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Graduate Admissions Coordinator

Apply now Job no: 515314
Work type: Staff
Location: Monterey Bay
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services

Classification:  Student Services Professional III
Anticipated Hiring Salary: High $4,000's per month
CSU Salary Schedule
Hours:  Full-time / 40 hours per week 
FLSA:  Exempt

Priority Screening Date:   June 20, 2022
Recruitment Status:   Internal Only Recruitment Open Until Filled


Powered by an inspiring Founding Vision StatementCalifornia State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students.  The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.


Under the general direction of the Director of Admissions and daily supervision of the Associate Director of Admissions, the Graduate Admissions Coordinator is responsible for implementing and interpreting admissions determinations regarding eligibility for stateside graduate and credential admissions based on the appropriate criterion. Primary duties will consist of assessment of academic eligibility for applicants for admission to the university, validates university admission requirements; advises on fulfillment of remaining requirements; international applicant review and assessment; assists students in the appropriate admission appeal process. Carries out day-to-day assignments that affect CSUMB enrollment goals and acts as the lead to the Coordinator team which includes, the Extended Education Admissions Coordinator, Extended Ed Admissions Evaluator and the International Admissions Coordinator.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  • Organizes and interprets academic credentials to determine admissions eligibility for all graduate programs by utilizing the Title 5 guidelines. Serves as primary resource and collaborates with the graduate/credential program coordinators in the academic departments for the timely processing of all graduate/credential admission applications. Provides guidance for quality control and resolution of complex data errors in conjunction with the admissions analyst.
  • Responsible for training of non-admissions departments on requirements, new/existing technology, document- imaging system, PeopleSoft/Oracle, Cal State apply graduate applications, and other graduate/credential related initiatives. Serves on Admissions and/or campus hiring committees. Interprets and explains complex policies to staff and provides clarification on policies and procedures to other CSUMB offices and representatives from other colleges and institutions.
  • Provides direction to admissions analyst in the creation of reports to evaluate productivity levels and create new ways to maximize proficiency. Responsible for the development of business processes and work flows to determine best practices for maximum productivity in the area of graduate admission processing. Maintains weekly productivity status reports on graduate admissions. Provides content and determines target population for all communication to graduate applicants including: website, email, social media, mail correspondence, dashboard messages, etc. and other special groups as needed.
  • Conducts workshops on admissions to applicants, CSUMB faculty and staff, and other college- wide personnel. Represents the University at graduate admissions events and other conferences as needed. Weekend or evening travel may be required. Adjustment of schedule to meet admissions file evaluation goals and deadlines, particularly during peak admissions processing seasons.
  • Work in coordination with international programs admissions coordinator to review international graduate and credential applicants. Stays abreast of the appropriate and most recent resources in order to perform this function. 

Other Functions:

Performs other job-related duties and special projects as assigned.


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 disability services in higher education; general knowledge of individual counseling techniques; general knowledge, or the ability to rapidly acquire such knowledge, of the organizational procedures and activities of CSUMB. 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; recognize multicultural, multi-sexed and multi-aged value systems and work accordingly; 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.


Education:  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.

Experience:  Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of progressively responsible professional student services work experience.  One year in the program area to which assigned may be preferred but is not required.  A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience.  A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling.


Master's degree in a job-related field. Prior academic advising or student services experience in a public 4- year university. Excellent written and oral communication skills. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above. Second language fluency. Experience that indicates an understanding that students are diverse in their academic, socioeconomic, cultural, and ethnic backgrounds. Experience working with students who have disabilities.

Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. 


  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position is 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 will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.


Office environment with standard equipment and tasks.  Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389 or All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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