Unit/Project 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.

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 judgement 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 education 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 and provide suitable alternatives if degree requirements cannot be met because of lack of availability.
• Make independent judgement decisions to provide students with access to courses and programs to 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.

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.
• 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 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.
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.

To apply for this job, please submit your application online.

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:

• 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.

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.

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 talent@mcmaster.ca or the HR contact associated with your position of interest.

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.