Front Desk Receptionist - Dental Clinic

Employment Group
CUPE

Position Number
01063

Division
Faculty of Health Sciences and Human Services

Department
Dental Hygiene

Campus
Nanaimo campus *Successful candidates must be able to attend in person on campus as required.

Location
Nanaimo, British Columbia

Country
Canada

Appointment Type
regular part-time

FTE
0.4125

Workload
17.5 hours per week, 43 weeks per year, with a 9-week annual seasonal break during the clinic closure in summer (~June 15 - August 15). Seasonal break dates to be confirmed annually.

Pay Level
CUPE 4: $26.63 per hour

Appointment Start Date
17-Aug-2026

Applicant Documents
CV/Resume,
Cover Letter,
Qualifications ,
Name and contact information of recent supervisors willing to provide a reference

Posted Date

16-Apr-2026

Closing Date

06-May-2026

Job Reference

2913

Documents
~CUPE Self-Declaration Form (Word, 40.35kb)

Duties:

The Receptionist serves as the first point for clients, students, and community partners accessing services through the teaching Dental Clinic at Vancouver Island University. Working in a fast-paced, student-centered setting, the Receptionist supports both clinic operations and student learning by helping connect clients with services and students. This is a front-facing, on-campus position that involves in-person and virtual communication.
This role reports to the Associate Dean of Health and Human Services and the Department Chair of the Dental Hygiene program.Key Responsibilities

• Provide respectful, inclusive, and confidential support to a diverse range of clients seeking dental care.
• Work with the faculty team in managing and assigning clients to students.
• Serve as the first point of contact by responding to inquiries in person, by phone, email, and Microsoft Teams.
• Receive, assess, and appropriately direct inquiries from clients, community dental and medical offices, faculty, and students.
• Support coordination of clinic services by facilitating communication and referrals, including handling time-sensitive requests.
• Manage the secure sending and receiving of documents such as referrals and x-rays in accordance with privacy legislation and institutional policies.
• Maintain accurate and up-to-date information across communication channels, including website content, brochures, newsletters, posters, and other materials.
• Provide general administrative and clerical support as needed.
• Order supplies for designated service areas, with approval from the appropriate supervisor.
• Work both independently and collaboratively in a high-traffic reception environment.

Required Qualifications:
Completion of an Office Administration program or a Certified Dental Assistant certificate from an accredited institution and a minimum one year of experience in an administrative, reception, or customer-facing role. An equivalent combination of education and experience may be considered.

• Strong customer service and interpersonal skills, with a calm, respectful, and helpful approach.
• Ability to communicate clearly and professionally with diverse audiences.
• Excellent organizational, time management, and prioritization skills.
• Strong problem-solving abilities, teamwork skills, and sound judgment.
• Technical proficiency with common office tools and communication platforms.
• Ability to handle sensitive information with discretion and in compliance with privacy requirements.

Preferred Qualifications:
The following experience is considered an asset, but we encourage you to apply even if you do not meet either of these criteria:
Experience working in a dental clinic or healthcare reception environment
Experience supporting or working within an educational, academic, or student-focused setting

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.
Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.