Counseling Services Coordinator

University of Washington Medical Center • Seattle, WA

22h • $72,000 - $78,000 • Hybrid

About The Position

The College of Arts & Sciences is seeking a Counseling Services Coordinator to provide professional academic counseling to graduate students and oversee graduate admissions processes for multiple academic units. Reporting to the Senior Director of Academic Services, the coordinator supports the full graduate education lifecycle, 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.

The position is based on the Seattle campus and may be eligible for a hybrid schedule. It is a regular, 100% FTE position with a first shift schedule. The annual pay range is $72,000–$78,000. The University of Washington describes opportunities for professional growth and development, a collaborative and supportive work culture, and meaningful work supporting student persistence, timely graduation, and academic excellence. Benefits information is available through the UW staff benefits website.

Requirements

• Bachelor’s degree in education, counseling, social sciences, or a related field; equivalent education and/or experience may substitute for minimum qualifications except where legal requirements apply.
• 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 a 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 graduate students with guidance on program requirements, University policies, degree milestones, registration, and academic processes.
• Help students understand and track degree requirements using MyGrad Program, degree audits, and departmental checklists.
• Explain typical course sequencing, program pathways, and available options, and refer students to faculty or Graduate Program Coordinators for academic planning or curriculum decisions.
• Assist students with petitions, leaves, reinstatement, exam scheduling, graduation applications, and other administrative processes.
• Offer general support to students experiencing academic or administrative challenges and connect them with appropriate campus resources.
• Provide basic CPT/OPT guidance and refer complex cases to International Student Services.
• Assist with new student orientations and ensure students can access departmental resources and systems.
• Maintain and update advising materials, handbooks, and online resource pages.
• Protect the confidentiality of student records, ensure FERPA compliance, and educate faculty and staff on FERPA as needed.
• Monitor student progress for administrative purposes and work with faculty or Graduate Program Coordinators when issues require academic review.
• Maintain accurate advising notes and student records in accordance with University retention policies.
• Respond to prospective student inquiries about prerequisites, application requirements, and degree pathways.
• Manage admissions workflows, including application tracking, file preparation, and applicant communications.
• Coordinate faculty review committee processes and route materials in a timely manner.
• Prepare and send admission, alternate, and denial letters.
• Support recruitment activities, including information sessions, campus visits, auditions or other required admissions materials, and virtual events.
• Participate in and coordinate unit-wide recruitment and outreach activities supporting undergraduate and graduate enrollment pipelines.
• Assist with recruitment funding applications, such as GSFEI and GO-MAP, when applicable.
• Maintain admissions and enrollment data using MGP, Slate, BI Portal, and Excel.
• Contribute to outreach strategies that support diverse and inclusive applicant pools.
• Support program reviews, accreditation, and assessment by preparing data, documentation, and reports.
• Support student funding processes with Graduate Program Coordinators and program administrators, including fellowships, TA/RA appointments, and 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 and alumni engagement materials.
• Coordinate orientations, recruitment activities, career panels, graduation celebrations, and other events.
• Build and maintain relationships with campus partners, including the Graduate School, International Student Services, UWC2, and the Registrar.
• Participate in cross-unit staff meetings to identify issues, share best practices, and develop coordinated action plans.

Benefits

• Opportunities for professional growth and development
• Collaborative and supportive work culture
• Meaningful work supporting student persistence, timely graduation, and academic excellence
• Outstanding benefits (details provided through the UW staff benefits website)

What This Job Offers

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