staff, and College staff regarding applications and inspections, department-related issues and processes

Prepare and send correspondence related to inspection outcomes and to dentists

Issue sedation facility permits and prepare related correspondence

Document intake received by fax, mail and courier

Respond to email and telephone inquiries, including assisting with the management of the department email inbox

Process inspection related invoices

Assist with annual renewal processes for both sedation and dental CT programs

Maintain Department resources and process documents

Provide administrative support to the department as required

What skills and background do I need?

The Administrative Assistant requires:

Completion of a two- to three-year community college program

One to two years of related work experience

Strong client service expertise; excellent interpersonal skills, including a high level of diplomacy and patience

Excellent written and oral communication skills

Excellent organizational skills and ability to prioritize assignments in a fast-paced environment

Excellent analytical and critical-thinking abilities

Ability to interpret, explain and administer complex legislated requirements and by-laws

Proficiency in Microsoft Office, SharePoint and Adobe Acrobat Pro; knowledge of case management systems, ShareFiles and Zoom Scheduler is an asset

Ability to work efficiently and effectively to complete tasks in a timely manner

Strong attention to detail and accuracy

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

RCDSO is building its bilingual (French/English) capacity and excellent French language proficiency is an asset

Compensation and Total Rewards

Base annual hiring salary from $51,215.41 to $57,617.33 (pro-rated for the duration of the contract), commensurate with experience.

Paid vacation, wellness and sick days (pro-rated for the duration of the contract)

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, and wellness-related webinars

Opportunities to connect with colleagues through virtual and in-person social events

How do I apply?

To apply to this vacancy please submit your resume and cover letter describing why you are interested in this position and how your knowledge and skills may be well suited for the role via the RCDSO Job Portal on our Careers page by July 16, 2025, at 5 pm.

Our recruitment process is conducted remotely unless otherwise specified.

Thank you for your interest; only applicants selected for an interview will be contacted.

The Royal College of Dental Surgeons is an inclusive employer.

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