Senior Counseling Services Coordinator

University of Washington; Seattle (WA); Hybrid; USD 60,000 - 85,000; Full time

Job summary

University of Washington is seeking a Counseling Services Coordinator on the Seattle campus. The role provides academic counseling to graduate students, oversees graduate admissions for multiple units, and ensures compliance with policies across the College of Arts & Sciences.

Responsibilities include advising on degree requirements, tracking progress, coordinating orientations, and supporting staff training and onboarding for graduate services teams. This position may offer a hybrid schedule.

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.
• Additional Qualifications demonstrate expertise in graduate education policies, processes, and student experience; ability to serve as a resource for colleagues.

Responsibilities

• Serve as a primary point of contact in-person for questions about program requirements, university policies, and academic processes.
• Help students understand degree requirements and how to track progress using MyGrad, degree audits, and departmental checklists.
• Advise students on complex academic situations and consult with faculty and GPCs on policy questions and non-routine circumstances.
• Assist students in navigating petitions, leaves, reinstatement, exam scheduling, and graduation applications.
• Coordinate admissions workflows, including application tracking, file preparation, and communication with applicants.
• Coordinate unit-wide recruitment and outreach activities and maintain admissions data using systems like MGP, Slate, BI Portal, and Excel.

Education

Bachelor's degree

Job description

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 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%)

• Serve as a primary point of contact in-person for questions about program requirements, University policies, and academic processes.
• 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%)

• 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