Senior Counseling Services Coordinator

Job Description

The College of Arts & Sciences has an outstanding opportunity for a Counseling Services Coordinator to join their team.

About this Opportunity

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 Colleges 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 studentcentered 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 unitwide 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 crossunit 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

• Bachelors 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

• Masters 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

About the Team

Why UW and the College of Arts & Sciences

• Opportunities for professional growth and development
• A collaborative and supportive work culture
• Meaningful work supporting student persistence timely graduation and academic excellence in a world-class public research university.
• A collaborative professional academic services community that values professional judgment adaptability and thoughtful innovation in student services.

If you are an adaptable student-centered professional who enjoys working across varied academic contexts and building structures that help students thrive consider joining the College as a Senior Counseling Services Coordinator.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.