| Position Number: |
127390 |
| Position Title (Classification Title): |
Coordinator I 127390 |
| Working Title: |
Grad Admissions Coordinator I |
| Job Summary: |
This position is responsible for coordinating all aspects of graduate application processing, including application review workflows and record management. It also oversees recruitment, customer service, and office support related to graduate admissions operations, while also supporting the mission of University Admissions. This role includes managing document imaging of graduate admission records and assisting the Assistant Director of Graduate Processing in advancing graduate student recruitment, enrollment, and retention initiatives. The incumbent plays a key role in developing, recommending, and implementing policies, processes, and procedures to ensure the efficient operation of graduate admissions. Duties include reviewing and analyzing residency status and legal documentation, with referrals to the Dean of Students (legal) or the Assistant Director (residency) as needed. The position is also responsible for troubleshooting issues within Ellucian (Banner) systems as they relate to graduate admissions.
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| Department |
Office of Undergraduate Admissions |
| FLSA: |
Exempt |
| Minimum Qualifications: |
Bachelor’s degree in an appropriate area of specialization. Four years of direct experience may be substituted for a bachelor’s degree. |
| Position Qualifications: |
Master's degree in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience. Excellent interpersonal communication skills. Ability to work as a team member and maintain positive work relationships. Excellent written communication skills. Excellent work ethic with the ability to plan, prioritize, coordinate work assignments and work independently. Ability to analyze and solve problems quickly and accurately. Excellent documentation and organization skills and attention to detail. Knowledgeable of State of Florida Department of Education rules and laws. Florida Statutes; Florida Administrative Code; University academic, administrative and student affairs rules, regulations, policy, procedures and deadlines; FERPA (Family Education Rights and Privacy Act) - ability to handle all aspects of student records in a confidential and respectful manner. Familiar with State of Florida General Records Retention Schedule.
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| Preferred Qualifications |
Experience in a graduate admissions and student records environment. Experience with Student Information System (such as Ellucian Banner or similar).
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| Essential Functions / Job Duties: |
- 50% - This position coordinates all phases of the graduate admission process, overseeing administrative tasks related to the evaluation and processing of applications. It includes managing the initial establishment and ongoing maintenance of graduate admission files, while working collaboratively with academic departments to incorporate faculty recommendations into final admission decisions. The role requires regular communication with graduate applicants, admitted students, and faculty via phone, email, and other channels to share information and address concerns. The incumbent is responsible for reviewing residency documentation and making initial determinations in accordance with Florida Statutes, BOG Regulations, and University policies, as well as evaluating academic and legal misconduct responses and referring cases to the Dean of Students office for judicial review when appropriate. The position maintains and distributes applicant- and student-related documents and forms, and uses customer relationship management tools (i.e., Slate) to support daily operations. The incumbent also provides informed guidance to prospective students, applicants, current students, faculty, staff, and University leaders on institutional and state policies related to graduate admissions. All work must be performed in strict adherence to the Family Educational Rights and Privacy Act (FERPA), with a strong commitment to data integrity and the prevention of unauthorized disclosures, particularly when student privacy codes are present and identification is required to release information. - (Essential)
- 30% - This position also oversees the coordination, storage, and management of graduate student records in alignment with policies that support the efficient and secure handling of student data. The incumbent is responsible for maintaining the electronic filing system related to graduate admissions and ensuring the accurate imaging of all relevant documents. This includes the development and implementation of record retention and disposal practices, such as securely discarding files for students who did not enroll and disposing of hard copy documents once scanned. The role also involves training University staff, particularly graduate department faculty and personnel, in the use of the imaging system and supporting the development of compliant filing systems. In addition, the incumbent leads efforts to design, maintain, and update Banner workflow processes as they relate to graduate admissions and document management. Close collaboration with ITS and other campus partners is essential to ensure records management systems are maintained in accordance with relevant policies and regulations. A high level of security and confidentiality is required to ensure appropriate access is granted only to authorized personnel, and that all data is managed in compliance with institutional, state, and federal guidelines. - (Essential)
