Unit/Project Description:
The Academic Program Assistant is the main point of contact for students enrolled in programs in the Department of Biology. Reporting to the Administrator, the successful candidate is responsible for the administration of graduate programs within Biology. Student and faculty inquiries regarding policies and program requirements are addressed through this position. The Academic Program Assistant is also responsible for organizing recruitment and other graduate related events. Occasional evening or weekend work is required in this position due to various events throughout the year.
Compensation & Benefits:
As a Unionized position, this role at McMaster offers robust, market-driven compensation, benefits, retirement savings plans/pensions, paid time-off, performance and service recognition, tuition assistance for employees, tuition bursary for dependents, and many other professional development and growth opportunities. To learn more about the total rewards available to the successful candidate, please access McMaster’s Total Rewards Overview for Unifor employees (https://hr.mcmaster.ca/app/uploads/2019/11/Unifor-Local-5555-Unit-1-Total-Rewards-Overview-Nov-2019-final-1.pdf) with a summary of the compensation, benefits, retirement income, paid time-off, and learning and development opportunities offered at McMaster. To further explore the extensive total rewards program, detailed information can be accessed through the links throughout the overview document.
Job Summary:
The Academic Program Advisor is responsible for providing academic advice at a program or department level which requires a thorough knowledge of program or department regulations as it pertains to course and program requirements. Also responsible for providing administrative support for a program or department.
Purpose and Key Functions:
- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Advise registered and prospective students of program options and requirements.
- Ensure that students understand that all course and program selections adhere to established academic, prerequisite, and graduation requirements for the program.
- Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements.
- Review, evaluate, and provide recommendations on applications to ensure students are eligible to transfer into, continue in, and graduate from the program.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Act as a mediator between faculty and students when dealing with various issues such as special accommodations, scheduling conflicts, and grades.
- Gather and compile information required for a variety of documents and reports such as program accreditation, enrolment, and degree audits.
- Write a variety of documents such as correspondence, reports, and procedure manuals.
- Contribute to the development of student surveys and disseminate surveys to applicable groups.
- Review applications for a variety of scholarship competitions and ensure they contain the required information and meet the defined eligibility requirements.
- Notify applicants of the status of their application.
- Review applications and provide comments and recommendations to the selection committee for their consideration and approval.
- Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Develop marketing and advertising brochures.
- Promote the program to visitors and representatives both internal and external to the University.
- Create content for the program website.
- Plan and coordinate a variety of departmental events and activities.
- Prepare and work in consultation with faculty and staff to coordinate the program timetable.
- Update and maintain information in a variety of databases and spreadsheets.
Requirements:
- 3 year Community College diploma in Office Administration or related field.
- Requires 3 years of relevant experience.
Additional Information:
Excellent interpersonal, communication and organizational skills; the ability to handle a heavy workload with many interruptions; attention to detail; the capacity to adapt to stressful situations.
Experience planning, coordinating and organizing student scheduling and admissions. Extensive knowledge of the graduate calendar, academic requirements and relevant policies and procedures. Experience planning and coordinating a variety of events and activities such as information sessions, symposia and recruitment sessions. Demonstrated experience working in an academic setting working with faculty, support staff and students. Ability to manage time effectively and work independently.
Strong computer skills, including the use of Microsoft Word, Excel, Teams, PowerPoint, Outlook are required, as well as demonstrated experience using MOSAIC Curiculum Management (scheduling), Campus Solutions, Student Advisement, Records and Enrollment, Grad Studies e-forms, etc., Slate admissions system, and Avenue to Learn.
To apply for this job, please submit your application online.
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.
To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.
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