Assistant Registrar, Scheduling and Events

Date Posted: 04/09/2025

Req ID: 42443

Faculty/Division: Faculty of Dentistry

Department: Faculty of Dentistry

Campus: St. George (Downtown Toronto)

Position Number: 00046685

Description:

About us:

Exciting new advances and global challenges are radically reshaping the field of dentistry. Our vision at the Faculty of Dentistry at the University of Toronto is to not just address and respond to these changes – but to thoughtfully and conscientiously shape the field of the future.

With our robust and comprehensive educational training programs (DDS, MSc, PhD degrees, IDAPP and other specialty programs), our emphasis on community outreach and care, and our internationally known and interdisciplinary research mission, the Faculty of Dentistry at the University of Toronto continues to earn its reputation as one of the top dental schools in North America. Throughout more than 150 years of dental education — the oldest, largest and most comprehensive training program in Canada — we have striven to graduate the highest quality of students while providing the public the highest standards of care.

We are driven by our vision to improve health byadvancing dentistry through inspired leadership, innovation, and excellence in education, research and practice.

Your opportunity:

Reporting to the Registrar, Office of Student Services, the Assistant Registrar Scheduling and Events is a critical member of a high functioning team of student services professionals. As part of the Registrarial and the Office of Student Services team, this role supports the ongoing development, maintenance and troubleshooting of scheduling protocols and policies, systems, and procedures in the Faculty of Dentistry. Under the direction of the Registrar and Associate Dean Undergraduate Education, the Assistant Registrar Scheduling and Events provides ongoing scheduling support and direction to staff and Course Directors who work with and utilize the schedules based on curricular priorities and environmental factors.

Ensuring data integrity across all communications, and delivering optimal customer service to various groups of stakeholders, this role is tasked with gathering relevant curricular and academic data to optimally schedule internal and external activities across the Faculty while liaising with other areas of the Faculty, and hospitals, clinics and relevant sites to develop and build schedules for didactic, preclinical and clinical studies. This role is responsible for capturing all relevant data points pertaining to scheduling by supporting relevant committees, as well as curricular and relevant Faculty meetings.

This role will also support the Registrar, Office of Student Services in the delivery of major student focused annual events including orientation, license and awards, the White Coat Ceremony and other events as needed. In addition to promoting a welcoming environment in the Faculty for students from diverse backgrounds and serving as an active member of the student services customer service team, this role will liaise with areas across the University to further the scheduling and eventneeds of the Registrar and Office of Student Services.

Your responsibilities will include:

• Interpreting scheduling guidelines and protocols to determine scheduling priorities, determining priority of booking requests for various spaces on campus and probing for information to ensure that scheduling constraints are known.
• Keeping well-informed on University programs, policies and procedures, regulations, and new technology, and liaising with contacts to ensure consistent administration procedures are followed.
• Analyzing administrative processes and procedures and recommending changes for improvement of didactic and clinical scheduling protocols.
• Resolving issues within the scope of the role, escalating problems as required, frequently responding to complaints, and using informal negotiation skills to resolve exam related issues.
• Updating and maintaining database records including maintaining course information on student information systems.
• Coordinating examination timetables, coordinating the delivery of exams to exam halls, and handling confidential exam documentation.
• Preparing complex data modelling scenarios to support course and/or examination timetable decisions
• Conceptualizing, organizing, and executing event activities, and overseeing space and resource requirements for events and related programming.

Essential Qualifications:

• Bachelor’s degree in a relevant discipline required or acceptable combination of equivalent experience.
• Minimum four (4) years’ of recent and related experience with academic and curricular scheduling in a post-secondary setting, with at least three (3) years within a scheduling, student services, or student advising, policy-driven environment.
• Experience working with academic curriculum offerings and offerings, as well as understanding and interpreting academic policy. Understanding of in-person and online assessments and examinations execution associated with health programs, including coordination of clinical, pre-clinical and lab components.
• Familiarity with dental curriculum, or related healthcare Faculty curriculum with an understanding of clinical-based programs and competency-driven health-care curriculum. Experience with scheduling complex academic schedules including: lab, clinical and pre-clinical rotations, and with incorporating booked components into larger didactic schedules.
• Experience providing administrative and communications support specifically related to academic scheduling and instructor support.
• Experienced interpreting, applying and advising on rules, guidelines, procedures and best practices in an academic setting
• Experience interpreting and analyze data and recommend appropriate scheduling requirements.
• Event coordination experience, and experience delivering transitionary events for students ranging from orientation to in-program events, as well as graduation and relevant industry licensing events.
• Advanced technology skills with Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook) and with ROSI/ACORN, Degree Explorer, or other similar enterprise database solutions/CRM systems.
• Strong detail attention to detail and a high level of accuracy.
• Strong client service orientation, relationship management and interpersonal skills.
• Demonstrated project management skills including time-management skills with the ability to effectively prioritize, multi-task, organize work, and meet tight deadlines.
• Excellent communication (verbal and written), presentation skills including the ability to effectively communicate with a range of stakeholders In a professional and tactful manner.
• Sound judgement with strong analytical and problem solving skills.
• Ability to probe for information and provide solution-focused outcomes.
• Demonstrated advising skills and ability to provide effective guidance and advice to students in a responsive, empathetic, thoughtful, and discreet manner.
• Knowledge and understanding of equity, diversity, and inclusion.
• Ability to learn and adapt quickly as new technologies are introduced.

To be successful in this role you will be:

• Accountable
• Diplomatic
• Efficient
• Meticulous
• Problem solver
• Team player

Closing Date: 04/20/2025, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Term 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

Job Category: Registrarial Services

Recruiter: Katrina Beverly

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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