- 6% - This position is also responsible, with support from University Admissions leadership, for the development, coordination, and maintenance of reporting functions related to graduate admissions. The incumbent utilizes Slate, Tableau and other reporting tools to monitor applicant and admit trends, identify and reconcile discrepancies, and support data-informed decision-making across graduate recruitment and admissions. Responsibilities include developing predictive modeling reports, conducting trend analysis, and providing detailed reporting on funnel progression and conversion rates for graduate prospects, inquiries, applicants, and enrolled students at both the University-wide and departmental levels. - (Essential)
- 5% - Additionally, this position supports graduate recruitment efforts in collaboration with the Assistant Director. Responsibilities include managing and maintaining marketing material inventory as directed, utilizing the CRM to document and manage communication with prospective students, applicants, and admits, and coordinating targeted communication campaigns related to the admission process. These campaigns may include outreach regarding missing materials, residency documentation, application acknowledgements, and application fee payment reminders. The incumbent plays a vital role in ensuring timely and effective outreach to enhance engagement throughout the admissions funnel. - (Essential)
- 2% - The position also provides critical support to end-of-term functions in collaboration with the Graduate Processing unit. These duties include monitoring registration holds, reviewing and closing inactive files, and verifying the completeness of active files for self-funded graduate programs. When appropriate, the incumbent will close completed files or place holds and request outstanding documents to prevent further registration until official materials are received. Additionally, the position is responsible for creating, maintaining, and updating internal documentation of graduate admissions processes and procedures using Confluence to ensure consistency, accessibility, and knowledge sharing within the team. - (Essential)
- 5% - This position is additionally responsible for compiling documentation and preparing graduate admission and residency appeals for committee review. The incumbent reviews appeal materials, serves as a liaison between the student and the next level of the appeals process, and determines appropriate action based on institutional policies and available documentation. Under specific circumstances, the position has the authority to approve appeals independently and is expected to resolve discrepancies as needed. All decisions and updates are documented in the applicant or student’s electronic record. This role requires strong knowledge of academic and administrative policy, as well as the ability to communicate decisions clearly and empathetically to applicants, students, faculty, and staff. - (Essential)
- 2% - The incumbent also assists with other functions as needed, including special projects and initiatives assigned by the Assistant Director or University Admissions leadership. This flexibility ensures the position remains responsive to emerging priorities and contributes meaningfully to the evolving needs of graduate admissions operations. Assist with and/or participate in Enrollment/University events as needed. Other duties as assigned based on departmental, unit and/or divisional needs. - (Essential)
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| Physical Demands: |
- Physical Requirements: No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
- Impact of Deadlines: Externally imposed deadlines set or revised on short notice. Frequent shifts in priority. Numerous interruptions requiring immediate attention. Unusual pressure on a daily basis due to accountability for success of major projects.
- Standing: Daily
- Walking: Daily
- Sitting: Daily
- Reaching with hands and arms: Daily
- Climbing or balancing: Occasionally
- Stooping: Occasionally
- Use of hands to handle objects: Daily
- Lifting up to 10lbs: Daily
- Lifting up to 25lbs: Occasionally
- Lifting over 25lbs: Occasionally
- Talking as express or exchange of ideas verbally: Daily
- Hearing as perceive sound by ear: Daily
- Vision as distinguish colors & depth: Daily
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| Special Requirements or Considerations of the Job: |
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This position requires a criminal background screen.
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This position requires fingerprinting.
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This position is eligible for veteran's preference.
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| Number of Vacancies |
1 |
| Work Hours |
8 am - 5 pm |
| FTE |
1.0 |
| Salary Range |
$47,267 |
| Pay Basis |
Annually |
| Closing Date: |
08/29/2025 |
| Special Instructions to Applicants: |
Candidates must apply online through the University of West Florida website: https://careers.uwf.edu.
Applicants are required to attach a resume, cover letter and contact information for three references.
An opportunity to upload these documents will be provided during the application process.
For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu.
This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such a complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S.
Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.
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