Program Coordinator Job Description

COUNSELING SERVICES ASSISTANT

Req #: 244945
Department: COLLEGE OF ARTS & SCIENCES
Appointing Department Web Address: https://hasc.washington.edu/about
Job Location: Seattle Campus
Job Location Detail: Hybrid work schedule (2 days remote, 3 days in person) is currently available for this position, but is subject to approval from College leadership.
Posting Date: 04/09/2025
Closing Info: Closes On 04/23/2025
Salary: $3,664 - $4,428 per month
Other Compensation:
Union Position: Yes
Shift: First Shift
Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual/ artistic pursuits, and natural beauty.

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.

The College of Arts & Sciences is the largest academic unit in the University (40 academic departments, 1400 teaching and research faculty, and more than 20,000 undergraduate students).

A strategic goal of the College is to improve and enrich the experiences of its undergraduates in the Humanities Division through the creation of an integrated Humanities Academic Services (HAS) center to serve the 1100+ students majoring in any of its 12 academic departments: Asian Languages & Literature; Classics; Comparative History of Ideas; Cinema & Media Studies; English; French & Italian Studies; German Studies; Linguistics; Middle Eastern Languages & Cultures; Scandinavian Studies; Slavic Studies; and Spanish & Portuguese Studies.

Humanities Academic Services has an outstanding opportunity for a Counseling Services Assistant (Administrative Assistant 2).

Under the supervision of the HAS Center Assistant Director, the Counseling Services Assistant will support the work of a busy, integrated undergraduate academic services structure within the Division of the Humanities in the College of Arts & Sciences.

Successful candidates will have a demonstrated background in working independently and collaboratively to perform administrative assignments of increasing variety and complexity that require knowledge of University of Washington, departmental, and divisional policies and guidelines.

Under general supervision, the incumbent will independently oversee and manage a variety of support functions for the center’s student counseling operations, as well as managing data driven reporting, communications engagement, and departmental liaison work.

DUTIES AND RESPONSIBILITIES
  • Provide front-desk assistance to direct a highly diverse range of students, including students whose primary language may not be English, through administrative processes that impact their enrollment at the UW, such as Financial Aid Satisfactory Progress Appeals, Reinstatement Petitions, or Hardship Withdrawal Petitions; provide students with letters of support as appropriate.
  • Serve as a primary point of contact for the HAS center in relationships with academic departments, administrative offices, and agencies that help people in and outside the university; collaborate with OMA&D and other university programs focusing on student support services, retention and graduation.
  • Provide oversight for communication efforts and correspondence with program participants including the creation of website content, photo editing, video editing, desktop publishing, social media outreach, and implementation of assessment tools throughout the year.
  • Develop, maintain, and organize HAS academic records; prepare reports as necessary on assessment, academic progress, program activities, and financial aid.
  • Develop and implement information sessions, coordinate divisional events, student recruitment and other programming designed to assist students in areas of academics, career, financial aid, financial management, personal issues, and graduate/professional school.
  • Serve as a liaison and first contact on behalf of the Division of Humanities to students, staff, faculty, the general public, and external organizations. Receive and refer visitors. Triage frequent inquiries and make appropriate referrals.
  • Manage support services, scheduling systems and load management for student advising operations; maintain multiple calendars, attend meetings, take minutes of meetings, edit and summarize minutes for distribution.
  • Review and assess content of documents and data for accuracy following University of Washington and departmental guidelines and policies, initiate corrections as necessary.
  • Oversee the creation, editing, and proofing for correspondence, presentations, and departmental resource materials based on predetermined content.
  • Manage administration for office equipment and supplies; track and receive supply inventory and maintain records of orders.
  • Conduct data management tasks including the creation of departmental lists or reports, data visualization, and data dashboarding.
MINIMUM REQUIREMENTS
  • High school graduation or equivalent AND two years of experience in the program specialty or equivalent education/experience.
ADDITIONAL REQUIREMENTS
  • Strong organizational skills, including strong written, verbal, and interpersonal communication skills and attention to detail.
DESIRED QUALIFICATIONS
  • Bachelor’s degree and 2 years of full-time clerical experience in academic administration or related field.
  • Demonstrated experience working with a diverse range of students from historically underrepresented or marginalized backgrounds, including students whose primary language is not English.
  • Outstanding organizational skills, detail-oriented and the ability to work in a deadline-driven environment.
  • Strong initiative and follow-through with problem-solving and communications skills.
  • Ability to work in an environment with interruptions.
  • Ability to multi-task, change assignments as needed and prioritize workload.
  • Experience with MS office, Adobe creative cloud, scheduling software, and data visualization software.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.