Schedule Monday - Friday, 8:30 - 4:30
Education Level University Degree, preferably Graduate Degree
Career Level Min 5 years managerial/supervisory experience
Job Title: Assistant Dean (Academic) Band: N Mosaic Job #: 005437
Department: Faculty of Science Reports To: Associate Dean (Academic) of Science
Department, Unit or Project Description:
As the largest Faculty, with almost 8,000 undergraduate students, enrolled in 100+ undergraduate programs and 215+ faculty members, the Faculty of Science is an integral part of McMaster University. The Associate Dean (Academic) office is committed to informing and educating applicants and students with accurate and concise academic information to ensure the recruitment and retention of the most qualified and suitable student body while managing all administrative services related to undergraduate education on behalf of the Faculty.
The Assistant Dean (Academic) works with and on behalf of the Associate Dean (Academic) to strategically direct the development and implementation of policy and operational services in support of the academic mission of the Faculty of Science. The Assistant Dean (Academic), delegated by the Dean and Associate Dean (Academic), is the primary authority on matters related to undergraduate education and is the key, non-faculty, administrative officer and policy advisor regarding academic matters for the Faculty of Science. In consultation with the Dean and Associate Dean (Academic), the Assistant Dean (Academic) determines the Faculty’s annual domestic and international enrolment targets and ensures these are achieved. The Assistant Dean (Academic) is responsible to manage the admission process to all programs, on behalf of the Faculty. The Assistant Dean (Academic) makes final decisions on Petitions for Special Consideration and Requests for Retroactive Accommodation, within the guidelines of established Senate/University approved policies and/or as governed by law. The Assistant Dean (Academic) provides a continuing link between incoming and outgoing Deans and Associate Deans (Academic) on procedure and policy as they relate to undergraduate education and advises on new initiatives or changes to policies and procedures at both the Faculty and the University level. The Assistant Dean (Academic) participates in strategic planning and policy formation serves with the Dean, the Associate Deans, the Director of Finance and Administration, and the Dean's Advisory Group., The Assistant Dean (Academic) is responsible for overseeing the planning, development and administration of all necessary supports and systems to implement new and relevant initiatives of the university, Faculty, Dean, and Associate Dean (Academic). On a day-today basis, the Assistant Dean (Academic) implements the policy decisions taken by the Faculty and the University with respect to undergraduate students, represents the Faculty on University-wide committees, and provides leadership and direction to all academic units, including faculty members, and the staff who provide service to undergraduate students in the Faculty.
The Assistant Dean (Academic) is expected to be completely conversant with the University’s academic policies and regulations and to exercise exemplary discretionary judgement in carrying out academic-related decanal responsibilities on behalf of the Dean and Associate Dean (Academic). Decisions made by the incumbent will affect students, academic units, support staff, and the Faculty’s relationship with other offices and administrative units within the University and the community. The range of knowledge required to carry out the extensive scope of responsibilities is considerable, but, never static as the University continues to implement change. Since the incumbent interacts with the widest array of individuals and units, including those at the most senior levels within the Faculty and with many external offices, the effectiveness with which responsibilities are carried out have far-ranging consequences.
1. Within the Faculty, serves as a committee member on the Dean's Advisory Group. Faculty Council, General Faculty, Academic Planning and Policy Committee.
2. Outside the Faculty, serves and represents the Faculty on university-wide committees including, Undergraduate Council, Undergraduate Council – Curriculum and Admissions, Enrolment Management Team, Associate Dean’s Group, Course Availability Management Group, Scholarships and Awards, and other committees, as deemed necessary.
3. In consultation with other Assistant Deans (Academic) and university stakeholders, make decisions regarding academic policies and procedures that may impact Faculty and University resources (financial and human).
4. Works collaboratively with academic leaders, senior level Registrarial staff, and other academic units to identify business needs related to the university’s academic missions and to ensure the consistent application of new and revised policies and procedures.
5. Serves as Faculty consultant and demonstrates leadership in determining business processes and the facilitation of these processes through the applications within Mosaic and/or technologies.
6. Meets with and advises faculty members and departmental representatives on changes to the undergraduate curriculum, including the introduction, development and implementation of new programs and protocol for program closures. Brings necessary changes to the attention of the Dean, Associate Dean (Academic) and/or relevant departments/programs. Appropriately consults, provides feedback, and liaises with other Faculties regarding necessary/relevant curriculum changes. Responsible for the preparation and presentation of the annual report of curriculum changes to Undergraduate Council Curriculum and Admissions, Undergraduate Council, Senate, University Planning Committee, Fees Committee and contribute to other documents as required (ie, IQAP, Quality Council).
