Academic Support Associate, Office of Associate
3 months ago
**Schedule**
Monday - Friday, 8:30 am - 4:30 pm
**Education Level**
Bachelor's Degree
**Career Level**
Minimum of 2 years of relevant experience
With over 8,000 undergraduate students and 215 faculty members, the Faculty of Science is an integral part of McMaster University. The Faculty offers a wide range of upper-level programs, stemming from seven Level 1 programs. The **Office of the Associate Dean (Academic)** is committed to providing excellent service to prospective and current students, staff and faculty members. This role will often be the first point of contact of the Associate Dean (Academic) Office to inform and educate students with accurate and concise academic information. The **Academic Support Associate** also contributes to ensuring the recruitment and retention of the most qualified and suitable student body.
**Job Summary**:
**Purpose and Key Functions**:
- Effectively discern appropriate action to be taken to address less complex and moderately complex student inquiries including resolving issue, forwarding to an Academic Advisor or Departmental representative.
- Deal sensitively, responsibly, and calmly with students who present with serious medical, social, and psychological issues, and refer to appropriate care.
- Identify and analyze problems and requests 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.
- Ensure that students understand that all course and program selections adhere to established academic, requisite, and graduation requirements for their registered or intended program.
- Advise registered students of program options and requirements which requires maintaining knowledge of course and program curriculum.
- Assist with the assessment of admission decisions for applicants to University programs based on established requirements, requisites, University guidelines, and enrolment numbers.
- 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 for less complex and moderately complex issues to assist students who are not academically eligible to continue in their program.
- 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 advisement reports to reflect current and past degree requirements.
- Assist in the process to ensure accuracy of eligible graduates for each convocation.
- Review, assess, and make judgement decisions regarding requests for the accommodation for missed academic work.
- 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.
- Participate in the Faculty Recruitment plan by representing 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.
- In consultation with Academic Advisors and Assistant Dean, make 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.
- 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.
- Provide information for the development of recruitment publications.
- 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, implement
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