Counseling Services Coordinator - UW- Genetics (School of Public Health)


CLOSING DATE: September 21, 2018


JOB #: 12813

POSTED: July 18, 2018


 #: 157832
Job Location: Seattle Campus
Posting Date: 07/16/2018 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience. 
Shift: First Shift 


As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. 

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years.  

The School of Public Health has an outstanding opportunity for a Counseling Services Coordinator.  Under the direction of the Director of the Public Health Genetics program, this position will perform tasks central to the support of the Institute of Public Health Genetics including student advising, curriculum support, admissions coordination, project management, administrative and event support, website and database maintenance, process improvement, record keeping, and other important activities.

The position requires ability to meet the needs of diverse and international students, detailed understanding of science graduate education, and familiarity with UW offerings, policies, and systems. 



Act as Graduate Program Advisor (GPA) for the Public Health Genetics program. 

  • Advise current students regarding academic planning, degree requirements, student employment options, and support resources; manage student MyGrad Program (MGP) records and processes; coordinate qualifying exams, communicate and collaborate with other UW departments and programs as needed. 

  • Independently answer inquiries about Educational Programs; use independent judgment to redirect to other staff/departments/programs as appropriate. 

  • Advise current and prospective students, faculty, and potential applicants on requirements/policies (Departmental, Program, School of Public Health, Graduate School, UW, etc.) and courses/curriculum; interpret policies. 

  • Advise applicants of eligibility; counsel applicants (when appropriate) on alternative options. Advise transfer students on eligibility and requirements. 

  • Give general advice on appropriate courses to GNM and non-major graduate and undergraduate students. 

  • Participate in School of Public Health (SPH) and Graduate School meetings and trainings related to advising. 


  • Act as Curriculum Coordinator for the Public Health Genetics program. 

  • Act as liaison to SPH and other departments and programs representing program policies and curricular philosophy. 

  • Provide curriculum support, take meeting minutes, maintain archives, respond to requests for curriculum data, update information on website, and communicate and collaborate with other UW departments and programs as needed. 

  • Handle new course applications, changes, and withdrawals; track sign-offs by Director/Chair, SPH Curriculum Committee, UW Curriculum Office, and joint departments or programs where needed; notify Time Schedule, faculty and students when new courses approved. 

  • Maintain course information and course syllabi files on web (both Program and School sites); update quarterly course offerings on web, with links to class web sites, using HTML. 

  • Handle quarterly instructor updates; process instructor/course evaluations and TA evaluations; assist faculty with grade reporting and change-of-grades. 

  • Handle quarterly duties – constructing Time Schedule, processing course adds, changes, and withdrawals; coordinating joint course curriculum with other departments; supporting quarterly course instructional needs (classroom scheduling and final exam scheduling), determining course eligibility and distributing course entry codes accordingly. 

  • Review course enrollment numbers and track low enrollments; provide enrollment data for internal and external reports. 

  • Participate in SPH and Graduate School meetings and trainings related to curriculum. 


  • Update and maintain admissions information online and in print including websites and SPH info sheet. 

  • Manage admissions system, track applicant progress, notify applicants of missing items; send out accept and denial communications; support admissions committee and review process including scheduling and supporting meetings. 

  • Review GNM applications and triage; make independent decisions on obvious denials, send others to Graduate Program Coordinator (GPC). 

  • Guide Graduate Non-Matriculate (GNM) and Tuition Exempt students through application process. 

  • Participate in SPH and Graduate School meetings and trainings related to admissions. 


  • Support PHG Director – coordinating communications with faculty, updating faculty information, responding to routine faculty questions, producing reports, scheduling meetings, and taking meeting minutes. 

  • Information management – maintaining websites and databases, maintaining educational program information for use by the fiscal team in grant reporting; handling external requests for educational program data (e.g., NSF, ASPH, etc.). 

  • Administrative support for the program – taking photos of new students and class cohorts, assigning desk spaces, and reserving rooms for student General and Final exams. 

  • Event support – reserving space, confirming room layout and AV needs; coordinating supplies and catering, obtaining permits for food, alcohol (liquor license), coordinating set-up/take-down and check-in/nametags. 


  • Requirements: 

    Bachelor’s Degree in Counseling, Advising, or related field. 
  • Two to three years experience in academic advising or counseling required. 
  • Capable of transforming ideas into new procedures or tangible results. 
  • Must be self-started. 
  • Able to work independently. 
  • Independently motivated and excellent organizational skills. 
  • Excellent written and oral communication. 
  • Experience in graduate-level science education with collaborative and interdisciplinary work a plus. 
  • Strong proactive collaborative work ethic and commitment to supporting graduate science education. 
  • Intermediate or better experience with MS Office applications and the Internet. 
  • Experience working with diverse coworkers, faculty, and students. 
  • Experience with international graduate study. 
  • Fluency in languages other than English, especially Spanish or Chinese. 

    Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration. 

  • Advising/counseling graduate students 
  • Working with diverse and international graduate students 
  • Data and database management 
  • Complex project management 
  • Academic curriculum systems and degree requirements 


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