Graduate Enrollment Management Services Advisor University of Washington, Graduate School United States


Req #: 165366


Job Location: Seattle Campus

Posting Date: 03/07/2019

Closing Info: Open Until Filled

Salary: Salary is commensurate with experience and education.

Shift: First Shift

Notes: For priority consideration, please apply by March 21, 2019.


As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.


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 five consecutive years.


The Graduate School provides instrumental services to UW graduate programs, faculty and students while championing the enterprise of graduate education itself.


The Graduate School has an outstanding full time opportunity for a Graduate Enrollment Management Services Advisor.


This position helps ensure that the University's high standards for admission, academic progress, and graduation requirements for all graduate students are met and maintained. The primary responsibilities of the position include advising prospective students, current students, faculty, and staff in matters relating to graduate study admission as well as Graduate School requirements, policies, and procedures necessary to successfully complete a graduate degree, while also independently implementing graduate education policies.


This position requires a great deal of knowledge regarding processes that support graduate education on all three campuses, including the Graduate School and individual program policies. It requires expertise in advising applicants and students at a graduate level and having the ability to deal with them as they maneuver through critical and stressful parts of their academic careers at UW. The position requires a great deal of tact, flexibility and skill in dealing with faculty, staff and students and their often unique problems and circumstances. This position is one of four Graduate School staff that act as a Designated School Official with the responsibility of preparing immigration documents to allow international students to obtain F-1 and J-1 visa status. This position will also require skills to write technical instructions for using MyGradProgram and have the ability to troubleshoot and communicate system problems to the Graduate School's computing unit's software developers.


The individual in this position together with a small team of staff are solely responsible for processing and admitting all graduate students to all three campuses at the UW (35,000+ applications/yr) and granting all master's and doctoral degrees to all three campuses (5000+ degrees/yr), while ensuring that all graduate students receiving these degrees meet the University's graduation standards. As part of this team, this position will assist over 3000 faculty and staff users of MyGradProgram with training and technical needs/questions.




Advise graduate students (~ 14,000) at the University of Washington concerning graduate education policies and procedures, degree and graduation requirements, and publication requirements for master's theses and doctoral dissertations.

Advise prospective students (~ 38,000) regarding UW admissions processes.

Advise staff and faculty on all three campuses regarding graduate education policies and procedures.

International Graduate Student Admission

Serve as a University of Washington Designated School Official (DSO)

Process initial visa documentation for graduate students studying on F-1 and J-1 visas

Evaluate foreign credentials and convert grades from foreign institutions to determine if graduate applicants have met the University of Washington Graduate School’s minimum admission requirements

Training, Technical Support and Troubleshooting

Train staff and faculty who are new users of MyGrad

Create and publish MyGrad training videos

Assist with MyGrad technical support and troubleshooting

Work closely with MyGrad development team to test new features, report bugs and resolve issues for MyGrad users

Assist in conducting MyGrad workshops, webinars, and information sessions as needed

Assist in conducting webinars for students preparing to graduate and submit their theses and dissertations



Review and process Petitions to the Dean of the Graduate School for exceptions to Graduate School policy

Review and approve theses and dissertations for publication in the University of Washington Libraries ResearchWorks Service and ProQuest Dissertations & Theses

Review and approve graduation, including reviewing and resolving final degree audits

Collaborate on the development, implementation, and interpretation of Graduate School degree and admissions related policies.



Assist in developing and maintaining web content

Assist in writing communications (email, blog posts, etc.) for prospective students, students, staff and faculty

Routinely communicate with other units at the University of Washington, including the Office of the University Registrar (OUR), International Student Services (ISS), International & English Language Programs (IELP), Student Fiscal Services (SFS), the Office of Student Financial Aid (OSFA), and Continuum College Registration Services



Other duties as assigned to support the mission, goals, and strategic plan of Graduate Enrollment Management Services, the Graduate School, and the University of Washington.



Bachelors degree and 2-3 years of work experience in advising college or university students

Experience working with individuals of varying ages and diverse backgrounds, including underrepresented minorities, first generation college students, and/or international students

Experience problem solving and troubleshooting technological issues

Demonstrated ability to exercise discretion, maintain confidentiality, use independent judgment and work with people under stress

Demonstrated ability to resolve difficult, challenging, or unique situations

Demonstrated ability to prioritize multiple projects, manage time and workload against deadlines

Proficiency with Microsoft Office Suite

Excellent verbal, written, and interpersonal communication skills

Strong attention to detail

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



Experience with UW administrative and advising systems including MyGrad, SDB, EARS, DARS and MyPlan

Experience evaluating foreign credentials

Knowledge of University of Washington and Graduate School policies and procedures

Knowledge of visa processing, the Student and Exchange Visitor Information System (SEVIS) and/or U.S. Immigration and Customs Enforcement (ICE) rules and regulations



The position is 40 hours per week position, 5 days per week in a standard office environment. Extra hours may be needed to complete work during peak periods for visa processing and graduation.


Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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