Academic Advisor

McMaster University; Hamilton; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

McMaster University’s School of Nursing seeks an Academic Advisor to guide BScN students from admission to graduation. You will act as a conduit between faculty and students, support special program projects, and oversee admissions and enrolment processes.

You will provide accurate academic advice, review transcripts, prepare degree audits, and coordinate registrations while ensuring compliance with university rules and program requirements.

Qualifications

• Bachelor’s degree in a relevant field.
• 3 years of relevant experience.
• Experience navigating university policies and advising in a postsecondary setting.
• Trauma-informed advising approach.
• Strong communication and problem-solving skills.

Responsibilities

• Provide academic advising to BScN students from admission to conferral.
• Advise on course selections, registrations, and degree audits.
• Coordinate grade submissions and maintain records.
• Develop and implement recruitment plans and participate in events.
• Collaborate with Registrar’s Office and faculties on curriculum changes.

Skills

Advising

Communication

Active listening

Trauma-informed approach

Policy interpretation

Education

Bachelor’s degree in a relevant field

Master’s degree in a relevant field

Tools

Mosaic (PeopleSoft)

Avenue to Learn

Microsoft Office 365

Adobe Acrobat Pro

Job description

The School of Nursing requires an Academic Advisor to provide academic advising to Bachelor of Science in Nursing (BScN) students. Reporting to the Program Manager, BScN Program, the incumbent will be responsible for provision of advising services from admission to degree conferral. The Academic Advisor will frequently work as a conduit between faculty and students. The Academic Advisor will also contribute to special projects in the BScN Program office and have accountability for admissions and enrolment.

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

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 enrollment 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.

Requirements

• Bachelor’s degree in a relevant field.
• Requires 3 years of relevant experience.

Assets

• Experience advising in a professional program that is subject to both accreditation standards and institution-specific academic regulations.
• Master’s degree in a relevant field
• Understanding of Canadian Association of Schools of Nursing accreditation standards and College of Nurses Ontario (CNO) entry to practice competencies.

Additional Information

The successful candidate will have/demonstrate the following:

• Experience navigating with different stakeholders (i.e. faculty, support staff, management, and students) through the intersection of academic and operational policies and practices using tact and professionalism.
• Experience crafting and proposing policy and process changes in a postsecondary setting at the institution or program level. Experience communicating effectively to a diverse audience through various communication platforms (i.e. online and in- person).
• Excellent problem-solving and judgment skills.
• Ability to work in fast paced environment with multiple timelines.
• Demonstrated ability to effectively utilize information systems, e.g.,Mosaic (PeopleSoft), Avenue to Learn
• Strong computer skills, proficiency in Microsoft Office 365, Adobe Acrobat Pro
• Knowledge of admission policies and processes in a university or college setting.
• Experience working in a university setting.
• Demonstrated advising skills with the ability to support students through difficult situations using a trauma-informed approach
• Proven ability to articulate and communicate guidelines or policies to others clearly and without error.
• Demonstrate an understanding of and sensitivity to students from diverse cultural, social, and educational backgrounds.
• Foster student success by actively supporting academic, personal, and professional development goals.
• Provide accurate, timely, and comprehensive information to help students make informed decisions.
• Utilize strong active listening skills to identify student needs, address concerns, and deliver effective guidance and support.
• Build positive, supportive relationships with students through proactive engagement, empathy, and student-centered service.

The successful candidate may be required to work on occasion at Conestoga College main campus to provide support for the Conestoga site learners.

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:

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 [e-mail] 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.