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…

CanadaEducationEngineeringHamiltonHealth SciencesInnovationPublic UniversityResearchmcmaster.ca

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…

CanadaEducationEngineeringHamiltonHealth SciencesInnovationPublic UniversityResearchmcmaster.ca

HQHamilton, CA

Team Size25

Open Jobs154

Total Funding$250K

Latest FundraiseUnknown

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Academic Program Advisor

HybridHamilton, ON, CA

Hybrid • Hamilton, ON, CA

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Job ID

75098

Job Title

Academic Program Advisor

Regular/Temporary

Regular

Location

Central Campus

Open Date

03/31/2026

Job Type

Limited Term (>12 months)

Close Date

04/15/2026

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Educ Central

Full/Part Time

Full-Time

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Job Code

JD0597

Existing Vacancy

Yes - Backfilling as Existing

Contract Duration

17.2 Months

Target Number of Openings

Hours per Week

Posting Details

Schedule

8:30am to 4:30pm, Monday to Friday

Anticipated Start Date: June 2026

Education Level

3 year community college diploma in Office Administration or related field.

Career Level

Experienced

Job Description

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

Academic Program Advisor

JD 0597

Unit/Project Description: The Non-Academic Requirements and Learner Immunization (NARLI) Office plays a vital role in supporting the Faculty of Health Sciences by ensuring learners meet mandatory health screening and compliance requirements prior to clinical placements. Each year, the office manages documentation for more than 3,500 learners and visiting electives, including tuberculous screening, mask fit testing, seasonal influenzas vaccinations and vulnerable sector checks.

The NARLI Office is seeking a limited-term Academic Program Advisor. This role is central to maintaining records, providing health screening & immunization information and support to learners, tracking submissions, ensuring that procedures are accurate and efficient.

Job Summary: 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:

Supervision:

Ensure adherence to quality standards and procedures for short-term staff and volunteers.
Provide orientation and show procedures to others.

Qualifications:

3 year Community College diploma in Office Administration or related field.
Requires 3 years of relevant experience.

Assets:

Comprehensive knowledge of health-related compliance process, including TB screening, immunizations, mask fit testing and, vulnerable sector checks.
Prior experience in academic, healthcare setting requiring attention to detail and confidentiality.

Additional Information:

The successful incumbent for this role will also be able to demonstrate:

Experience working in an academic setting and/or a familiarity with McMaster University and its policies regarding health screening.

This position may require you to work outside of your regular work schedule including evenings and weekends to meet operational demands.

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.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

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.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.

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.

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.

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.

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 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.

Create content for the program website. Update information and maintain 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.

Familiarity of McMaster University privacy policies related to learner information.

Strong experience in the use of Mosaic or similar Enterprise Resource Planning {ERP) system {Student and financial portals).

Strong skills in the use of Word, Excel, PowerPoint, the Adobe software suite, website content management and social media platforms.

Experience in planning and coordinating events both in person and in a virtual environment.

Excellent interpersonal and customer service skills, both in-person and in a virtual environment.

Strong experience in the use of communication technologies including departmental listservs, Zoom, and Microsoft Teams.

Ability to prepare and disseminate timely communications.

Experience in organizing and maintaining of detailed records and knowledgeable of those that pertain to learners.

Ability to problem solve, work independently, and as part of a team to support students and the administrative needs of the department.

Ability to effectively manage multiple priorities with concurrent deadlines by effectively prioritizing competing demands with a high degree of professionalism.