Academic Program Advisor II
JD 1015
Job Summary: Responsible for providing accurate and informed academic advice to students at a program or department level which requires a thorough knowledge of program or department regulations, including University regulations as it pertains to course and program requirements.
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 which requires maintaining knowledge of course and program curriculum.
- 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.
- 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.
- Administer course permissions for student registration and collaborate with other Faculties and Programs to assist students seeking course permissions in other Departments.
- Review student requests for course overloads and to register in a course conflict.
- Provide guidance and information to students regarding appropriate procedures and policies.
- Modify, customize and maintain accurate customized reports to reflect current and past degree requirements.
- Review and rank supplementary applications for the purpose of applicant selection and provide recommendations to the committee.
- Provide students with information regarding program policies and information about program 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.
- Deliver workshops and trainings to program students.
- Coordinate a variety of processes and activities, including but not limited to, exams and grade submissions.
- 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.
- Mediate extensions, accommodations, and exam deferrals on behalf of the student where there are extenuating circumstances.
- 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.
- 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 for a variety of purposes, functions, and events. Promote the program to visitors and representatives both internal and external to the University.
- Represent the program at various recruitment events, including information sessions and fairs.
- Create content for the program website. Assist with updating Update information and maintaining the 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. Ensure that there are no conflicts with student timetables and work with the Office of the Registrar to resolve course conflicts.
- Update and maintain information in a variety of databases and spreadsheets.
- Enter grade submissions and grade changes for Project and Thesis based courses.
- Respond to inquiries regarding programs, admissions, course selection, registration, and liase with faculty and other University departments.
- Respond and refer students to appropriate resources, information, and services across the University.
- Review and process requests for Letters of Permission permitting students to complete appropriate courses at other universities.
- 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.
- Gather and calculate necessary information including sessional and grade point averages, and enrolment statistics.
- Maintain accurate student records and ensure academic advising sessions are properly documented for legal purposes.
- Maintain electronic and hardcopy filing system of student records.
Supervision:
- Ensure adherence to quality standards and procedures for short-term staff and volunteers.
- Provide orientation and show procedures to others.
Qualifications:
- Bachelor's Degree in a related field.
- Requires 2 years of relevant experience.
Position Requirements:
- Proficiency & experience with PeopleSoft/Mosaic (i.e. HR, financial, student modules)
- Proficiency and experience with the following software and databases: Microsoft Office, Adobe Acrobat Pro, Site Finity, MacFacts, Zoom, Microsoft Teams, WebEx
- Experience providing support for an undergraduate program
- Experience compiling and distributing application and admission files for review by the Admissions Committee
- experience compiling course information and updating course calendar information
- Experience reviewing and processing applications for internal and external scholarship competitions and program admission
- Experience providing program and admission information to potential applicants, students, and faculty
- Experience acting as a liaison between students and the various individuals and offices within and external to the department
- experience delivering a variety of academic program or department presentations
- Experience collecting and summarizing information, and developing recommendations for final approval and implementation
- Experience writing a variety of documents such as correspondence, reports, and meeting minutes
- Experience compiling the paperwork required to facilitate hiring and payment processes
- Experience inputting financial and employee information required to process pay
- Experience monitoring budgets, reconciling accounts and completing financial forms
- Experience coordinating and organizing regularly recurring education and program events
- Experience hosting and providing support for education and program MS Team and Zoom meetings, and includes experience troubleshooting and resolving problems
- Experience updating and maintaining information and content on websites and social networks
This position may require you to work outside of your regular work schedule including evenings and weekends to meet operational demands.
We thank all who apply; however, only those candidates selected for an interview will be contacted.
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.
At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to [email protected] or the HR contact associated with your position of interest.
