Graduate Admissions Coordinator (Student Services Professional III) - Graduate Studies (504941)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Sep 17, 2021
Full Time Education and Training Human Resources and Personnel

Job Description


Working Title

Graduate Studies Admissions Coordinator

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


The Division of Graduate Studies and Career Pathways

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$4,691 to $5,250 per month ($56,292 to $63,000 annually)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Associate Dean and the Director of Graduate Admissions, the Graduate Admissions Coordinator facilitates graduate admissions processes and student services, including: advising applicants; collaborating on technological projects for the on-line admissions process; resolving sensitive/complex admission cases; assisting in developing and implementing recruiting plans and events. The incumbent uses of a high degree of judgment, professional skills, and knowledge in the daily graduate admissions caseload, and is expected to develop a general understanding of integrated functions of the Division of Graduate Studies team to assist other areas within Graduate Studies as needed. The incumbent will assist the Continuing Students Team at certain times of the year by learning and implementing Continuing Student policies, procedures, and business processes during the busiest time of the year for that team. The Graduate Admissions Coordinator collaborates with campus partners including but not limited to the College of Extended Learning, and Student Affairs and Enrollment Management The Graduate Admissions Coordinator ensures compliance with Title 5 CCRs, CSU, and university requirements.

Position Information

Outreach, Advising and Admission Credential Evaluation
  • Under the direction of the Associate Dean and the Director of Graduate Admissions, the Graduate Admissions Coordinator will:
  • Advise applicants, via the phone hotline, email, and drop-in appointments on graduate programs, degree requirements, and application procedures.
  • Conduct comprehensive credential evaluations in compliance with Title 5 CCRs, CSU policy, and university requirements.
  • Research unique cases and make recommendations to the Dean where no precedent exists.
  • Ensure compliance with all policies and regulations.
  • Prepare and transmit admission documents to departments, record final admission decisions, and prepare and transmit letters of acceptance or denial to applicants.
  • Independently provide comprehensive advisement to prospective and current applicants and students of highly diverse backgrounds, through the graduate admissions process, provide orientation to campus life, and guidance related to academic issues that may arise.
  • Investigate transcript and test score fraud.

Campus Solutions & WebAdmit Functions
  • Validate online post-baccalaureate and graduate admission application data through a variety of stages in admission processing: Cal State Apply, WebAdmit Staging, and/or the Admissions Module in Campus Solutions. Input data of paper applications directly into Campus Solutions in cases of readmission or degree objective changes.
  • Review newly posted applications for completeness and readability. Establish and monitor work flow for review of applicant files for admission, ensuring proper coding and organization.
  • Follow up with applicants to complete prepare files for evaluation; organize and track files to ensure accurate and timely processing and evaluation.
  • Monitor the progress of files in accommodation and evaluation statuses on a daily basis and adjust workload priorities to meet varying academic department deadlines and to ensure a timely application review turn-around time
  • Collaborate with admissions team, GradStop and the Information Technology Consultant in periodic review or business processes, general troubleshooting, and when required, propose and coordinate implementation of new admissions processing and evaluation procedures.
  • Conduct annual review and refresh of assigned caseload of graduate, credential, post-baccalaureate, and doctoral application portals within the Cal State Apply system. Incumbent is responsible for outreach to departments for updates on CAS portal content, document requirements, and set-up details for fall, spring and summer application cycles.
  • Conduct WebAdmit user audit for assigned caseload of graduate programs to ensure that only those authorized academic department personnel and faculty reviewers have access to the WebAdmit system.

Outreach & External Relations
  • Assist the Admissions Lead in building strong relationships with faculty and graduate coordinators and representing the Division of Graduate Studies to the University community. Provide support to on-campus departments and offices for the interpretation of international academic degrees, GPA equivalencies, and visa issues.
  • Coordinate and present new international graduate student orientations each semester.
  • Conduct outreach and workshop presentations to the American Language Institution (ALI) and to intensive English language schools in the SF Bay Area to promote graduate programs.
  • Assist the Division of Graduate Studies with various division sponsored events, such as the New Graduate Student Orientations, Graduate School Fair, Graduate Research and Creative Works Showcase, and the Distinguished Achievement Awards Ceremony on an annual basis.
  • Represent the Division of Graduate Studies at recruiting events around California.

Continuing Student Support, Advising, Record Management and Degree Processing
  • Handle sensitive/complex individual student cases and related issues.
  • Advise current students on fulfillment of program and degree requirements, documents, and other information required toward the goal of student retention and graduation.
  • Pre-evaluation of applications for award of degree
  • Posting degrees in Campus Solutions
  • Diploma processing/ordering/retro awarding
  • Provide back up to the Awarding of Certificates process in the Division of Graduate Studies
  • Ensures the award of degrees each semester are completed by Chancellor's Office reporting deadlines
  • Ensures the timely processing of diplomas each semester
  • Ensures the accurate maintenance of all continuing credential student data in the Campus Solutions database

Other duties as assigned.

Minimum Qualifications

Knowledge and Abilities:
Thorough knowledge of the principles of individual and group behavior. General knowledge of the principles, practices and trends of the Student Services field as well as general knowledge of the policies, procedures and practices of the program area to which assigned; general knowledge of individual counseling techniques; general knowledge, or the ability to rapidly acquire such knowledge, of the organizational procedures and activities of the specific campus to which the position is assigned. Working knowledge of student services programs outside the program to which immediately assigned.
Ability to analyze complex situations accurately and adopt effective courses of action; advise students individually and in groups on complex student-related matters; determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature; interpret and evaluate descriptions and explanations of problems brought forward by individuals or student organizations, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action; carry out a variety of professionally complex assignments without detailed instructions; and establish and maintain cooperative working relationships with a variety of individuals.

Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of
progressively responsible professional student services work experience. A master's degree in a related field may be substituted for one year of experience.

Equivalent to graduation from a four-year college or university in a related field, including or supplemented by
upper division or graduate course work in counseling techniques, interviewing, and conflict resolution where such are job-related

Preferred Qualifications
  • Master's degree
  • Experience interpreting the SF State Bulletin and implementing Title 5, SF State and CSU policies
  • Demonstrates emotional intelligence and maturity
  • Demonstrates active listening skills
  • Adaptable to changing situations or procedure


Extensive sitting, phone use, computer and keyboard use.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Additional Information


The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Closing Date/Time: September 15, 2022

Job Address

San Francisco, California 94132 United States View Map