City : Hamilton

Category : Other

Industry : Education

Employer : McMaster University

Academic Advisor, Faculty of Engineering
(JD0001)

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

About The Faculty:

Consistently ranked among the top engineering schools in Canada and internationally, McMaster’s Faculty of Engineering is known for its leadership in innovation, research, and experiential learning. With a strong emphasis on hands-on, project-based education, the Faculty prepares future-ready engineers through one of the country’s largest co-op programs, world-class research opportunities, and a vibrant student community with over 70 clubs and teams. 

The Faculty comprises three schools offering a wide range of programs and degrees designed to cultivate global citizens who are socially conscious and professionally agile. Home to over 200 faculty and 200 full-time staff, the Faculty supports over 7,600 undergraduate and 1,400 graduate students and secures roughly $65 million in research funding annually. Research and learning span more than 20 interdisciplinary centres, institutes, and networks, with active collaborations involving universities, government, and over 120 industry partners worldwide.

About the Position:

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.

Reporting to the Assistant Dean (Studies) in the Office of the Associate Dean (Undergraduate), the Academic Advisor is an integral part of the academic advising team that supports all programs within the Faculty of Engineering. This role encompasses a wide range of responsibilities, from admissions to graduation, in order to provide comprehensive support throughout the student academic journey. As an Academic Advisor, you will work in a collaborative team environment to implement new strategies and technologies, with a particular emphasis on enhancing the student experience and promoting student success. This position will involve actively engaging with students and working closely with them to identify and address their academic needs and challenges. By fostering a student-centered approach, you will contribute to the implementation of tailored solutions to support students' academic goals.

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).