Job Description

Reporting to Senior Director of Academic Services, the Senior Counseling Services Coordinator provides academic counseling to graduate students and oversees graduate admissions processes for multiple academic units within the College of Arts & Sciences. This position supports the full lifecycle of graduate education, from prospective student outreach through degree completion and serves as a primary resource for students, faculty, and staff on graduate program policies, procedures, and academic requirements.

In addition to directing student and program support, this role draws on deep operational and policy expertise to develop onboarding for new graduate services staff, deliver training for the College's graduate advising community, and contribute to professional development efforts that strengthen the graduate services team as a whole. The Counseling Services Coordinator requires strong communication skills, sound judgment, and the ability to interpret and explain complex academic policies.  They ensure compliance with Graduate School, College, and University policies; manage sensitive academic processes; and contribute to a supportive, inclusive, and student‑centered environment.

This role is based on the Seattle campus and may be eligible for a hybrid schedule.  

Key Responsibilities

Graduate Advising & Student Services (40%)  

Provide guidance and support to graduate students as they navigate program requirements, University policies, and academic processes: 

• Serve as a primary point of contact in-person for questions about program requirements, degree milestones, registration, and University procedures. 
• Help students understand degree requirements and how to track their own progress using MyGrad Program, degree audits, and departmental checklists. 
• Apply expert knowledge of program pathways, policies, and degree requirements to advise students on complex academic situations; consult with faculty and GPCs on ambiguous policy questions and non-routine student circumstances 
• Assist students in navigating administrative processes such as petitions, leaves, reinstatement, exam scheduling, and graduation applications. 
• Offer general support to students experiencing academic or administrative challenges and connect them with appropriate campus resources (e.g., Graduate School, DRS, ISS, Counseling Center). 
• Provide basic CPT/OPT guidance and refer complex cases to International Student Services (ISS). 
• Assist in coordinating new student orientations and ensure students have access to departmental resources and systems. 
• Maintain and update advising materials, handbooks, and online resource pages. 
• Maintain confidentiality of student records; ensure FERPA compliance and educate faculty/staff on FERPA as needed. 
• Monitor student progress for administrative purposes (e.g., registration, milestone completion) and work with faculty/GPCs when issues require academic review. 
• Maintain accurate advising notes and student records in accordance with University retention policies. 

Graduate Admissions & Recruitment (20%) 

Support graduate admissions processes and prospective student engagement: 

• Respond to inquiries from prospective students and provide information about program prerequisites, application requirements, and degree pathways. 
• Manage admissions workflows, including application tracking, file preparation, and communication with applicants. 
• Coordinate faculty review committee processes and ensure timely routing of materials. 
• Prepare and send admission, alternate, and deny letters. 
• Support recruitment and admissions activities such as information sessions, campus visits, auditions or other required admissions materials, and virtual events. 
• Participate and coordinate unit‑wide recruitment and outreach activities that support both undergraduate and graduate enrollment pipelines. 
• Assist with recruitment funding applications (e.g., GSFEI, GSEE) when applicable. 
• Maintain admissions and enrollment data using systems such as MGP, Slate, BI Portal, and Excel to track data/engagement trends to inform recruitment strategies. 
• Contribute to outreach strategies that support diverse and inclusive applicant pools. 
• Graduate Academic Program Operations (20%) 
• Provide operational and administrative support for graduate programs: 
• Assist with program reviews, accreditation processes, and assessment activities by preparing data, documentation, and reports. 
• Support student funding processes in partnership with GPCs and program administrators (e.g., fellowships, TA/RA appointments, awards). 
• Coordinate academic operations such as time schedule updates, enrollment monitoring, and registration troubleshooting. 
• Maintain listservs, student rosters, and internal databases. 
• Contribute to departmental communications, including website updates, newsletters, and student/alumni engagement materials. 
• Coordinate events such as orientations, recruitment activities, career panels, and graduation celebrations. 
• Build and maintain relationships with campus partners (Graduate School, ISS, UWC2, Registrar, etc.) to support program operations. 
• Participate in cross‑unit staff meetings to identify issues, share best practices, and develop coordinated action plans. 
• Support special projects and additional responsibilities that advance graduate advising, admissions, recruitment, and program operations, as assigned in alignment with departmental and College priorities. 
• Staff Training, Onboarding & Professional Development (20%) 
• At the direction of the Senior Director of Academic Services and Director of Graduate Education & Student Success, conduct onboarding for new Counseling Services Coordinators joining the College, ensuring new staff can navigate graduate policies, systems, workflows, and program-specific expectations effectively from the start 
• Deliver training for graduate services staff on policy updates, system changes, and emerging issues in graduate education as directed 
• Serve as a go-to resource for graduate services staff on systems questions, helping colleagues navigate tools such as MyGrad, Slate, SDB, EARS, Workday, and BI Portal 
• Contribute to professional development opportunities for the graduate advising community as coordinated by College leadership 
• Assist in developing and maintaining shared onboarding materials, reference guides, and process documentation for use across the graduate services team

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor's degree and at least three years of progressively responsible experience in graduate advising, student services, academic program administration, or a closely related field 
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

Additional Qualifications

• Demonstrated expertise in graduate education policies, processes, and student experience sufficient to serve as a resource for colleagues 
• Proven ability to apply independent judgment to complex, sensitive, and non-routine situations involving graduate students, faculty, and program administrators 
• Experience developing training materials, onboarding resources, or process documentation 
• Strong organizational, administrative, and problem-solving skills 
• Excellent written and oral communication skills 
• Ability to work effectively with students from diverse backgrounds 
• Ability to maintain confidentiality and exercise sound professional judgment in compliance with FERPA 

 Preferred Qualifications

• Master's degree in higher education, counseling, or a related field 
• Deep familiarity with UW graduate systems including MyGrad, Slate, SDB, EARS, Workday, and BI Portal 
• Experience supporting both state-funded and fee-based graduate programs 
• Knowledge of graduate student HR processes including TA/RA appointments, funding packages, and fee remission 
• Experience supporting international students and working knowledge of CPT/OPT processes 
• Demonstrated ability to serve as a resource or informal leader for peers in a professional advising or student services context 
• Demonstrated commitment to equity, inclusion, and student-centered service in graduate education 
• Experience with event planning, outreach, or student engagement programming 

Compensation, Benefits and Position Details

Pay Range Minimum:

$78,000.00 annual

Pay Range Maximum:

$84,000.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable