The Royal College of Dental Surgeons of Ontario (RCDSO) is a leader in health care regulation. As the governing body for more than 12,000 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 attention to detail and time management skills to our team as an Administrative Assistant within our Office of the Registrar (OTR) department.
The OTR department ensures that the College meets its mandate of patient protection and putting patients first in all the work that we do. They set the College’s strategic priorities, and oversee our regulatory functions and compliance, as well as operations. OTR maintains various stakeholder relationships, including working with the College’s Council, committees, and government relations.
You will be responsible for supporting a high-volume, time-sensitive governance cycle including annual Council elections, selections and committee appointments. This role supports preparation for a province-wide Council election and academic selections, committee appointments, related Governance Committee meetings, and other governance related activities.
You are an experienced administrative professional with strong attention to detail and discretion, demonstrated diplomacy and political acumen, a client-service oriented mindset and familiarity with highly regulated or governance-driven environments.
This is a single vacancy anticipated to be two days a week, for a 5-month contract.
The schedule for this position will be Tuesdays and Thursdays, with flexibility to work a few additional days as required during peak election and appointment periods (October, early December).
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 Governance Specialist, you will:
Council Elections and Selections and Committee Appointments Support
- Pull SurveyMonkey application reports for Council and committee candidates, confirm application completeness, and assess eligibility against requirements
- Maintain eligibility tracking sheets for Council election, Council selection, and committee appointment candidates
- Pull regular online RISE Council and Committee Orientation Module completion reports and track completion
- Follow up with candidates regarding incomplete applications, online orientation modules and other outstanding documentation required for eligibility
- Advise the Governance Specialist of candidates who provide responses to application form questions that require follow up or additional scrutiny, legal counsel or escalation
- Verify that Council candidate headshots comply with established guidelines
- Review candidate statements and flag any content issues for review
- Conduct candidate social media reviews in accordance with governance practices
- Build and maintain candidate application packages, tracking systems, and bring forward lists
- Coordinate candidate vetting processes with internal portfolio and committee staff leads and follow up on outstanding information
- Assemble candidate packages and background materials for review by the Governance Committee
- Draft and prepare candidate correspondence using templates as required
- Other tasks as required
Interview and Panel Coordination
- Coordinate Governance Committee panel scheduling for interviews and deliberations
- Organize Council candidate interviews, including:
- Coordinating interview schedules with Governance Committee panel availability
- Preparing and sending interview invitations and preparation materials
- Flagging and coordinating candidate accommodation requests
- Prepare reference and briefing materials for Governance Committee panel interviews, eligibility reviews and related deliberations
Records, Systems, and Document Management
- Organize and maintain Council and committee candidate and general elections, selections and committee appointment digital files
- Upload and manage election, selection, and committee appointment records in the Governance SharePoint site
Communication and Inquiries
- Monitor the Elections Inbox and respond to registrant inquiries regarding elections and committee appointments
- Draft and distribute correspondence to candidates, portfolio leads, and other stakeholders as required
- Attend Elections Team staff meetings and Governance Committee meetings as required
- Please note that this role does not require managing all listed responsibilities on a daily basis; rather, the duties outlined reflect a range of tasks the successful candidate will support and contribute to over time in the position.
What skills and background do I need?
The Administrative Assistant, Governance requires:
- Demonstrated experience in an administrative or governance support role, preferably within a regulated, public interest, board/Council, or committee driven environment
- Strong organizational and time management skills with the ability to manage multiple concurrent processes and meet strict deadlines
- High attention to detail and accuracy, particularly when handling sensitive and confidential information and verifying the completeness of applicant and staff submissions and preparing accurate and thorough correspondence; has sound judgment and professionalism
- Strong written communication skills, including drafting clear, professional correspondence utilizing templates
- Diplomacy, political acumen, and a client-service–oriented mindset
- Proven ability to work independently, prioritize effectively, and follow established procedures
- Proficiency with Microsoft 365 tools (Outlook, Word, Excel, SharePoint) and online survey and learning platforms (e.g. SurveyMonkey, RISE) is an asset
- Comfort working within governance, elections, and public interest processes
- Ability to collaborate effectively with stakeholders
- 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
- Acts as a champion/agent of change with respect to learning modern technologies, new software, and innovative approaches
- 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 $52,137 to $58,654.80, (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)
- Career-related learning and development opportunities
- 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 June 17, 2026 at 5 pm.
Our recruitment process is conducted remotely unless otherwise specified. Candidates are welcome to request an in-person interview.
Thank you for your interest; only applicants selected for an interview will be contacted.
Our inclusive, flexible and collaborative workplace helps us build better regulation that puts the public first. RCDSO does not currently utilize artificial intelligence in its recruitment and selection process.
Accommodation is available upon request under the Ontario Human Rights Code.
www.rcdso.org
