Job Description

Regular/Temporary

Regular

Job Title

ACADEMIC ADVISOR, Faculty of Engineering

Job ID

69612

Location

Central Campus

Open Date

05/22/2025

Job Type

Continuing

Close Date

06/05/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Associate Dean Academic

Salary Grade/Band

Grade 9

Salary Range

$30.84 - $47.65 (hourly)

Hours per Week

35

Posting Details

Schedule

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

Education Level

Bachelor's degree in a related field

Career Level

Requires a minimum of 3 years of relevant experience

Academic Advisor, Faculty of Engineering

(JD0001)

Engineering a Brighter Future

https://www.eng.mcmaster.ca/about-us/strategic-plan/

Unit / Project Description

Ranked among the top engineering schools in Canada and worldwide, the Faculty of Engineering has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. It has earned a strong reputation as a centre for academic excellence and innovation. Comprised of three schools that offer a diverse range of programs and degrees, the Faculty of Engineering offers multi-faceted educational experiences that help create global-ready, socially aware citizens through project-based classes, flexible co-op work terms, research opportunities and over 60 clubs and teams.


The Faculty has approximately 187 faculty members, along with over 7,000 undergraduate and a little over 1,100 graduate students. The Faculty attracts approximately $44 million in annual research funding. Engineering faculty, staff and students at McMaster pursue research and learning in more than 20 research centres, institutes, and networks whose interdisciplinary pursuits cross departmental and Faculty boundaries. Outside the University, we collaborate regularly on research projects with partners in universities, government and more than 120 companies in Canada and abroad.


The Faculty of Engineering is seeking applicants for an

Academic Advisor

. The successful candidate will play a pivotal role in ensuring the academic success and well-being of students while contributing to the overall effectiveness of the academic advising process within the Faculty of Engineering.

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.

Key Purpose and Functions

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.

Supervision

Ongoing responsibility for supervising up to 9 casual employees at any one time.

Qualifications

Bachelor's degree in a related field. Requires a minimum of 3 years of relevant experience.

Assets

Familiarity with the program requirements within the Faculty of Engineering and an overview of programs and courses offered by other Faculties would be considered a valuable asset.

Additional Information

The successful incumbent for the position of

Academic Advisor

must possess a diverse set of attributes and skills essential for effective guidance and support. Strong attention to detail, coupled with excellent problem-solving skills and a keen systems thinking mindset, is paramount. The ability to define priorities and effectively manage multiple tasks is crucial for success in this role. Knowledge of university academic rules, regulations, policies, and procedures is also a must.


Superior judgment and flexibility are key qualities required for navigating the complexities of academic advising. The position involves providing services to a diverse audience, including students, faculty, staff, and the public, both in person and virtually. As such, the incumbent must embody the following in all interactions:

Professionalism Confidentiality Diplomacy and tact Empathy and sensitivity Flexibility and resourcefulness
Proficiency in various computer applications is a prerequisite, with a particular emphasis on database and spreadsheet applications, and Mosaic (PeopleSoft). An understanding and interest in undergraduate curricular planning, along with experience in counseling and recruiting students, are highly desirable.


A willingness to work weekends and evenings when needed for recruitment and outreach activities is required. This position will also require majority onsite presence (i.e., 4 days in the office each week).

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, Metis 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.