Administrative Assistant, Health & Directed Education

College of Dental Surgeons of British Columbia - Vancouver, BC (25 days ago)

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

We are seeking a full-time Administrative Assistant for the Health & Directed Education Program. This position primarily provides assistance in the day-to-day management of monitoring and health files and provides general administrative support to the department.

Our working environment is welcoming, respectful, innovative and rewarding. We offer a competitive salary, an excellent benefits package (including RRSP, monthly transit contribution, extended health and dental benefits), a professional development allowance, and encourage work-life balance.

CDSBC maintains a commitment to organizational excellence. We are trusted as an organization to act ethically, fairly and with integrity. We are communicative, transparent, objective, impartial and accountable.

Essential Duties


  • Open new file in database, update performance agreements (Memorandum of Acknowledgement and Undertaking) binder indexes and set-up Telephone Log in SharePoint file
  • Review Memorandum of Acknowledgement Undertaking for any practice restriction/limitation that may need to be posted, confirm wording and assist with accurate placement on registrant database
  • Draft communication and documents to/liaise with registrants, mentors and external legal counsel
  • Ensure the requirements of the Memorandum of Acknowledgement Undertaking are completed in a timely fashion
  • Draft letters/emails or respond by telephone to incoming enquires
  • Draft letters for chart review process, to request Insurance Statements/Information for patient selection and to request patient records
  • Log patient records electronically and make copies of original patient records and radiographs by digital photography
  • Check patient records received from registrant to ensure records being received are complete
  • Request balance information if required
  • Record dates of planned mentorship sessions
  • Follow-up on date of first expected report and final report from Mentor
  • Set-up the Remedial Education Account and pay mentorship monies into the account – check invoices and deal with payments and associated correspondence
  • Submit Mentor’s invoices to accounting for any invoices received relating to meetings held with registrant
  • Maintain appropriate documentation and notes over the life of the file
  • Close monitoring files and return records/documents to registrants
  • Log all incoming and outgoing communication
  • Work with Health and Directed Education, Program Head to identify, streamline and improve department processes (e.g. databases, Guidelines for Registrants)
  • Assist Directed Education Monitors with the preparation and formatting of chart reviews
  • Arrange meetings at the office for mentors and registrants and as required, including preparing supporting documents and setting up meeting rooms and IT equipment
  • Prepare weekly chart review meetings including agenda and document preparation
  • Maintain monitoring files in all databases
  • Monitor the bring forward system
  • Review, process, distribute and acknowledge incoming mail, email and records

Health Files

  • Open file in database (CRM/SharePoint).
  • Review and enter monthly, and biannual monitoring reports, and Soberlink reports received from monitoring service providers
  • Acknowledge and request reports from physicians and monitoring companies and provide copies to registrants
  • Close files once monitoring is no longer required

Other Responsibilities

  • Track and run statistical reports (for both monitoring and health) for the quarterly Board Report and Annual Report
  • Provide reception back-up as required
  • Other administrative duties as required

Qualifications & Skills

  • Minimum of 3 years of office experience
  • Excellent computer skill with proficiency in Microsoft Office
  • Ability to maintain tact, grace, and diplomacy in all situations
  • Ability to handle sensitive and confidential information with discretion
  • Strong written and verbal communication skills
  • Strong organizational skills with the ability to multi-task and prioritize
  • Strong attention to detail
  • Strong clerical and administrative skills
  • Experience using a database or customer relations management system and electronic filing system is an asset
  • Previous work experience in a regulatory or not-for-profit environment would be an asset

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 via email.

Applications will be accepted until November 1, 2019.

We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted.

Job Type: Full-time


  • administrative: 3 years (Required)