7. Full responsibility for all support staff within the Office of the Associate Dean (Academic), which includes four Academic Advisors, one Senior Academic Advisor, the Manager of Recruitment and Education and indirect responsibility for the Faculty Academic Officer and two Academic Support Associates. These responsibilities include, but are not limited to: hiring, supervising, performance evaluation, providing career guidance, terminating. The Office also consistently employs part-time/casual staff, typically 2-3 at any time, whose performance the Assistant Dean (Academic) is also directly responsible for.
8. Advises on the recruitment, admission and retention of the best-qualified students to the Faculty to ensure both international and domestic enrolment targets are achieved; sets the annual high school admission cut-off averages for all programs; and is responsible for reviewing non-Ontario High School applicants for eligibility and assessment of transfer credit.
9. Ensures the accurate and sensitive advising of Sciences students on programme selection, course selection and graduation requirements. Supervises and participates in the academic/ review of each student, including graduands. Resolves problems related to these matters on referral from other staff.
10. Responsible for admission to Level 2 Programs and provides sufficient consultation and support with academic units to ensure effective course enrolment management as well as new and returning student registration.
11. Responsible for the accurate preparation of the Reports of Graduands for presentation to and approval by General Faculty and Senate.
12. Ensures that concerns of students are addressed expeditiously and that petitions for special consideration, requests for consideration of retroactive withdrawal, and applications for reinstatement are reviewed carefully. and Reviews requests approves appropriate for academic accommodation, including a-typical or relief for students registered with the Student Accessibility Services. Within the parameters of University policy and in the context of fairness to other students, grants relief where possible and suggests alternatives when the relief requested cannot be granted. Communicates decisions to students.
13. Interprets and clarifies Senate approved policies relating to undergraduate education (e.g., Student Appeals Procedures, Procedures on Requests Petitions for Relief of Missed Academic Term Work (MSAF), and for Deferred Examinations) to students, faculty and staff.
14. Responds to or drafts responses on behalf of the Dean or Associate Dean (StudiesAcademic) to student grievances, consulting as necessary with other University offices (e.g., Human Rights & Equity Services, Student Accessibility Services, Student Wellness, Student Affairs, Academic Integrity Officer, Senate Secretariat, University Ombuds, and Legal Services).
15. Supervises those staff in the Office of the Associate Dean (Academic) with primary responsibility for undergraduate matters in the Faculty and ensures the smooth and efficient undertaking of this responsibility, encouraging staff development and maintaining staff morale.
16. Works collaboratively with the Director, of Science Career and Cooperative Education to ensure a seamless integration between the two offices and to develop, promote and encourage experiential and work-integrated learning opportunities for students.
17. Work with academic units to ensure/facilitate that the curriculum of accredited programs (e.g. Co-op, Medical Radiation Sciences) meet the requirements/criteria as defined by the external governing bodies.
18. Ensures the timely and accurate review and approval of all Faculty of Science Grade Rosters and grade changes as submitted by faculty members throughout the academic year and discuss issues with instructors and Chairs.
19. Develops and supports processes to identify and support students who are at risk of failing courses to ensure student success and the Faculty retention rates are met.
20. Responds expeditiously and with appropriate care and sensitivity to students who self identify and/or identified by instructors with mental health issues and work with campus service providers to develop a plan for success for such students.
21. In consultation with the Manager of Recruitment and Undergraduate Education develop and implement the annual recruitment plan to ensure the seven Level I program enrolment targets are met.
22. Provides support and guidance to the Faculty of Science Student Societies.
23. Ensures, in consultation with the Dean and Associate Dean (Academic), appropriate representation from the Faculty at meetings organized by the Office of the Registrar to discuss matters of common concern to all Faculties.
24. Ensures that the McMaster community and the external community receive prompt, accurate information regarding matters relating to undergraduate education in the Faculty of Science.
25. Acts as a consultant to, or is a member of, each of the undergraduate committees within the Faculty. Oversees ongoing activities on behalf of these committees.
26. Oversees written communication on undergraduate matters to ensure appropriateness, quality and accuracy.
University Degree, preferably graduate
Minimum of 5 years managerial/supervisory experience, preferably in a university and union setting
Excellent organizational, planning, communication, and interpersonal skills
Ability to thrive in a high-paced work environment, be a team player, a quick learner, an excellent problem solver and possess a dedicated work ethic
Sound knowledge of regulations and policies related to Equity, Diversity, and Inclusion, the Accessibility for Ontarians with Disabilities Act (AODA), Human Rights Code, Freedom for Information, Privacy and Protection Act (FIPPA), Senate Appeals
Ability to deal with extremely stressful and confidential matters including those related to mental health
Experience with Academic Advising
Sound knowledge of social media (for recruitment purposes)
McMaster’s core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders will demonstrate these Leadership Capabilities by: Taking a Strategic Approach; Communicating and Collaborating; Developing People; Investing in Relationships; Championing Change and Innovation; and Driving Results.
How To Apply
To apply for this job, please submit your application online.
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:
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.