Job Description

Regular/Temporary

Regular

Job Title

Program Administrator

Job ID

70491

Location

Central Campus

Open Date

07/11/2025

Job Type

Continuing

Close Date

07/20/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Office of the Dean

Salary Grade/Band

Grade 8

Salary Range

$28.90 - $43.51 (hourly)

Hours per Week

35

Posting Details

Schedule

Monday - Friday, 8:30am - 4:30pm with 60 minute unpaid lunch

Education Level

Bachelor's degree in a relevant field

Career Level

Requires a minimum of 3 years of relevant experience.

#

JD1154

Faculty Description:

The Office of the Associate Dean (Undergraduate Studies) in the Faculty of Social Sciences supports nearly 5,000 undergraduate students registered in programs offered by 12 academic units. The office is responsible for the admission, academic advising, enrollment and reviewing of all undergraduate students in the Faculty of Social Sciences. It is also the home of the Faculty of Social Sciences Undergraduate Recruitment team and the Careers & Experiential Education team which provides career-related supports for our students including the coordination of course placements, internships, co-op positions, career advising, and career preparation opportunities.


Reporting to the Assistant Dean, Undergraduate Studies, in the Office of the Associate Dean (Undergraduate Studies), the Program Administrator will coordinate duties that pertain to external sources of education whether it is to assist Social Sciences students seeking to study abroad, attend another university to take some courses, take Mohawk/Social Sciences courses to complete an affiliated certificate, or new incoming college transfer students who are transitioning into a Social Sciences program. The Program Administrator will perform the academic advising duties for programs offered by one of the departments in the Faculty of Social Sciences and will actively participate in the recruitment of students from various educational backgrounds to programs in the Faculty of Social Sciences.

Job Summary:

Accountable for developing, implementing, and maintaining the efficient operation of an academic program or department. Responsible for providing overall administrative direction including coordinating all aspects of the program such as curriculum administration, implementation, promotion, recruitment, admissions, resource management, and financial management. Requires independent decision making within a delegated area of authority and the exercise of leadership in the management of support services.

Purpose and Key Functions:

Provide administrative direction regarding the goals and objectives of the program by examining, reviewing, and assessing long-term and immediate needs. Identify and analyze problems with the program and prepare recommendations for review and approval by the program Director. Review and rank applications, interview candidates and make decisions regarding admission to the exchange program based on established requirement and guidelines. Facilitate and coordinate the scholarship award process by marketing the awards, building packages for review and processing award decisions made by the award committee. Communicate and work collaboratively with various internal and external organizations and departments 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. Counsel students to ensure that they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements. 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. Use existing admissions criteria to assess program applications and determine which applications are declined admissions and which are eligible for acceptance. Review and evaluate academic records to ensure students are eligible to 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, including but not limited to, special accommodations, scheduling conflicts, grades. Gather and compile information required for a variety of documents and reports, including but not limited to, program accreditation, enrolment, and degree audits. Plan and coordinate a variety of activities and events to recruit applicants to the exchange program. Develop estimates of time, resources, and budgets for various program activities and events. Develop the program budget for review and approval. Implement and maintain the program budget. Create financial projections and makes adjustments to the program budget throughout the fiscal year. Review and process requests for Letters of Permission permitting students to complete approved courses at other universities Exercise appropriate controls, monitor, and reconcile accounts. 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. Survey and monitor academic programs offered by competing institutions and conduct research into pedagogical practices. Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student. Prepare and deliver presentations. Facilitate meetings with, including but not limited to, program stakeholders and student groups. Plan and coordinate arrangements for annual events and meetings. Source pricing information and independently makes decisions regarding the purchase of equipment and supplies for the program. Input financial and other information required to process payroll. Update and maintain student records and databases. Update and maintain student records and databases.

Supervision:

Ongoing responsibility for hiring and supervising up to 9 casual employees at any one time. Occasionally provide orientation and show procedures to others.

Requirements:

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

Assets:

Excellent interpersonal and communication (oral and written) skills. Strong analytical and problem-solving skills to be able to deal with students in difficulty, high risk students, or students dealing with medical, psychological, or compassionate issues that are affecting their abilities to complete academic responsibilities. Able to exercise diplomacy and tact when administering University policies. Creative and innovative thinker, who seeks out student interests and goals, and able to deliver advice and information in all delivery methods (e.g. face-to-face, phone, email, web, and virtual (MS Teams or Zoom)). Service-oriented candidate must possess the ability to work with a diverse community, including students, staff, and faculty. Experience supporting a diverse population of students with varied interests and academic backgrounds. Ability to work collaboratively in a team-oriented environment. Demonstrated experience creating and delivering presentations in various formats including in-person, virtual, or recorded formats. Excellent time-management skills, including experience in managing multiple competing priorities and an ability to adapt quickly to emerging priorities. Self-directed with proven organizational skills and ability to prioritize a heavy workload, manage initiatives to completion, and meet deadlines in a busy, high-pressure, and time-sensitive environment. Excellent computing skills, proficient with MS Word, Excel, PowerPoint, and web-based tools in a highly digitized environment. Proven experience using and interpreting Mosaic system including the Student Records system, Admissions system, and academic advisement. Previous experience co-ordinating and editing content for publications and web sites Experience participating in student recruitment activities. Ability to engage in ongoing assessment and development of self and the advising practice. Knowledge of secondary and post-secondary education structures and standards within Ontario and other provinces Must be able to interpret foreign educational systems. Thorough knowledge of the General Academic Regulations, Faculty of Social Sciences undergraduate admission and program requirements, advisement reports, and undergraduate enrolment management processes are an asset.

Additional Information:

Preference will be given to candidates with previous experience working with undergraduate students at a post-secondary institution in academic advising, student services, or a related area.

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.