Academic Advisor (Hybrid) | McMaster University · Teeming.ai
McMaster University
The McMaster Institute for Research on Aging is a research center at McMaster University focused on aging optimization. It pursues this goal through interdisciplinary teams that work with older adults and key stakeholders. The institute leverages platforms like the McMaster Optimal Aging Portal and collaborates with the Labarge Centre for Mobility in Aging. Its work spans biology and behavior, aging-related mobility, and health outcomes to reduce costs and improve well-being. The initiative aims to impact Canadian aging populations at scale through education, research collaboration, and public-facing resources.
The McMaster Institute for Research on Aging is a research center at McMaster University focused on aging optimization. It pursues this goal through interdisciplinary teams that work with older adults and key stakeholders. The institute leverages platforms like the McMaster Optimal Aging Portal and collaborates with the Labarge Centre for Mobility in Aging. Its work spans biology and behavior, aging-related mobility, and health outcomes to reduce costs and improve well-being. The initiative aims to impact Canadian aging populations at scale through education, research collaboration, and public-facing resources.
The Student Services team at the DeGroote School of Business supports undergraduate students in the Commerce and Integrated Business and Humanities programs. The team provides services that include recruitment and admissions, program management, academic advising, student retention strategies, career and professional development, work-integrated learning opportunities, international exchange, skill-development programming, and support for student life and club activities. The BCom Academic team, in particular, supports a growing and increasingly diverse undergraduate population. The Commerce and IBH programs are designed to equip students with the knowledge and skills they need to pursue their career of choice at graduation, and they benefit from strong support from Student Services and key campus partners.
Job Summary:
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.
Purpose and Key Functions:
Supervision:
Ongoing responsibility for supervising up to 9 casual employees at any one time.
Assets:
Previous case-management and advising experience.
Knowledge of the McMaster Commerce and IBH program structures, requirements, and academic regulations.
Experience working with Faculty members and campus partners.
Experience presenting to groups of prospective or current students.
Strong organizational and prioritization skills.
Strong interpersonal skills.
Excellent oral and written communication skills.
Familiarity with University guidelines and protocols related to privacy and confidentiality.
Strong understanding of McMaster systems and Microsoft Office tools
How To Apply
To apply for this job, please submit your application online.
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.
Hybrid Work Language
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.
Interview Experience
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 talent@mcmaster.ca or the HR contact associated with your position of interest.
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.
