Counseling Services Coordinator

University of Washington Medical Center • Seattle, WA

4d • $72,000 - $84,000 • Hybrid

About The Position

The College of Arts & Sciences has an outstanding opportunity for a Counseling Services Coordinator to join their team. Reporting to Senior Director of Academic Services the Counseling Services Coordinator is responsible for providing professional 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. This role is based on the Seattle campus and may be eligible for a hybrid schedule. The salary information provided below is for a full-time position.

Requirements

• Bachelor’s degree in education, counseling, social sciences, or related field.
• At least two years of experience in academic advising, student services, admissions, or related higher‑education work.
• Demonstrated ability to interpret and explain complex academic policies.
• Strong organizational, administrative, and problem‑solving skills.
• Excellent written and oral communication skills.
• Ability to work effectively with students from diverse backgrounds.
• Experience with data collection, reporting, and analysis; proficiency with Microsoft Office tools.
• Ability to maintain confidentiality and exercise sound professional judgment.

Nice To Haves

• Master’s degree in higher education, counseling, or related field.
• Experience with graduate education or graduate admissions.
• Familiarity with UW systems such as SDB, EARS, MyGrad, Workday, Slate, and BI Portal.
• Experience supporting international students and understanding of CPT/OPT processes.
• Demonstrated commitment to equity, inclusion, and student‑centered service.
• Experience with curriculum management, time schedule construction, or academic operations.
• Experience with event planning, outreach, or student engagement programming.

Responsibilities

• Provide guidance and support to graduate students as they navigate program requirements, University policies, and academic processes:
• Serve as a primary point of contact 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.
• Provide information about typical course sequencing, program pathways, and available options; refer students to faculty or Graduate Program Coordinators (GPCs) for academic planning or curriculum decisions.
• 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.
• 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 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, GO‑MAP) when applicable.
• Maintain admissions and enrollment data using systems such as MGP, Slate, BI Portal, and Excel.
• Contribute to outreach strategies that support diverse and inclusive applicant pools.
• 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.

Benefits

• 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.
• Outstanding benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level