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Hiring Unit:
Dental Medicine and Oral Health Sciences
Position Summary:
Under the direction of the Program Administrator/Officer, the incumbent provides comprehensive administrative and logistical support for the Continuing Dental Education (CDE) program within the Faculty of Dental Medicine and Oral Health Sciences. The Program Assistant is responsible for coordinating registration processes, communications, and event logistics to ensure the smooth operation and delivery of professional development activities for dental practitioners. The incumbent interacts regularly with faculty members, course participants, sponsors, and service providers, and plays a key role in maintaining the high professional standards of the CDE program.
This position is funded through the McGill Work Study Program. To be considered, applicants must have eligibility for the Work Study Program at McGill and upload proof of eligibility (Work Study Confirmation of Participation document) with their application.
Primary Responsibilities
Enters and updates course information in the registration system, ensuring accuracy and compliance with established timelines.
Prepares, schedules, and monitors promotional communications and email campaigns to support program marketing efforts.
Performs routine updates and maintenance to the CDE website as required or requested.
Assists in the coordination, ordering, tracking, and shipping of instruments and materials required for hands-on workshops.
Maintains accurate inventory records of event supplies (coffee, cups, utensils, napkins, etc.) and alerts the supervisor when replenishment is required.
Maintains an inventory of participant package materials (folders, stationery, pens, etc.) and monitors stock levels.
Prepares participant documents and attestations to support course delivery and accreditation compliance.
Assembles participant folders and course materials in preparation for upcoming events.
Prepares registration lists, name tags, and event signage to ensure smooth and organized event operations.
Provides on-site logistical support for CDE courses and events, including registration desk management, setup, replenishment of coffee break supplies, and coordination of refreshments for breaks and lunches.
Assists with post-event activities, including cleanup, inventory organization, and the return of supplies and equipment.
Demonstrates flexibility and availability to work occasional evenings and weekends (Saturday/Sunday) in support of CDE programming.
EDUCATION/EXPERIENCE
Minimum requirement:
Eligibility for the Work Study Program at McGill
High School Diploma (CEGEP or university-level coursework preferred)
At least one (1) year of related administrative or customer service experience
Experience in a dental, healthcare, or educational environment is an asset
Other Qualifying Skills and/or Abilities
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and online event or registration systems such as Cvent.
Familiarity with website content management systems (e.g., WordPress) and basic design or editing tools (e.g., Canva, Adobe Acrobat) is an advantage.
Strong organizational and time-management skills, with the ability to prioritize multiple tasks and meet deadlines.
Excellent attention to detail, accuracy, and follow-through.
Proven customer service orientation and professionalism when interacting with faculty, participants, and external partners.
Excellent written and verbal communication skills in English; proficiency in French is a strong asset.
Demonstrated ability to work effectively both independently and within a team.
Strong problem-solving and initiative-taking skills, with the ability to adapt to changing priorities.
Willingness to work occasional evenings and weekends to support CDE events.
Knowledge of continuing education or professional development practices in dentistry is an asset.
Additional Information
This position is open only to students with eligibility for the Work Study Program at McGill.
Applicants must upload their Work Study eligibility confirmation (proof of participation document) with their application to be considered.
The position offers valuable exposure to academic program coordination, event management, and administrative processes within a university continuing education context. Occasional evening or weekend availability may be required to support CDE courses and events.
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Hourly Salary:
Estimated Number of Work Hours per Week:
Position Start Date:
Position End Date:
Deadline to Apply:
This position is covered by the AMUSE collective agreement.
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.