ACADEMIC ADVISOR

McMaster University; Hamilton; On-site; CAD 60,000 - 76,000; Full time

Job summary

McMaster University in Hamilton, Ontario, is seeking an Academic Advisor to deliver high‑quality advising and administrative support within the Faculty of Humanities. The role requires understanding of university policies and accurate guidance on program requirements, admissions and registrations.

Reporting to the Assistant Dean, Undergraduate Studies, the advisor will engage in recruitment activities, track student progress, and coordinate academic planning for a large, multi‑disciplinary

Qualifications

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

Responsibilities

• Advise registered students on program options and requirements.
• Make independent admission decisions for applicants based on University guidelines.
• Assess and process student registrations and course changes.
• Coordinate grade submissions and maintain accurate records for Faculty courses.
• Prepare and present advising sessions and registration workshops for new students.
• Develop and implement recruitment plans and participate in information sessions and fairs.
• Provide guidance on petitions, appeals and other academic processes.
• Collaborate with staff to improve systems and database accuracy.

Skills

Academic Advising

Student Counseling

Policy Knowledge

Education

Bachelor's degree in related field

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.

The Faculty of Humanities Student Experience Office supports approximately 2,500 undergraduate students by providing services such as academic advising, study abroad programs, recruitment and admissions, experiential learning, and career development.

The Academic Advising Office within the Faculty of Humanities is seeking an Academic Advisor to deliver high-quality advising and administrative support. This role is responsible for providing accurate, informed guidance to students on program and course requirements, which requires a thorough understanding of Faculty and University policies. Working within a dynamic and student-focused environment, the Academic Advisor will report to the Assistant Dean, Undergraduate Studies.

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

Education Level Bachelors Degree in Related Field

Location Chester New Hall

Anticipated Start Date September 21, 2026

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 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.

Requirements

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

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:

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.