Undergraduate Program Advisor - Chemistry & Chemical Biology

McMaster University; Hamilton; On-site; CAD 37,000 - 52,000; Full time

Job summary

McMaster University in Hamilton seeks an experienced Undergraduate Program Advisor to support Chemistry & Chemical Biology students with advising, scheduling, and program promotion.

You will manage front-desk duties, coordinate course registrations, maintain websites and social media updates, and ensure policy compliance. This role requires strong communication, multitasking, and teamwork.

Qualifications

• 3 years of relevant experience in academic or office settings.
• Diploma in Office Administration or related field required.
• Experience with academic advising is preferred.
• Ability to manage multiple projects and deadlines.

Responsibilities

• Provide academic advising and overview of program requirements.
• Schedule undergraduate courses and coordinate timetables.
• Promote programs via social media and website updates.
• Serve as front-desk manager for stakeholders and visitors.
• Coordinate and oversee multiple projects with attention to detail.

Skills

Academic advising

Course scheduling

Customer service

Multitasking

Front-desk management

Education

College Diploma in Office Administration

Tools

Microsoft 365

Excel

SharePoint

MacSites

Job description

Undergraduate Program Advisor - Chemistry & Chemical Biology

Regular/Temporary

Temporary

Location

Central Campus

Open Date

2026/10/13

Job Type

Limited Term (>12 months)

Close Date

2026/10/21

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Chemistry & Chemical Biology

Full/Part Time

Full-Time

Salary Grade/Band

Grade 6

Salary Range

$26.99 - $38.03 (hourly)

Job Code

JD0597

Existing Vacancy

Yes - Backfilling as Existing

Contract Duration

12.2 Months

Target Number of Openings

1

35

Schedule

Monday-Friday, 8:30 AM to 4:30 PM

Education Level

College Diploma in Office Administration or related field

Career Level

3 years of relevant experience

Anticipated Start Date

As soon as possible

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

Unit Description

About the Department

The Department of Chemistry & Chemical Biology is a dynamic group of staff, postdoctoral fellows, students, and 30 full-time faculty members who conduct leading-edge research and top-tier training of undergraduate and graduate students in all areas of chemistry. We boast world-class facilities and instrumentation and maintain rich collaborative relationships with many departments across campus and with various McMaster research institutes and core facilities including the McMaster Nuclear Reactor, the Biointerfaces Institute, the Institute for Infectious Diseases Research, and Brockhouse Institute for Materials Research. Join us and spark your imagination!

About the role

We are seeking an experienced administrative assistant to provide academic and administrative support to our Chemistry, Chemical Biology, and Sustainable Chemistry undergraduate students. This individual will work under general direction within a clear framework of accountability and exercise substantial personal responsibility to deliver results. The role has become available due to a career growth leave.

The portfolio includes academic advising for undergraduate students, scheduling all undergraduate courses, and promoting our programs through social media and website updates. The successful candidate will also demonstrate a welcoming demeanor and a willingness to assist as front-desk manager for a variety of stakeholders and visitors to our office.

We are looking for a resourceful, self-directed individual with a positive approach to customer service, capable of working independently and as part of a team. The ideal candidate will adapt to changing priorities, multitask efficiently, and successfully manage frequent interruptions. Strong follow-up skills and attention to detail are essential for managing tasks and ensuring accurate completion within established timelines.

Experience in coordinating and overseeing multiple projects simultaneously, along with the ability to prioritize tasks effectively, is a must for this role. This role also requires critical thinking skills, including the ability to synthesize information from multiple sources, make informed decisions, provide sound advice, and complete tasks effectively.

Job Summary

Responsible for providing academic advice at a program or department level which requires a thorough knowledge of program or department regulations as it pertains to course and program requirements. Also responsible for providing administrative support for a program or department .

Purpose and Key Functions

• Identify and analyze problems with the program and prepare recommendations for review and approval.
• 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.
• Ensure that students understand that all course and program selections adhere to established academic, prerequisite, and graduation requirements for the program.
• 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.
• Review, evaluate, and provide recommendations on applications to ensure students are eligible to transfer into, 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 such as special accommodations, scheduling conflicts, and grades.
• Gather and compile information required for a variety of documents and reports such as program accreditation, enrolment, and degree audits.
• Write a variety of documents such as correspondence, reports, and procedure manuals.
• Contribute to the development of student surveys and disseminate surveys to applicable groups.
• Review applications for a variety of scholarship competitions and ensure they contain the required information and meet the defined eligibility requirements.
• Notify applicants of the status of their application.
• Review applications and provide comments and recommendations to the selection committee for their consideration and approval.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• 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.
• Plan and coordinate a variety of departmental events and activities.
• Prepare and work in consultation with faculty and staff to coordinate the program timetable. Ensure that there are no conflicts with student timetables and work with the Office of the Registrar to resolve course conflicts.
• Update and maintain information in a variety of databases and spreadsheets.

Supervision

• Ensure adherence to quality standards and procedures for short-term staff and volunteers.
• Provide orientation and show procedures to others.

Requirements

• 3 year Community College diploma in Office Administration or related field.
• Requires 3 years of relevant experience.

Assets

• Knowledge of undergraduate programs and processes at McMaster, including MAPSci, calendar copy, registration processes, scheduling, and advising students on course selections and experiential learning opportunities (co-op, research, outreach, etc).
• Familiarity with academic policies and procedures is an asset.
• Experience working in an academic environment or with an academic program is an asset.

Additional Information

• This is a front-facing, on-campus role requiring regular in-person presence and occasional evening and weekend work to support outreach and engagement activities.
• The successful candidate should demonstrate:
  • Strong analytical and critical thinking skills, with the ability to understand the interdependencies between academic programs, curriculum, policies, enrollment trends, and operational processes, and provide informed recommendations to support decision-making.
  • Advanced proficiency with Microsoft 365 applications (Excel, Outlook, Word, PowerPoint, SharePoint, Forms), social media platforms, and MacSites.
  • Experience with database management, record keeping, data analysis, and preparation of reports, with exceptional accuracy and attention to detail.
  • Strong communication, interpersonal, and customer service skills, with the ability to build effective relationships, communicate complex and sensitive information to diverse audiences, and exercise tact, diplomacy, sound judgment, and confidentiality.
  • Experience supporting outreach, engagement, and networking initiatives, including event coordination, social media management, and maintaining stakeholder communications and contact databases.
  • Excellent organizational, time-management, and problem-solving skills, with the ability to independently manage competing priorities, respond to urgent issues, and work effectively under pressure.
  • Ability to quickly learn and interpret academic programs, policies, and requirements to support students and provide informed guidance.
  • Demonstrated initiative, resourcefulness, and commitment to continuous improvement, with the ability to work both independently and collaboratively..

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.