EDUCATION LEVEL

Bachelor’s Degree in relevant field

ABOUT THE POSITION:

The Faculty of Engineering is seeking applicants for an Academic Advisor for a 12 month contract. Reporting to the Assistant Dean (Studies) in the Office of the Associate Dean (Undergraduate), the Academic Advisor is an integral part of the academic advising team that supports all programs within the Faculty of Engineering. This role encompasses a wide range of responsibilities, from admissions to graduation, in order to provide comprehensive support throughout the student academic journey. As an Academic Advisor, you will work in a collaborative team environment to implement new strategies and technologies, with a particular emphasis on enhancing the student experience and promoting student success. This position will involve actively engaging with students and working closely with them to identify and address their academic needs and challenges. By fostering a student-centered approach, you will contribute to the implementation of tailored solutions to support students’ academic goals.

REQUIREMENTS:

Bachelor’s degree in a relevant field.
Requires 3 years of relevant experience.

EMPLOYMENT EQUITY STATEMENT

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Provide accurate and informed academic advice to students by ensuring a thorough knowledge of Faculty and University regulations as it pertains to judging appropriate applications and adapting to changes to course and program requirements. Responsible for recruiting academically strong students, assessing admission applications, and scrutinizing and approving registrations for a large, multi-disciplinary Faculty.

• Advise registered students of program options and requirements which requires maintaining knowledge of course and program curriculum.
• Make independent admission decisions for applicants to University programs based on established requirements, requisites, University guidelines, and enrolment numbers.
• Recommend students who do not meet requirements to Faculty Review Committee and provide sufficient information to warrant a consideration for acceptance.
• Provide guidance and information to students regarding appropriate procedures and policies for the submission of Petitions for Special Consideration, Senate Student Appeals, and other processes.
• Develop customized strategies to assist students who are not academically eligible to continue in their program.
• Assess the student’s academic, career, and personal stage of development and promote student growth by determining suitable developmental tasks.
• Conduct formal reviews and evaluations of students’ academic records to ensure eligibility to continue and to graduate from a program.
• Create, modify, and maintain accurate master and customized degree audits to reflect current and past degree requirements.
• Produce list and ensure accuracy of eligible graduates for each convocation.
• Review, assess, and make judgment decisions regarding requests for the accommodation for missed academic work.
• Review and rank supplementary applications for the purpose of applicant selection.
• Counsel students to ensure they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements.
• Evaluate transcripts of students requesting transfer from other academic institutions for equivalencies and applications to degree programs.
• Assess the legitimacy of claims for additional transfer credits made by applicants from a wide range of national and international educational institutions.
• Liaise with faculty and staff to advocate on behalf of students.
• Develop and implement an integrated recruitment plan, and represent the faculty at various events including, but not limited to, information sessions and fairs.
• Act as a resource to Chairs, Associate Chairs and faculty members on all matters related to undergraduate education, students, and issues where precedents and best practices are relevant.
• Assess student priority for limited registration in courses and provide suitable alternatives if degree requirements cannot be met because of lack of availability.
• Make independent judgment decisions to provide students with access to courses and programs and complete necessary follow-up using various in-house and web-based computer systems and tools.
• Coordinate grade submissions, authorize grade changes, and maintain accurate records for Faculty-based courses.
• Write a variety of documents including, but not limited to, correspondence, meeting minutes, forms, professional accreditation certification, certifications letters, and guidelines.
• Prepare various standardized reports as required.
• Develop and present academic advising and registration sessions to new students.
• Schedule, plan, and coordinate events such as, supplementary application review sessions, examinations, University fairs, and course conferences.
• Respond to inquiries regarding programs, admissions, course selection, registration, and correspond with faculty and other University departments regarding curriculum requirements.
• Refer students to appropriate resources, information, and services across the University.
• Select, train, and prepare students and staff who participate in recruitment events to ensure that potential applicants are accurately informed of program options and admission criteria.
• Provide information for the development of recruitment publications.
• Contribute in the selection of vendors for the development and production of promotional and recruitment materials for the program.
• Scrutinize documents such as the University Calendar for changes.
• Mediate extensions, accommodations, and exam deferrals on behalf of the student where there are extenuating circumstances.
• Review and process requests for Letters of Permission permitting students to complete appropriate courses at other universities.
• Provide input and work collaboratively with staff from the Office of the Registrar and other Faculties for on-going system and database improvements, implementation, and development.
• Deal sensitively, responsibly, and calmly with students who present with serious medical, social, and psychological issues, and refer to appropriate care.
• Collaborate with others to develop academic plans for students with identified disabilities and advise on appropriate course selection, load, and request for accommodation.
• Review other university programs and accreditations in order to provide comparisons upon student inquiries.
• Gather and calculate necessary information including sessional and grade point averages, and enrolment statistics.
• Assemble and collate packages, course outlines, and departmental mailings.
• Maintain accurate student records and ensure academic advising sessions are properly documented for legal purposes.
• Maintain electronic and hardcopy filing system of student records.
• Update, maintain, and verify database information.
• Determine appropriate information for registered and potential students to be included on the program’s website and ensure commonly used online forms are correct and up to date.
• Remain current with national and international secondary school curriculums to ensure admission requirements are met by applicants.