Outstanding Graduate Program Coordinator Award

Outstanding Graduate Program Coordinator Award 

Graduate Studies proudly recognizes the essential role Graduate Program Coordinators play in supporting UC Davis graduate students and advancing graduate education.

Graduate Program Coordinators are often a student’s first and most consistent point of contact — from orientation through degree completion. They serve as advocates, problem-solvers, maintaining continuity, build community, and connect students to academic and personal resources that support their success.

The Outstanding Graduate Program Coordinator Award honors coordinators who demonstrate sustained excellence within their programs and meaningful impact at the campus or system level. 

Submit Here!

Award 

$750 professional development award (transferred to the recipient’s home department)

Graduate Studies will provide a formal letter of support should the recipient’s nominator choose to submit a nomination for the NACADA regional or national award.

One award will be granted annually. 

Eligibility

Nominees must meet all of the following criteria:

Position & Appointment

  • Serve as the primary Graduate Program Coordinator for one or more graduate programs.
  • Be either:
    • Policy-covered Professional and Support Staff (PSS), or
    • Policy-covered Managers and Senior Professionals (MSP).

Length of Service

  • Have served as a Graduate Program Coordinator for at least two years.

Performance Standards

  • Be actively meeting or exceeding performance expectations at the time of nomination.
  • Have demonstrated sustained outstanding performance aligned with the award criteria.
  • Must not have previously received this award.

Who May Nominate (self-nominations are not permitted)

  • Graduate students
  • Faculty
  • Staff 

Award Criteria

The selection committee evaluates nominees based on demonstrated excellence in the following areas:

  1. Student Advocacy and Support
    • Serves as an effective advocate for graduate students.
    • Provides responsive, solution-oriented guidance.
    • Demonstrates professionalism, care, and integrity.
  2. Inclusive Excellence
    • Demonstrates commitment to diversity, equity, inclusion, and belonging.
    • Creates a welcoming, culturally responsive environment.
    • Supports students from diverse backgrounds.
  3. Collaboration and Communication
    • Effectively serves as liaison between students, faculty advisors, departments, and Graduate Studies.
    • Builds strong cross-unit relationships.
    • Maintains clear, transparent communication
  4. Innovation and Initiative
    • Develops or implements innovative advising practices or processes.
    • Improves workflows, policies, or the graduate student experience.
    • Anticipates challenges and proactively addresses them.
  5. Broader Impact
    • Contributes to campus- or system-level improvements in graduate education.
    • Participates in committees or cross-functional initiatives.
    • Shares expertise beyond their home program. 

Nomination Materials

The primary nominator should gather the materials to submit in the form. All materials must be submitted as a single PDF via the online nomination form.

  1. Primary Nomination Letter

Maximum 250 words

The primary nomination letter (submitted by faculty, staff, or the nominee’s supervisor) should:

  • Explain how the nominee meets the award criteria.
  • May incorporate brief quotes from students, faculty, or colleagues, if appropriate.
  1. Graduate Student Letter of Support

Minimum 150 words; maximum 600 words

Submitted by a current or former graduate student (must be different than primary nominator).

This letter should:

  • Describe the nominee’s impact on graduate students.
  • Provide specific examples demonstrating measurable impact on the student experience.
  • Highlight how the nominee’s work aligns with and supports the University’s core values and mission.
  • Focus on personal experience and tangible outcomes.
  1. Faculty Letter of Support

Minimum 150 words; maximum 600 words

Submitted by a faculty member in the nominee’s home department and/or graduate group (must be different than the primary nominator).

This letter should:

  • Describe the nominee’s impact on the graduate program and its students.
  • Provide specific examples of how the nominee supports faculty, supports faculty advising and mentoring practices, or improves program operations.
  • Highlight measurable outcomes or observable improvements resulting from the nominee’s work (e.g., process improvements, student retention, improved communication, successful program initiatives).
  • Describe how the nominee demonstrates professionalism, integrity, collaboration, and leadership within the department and across campus.
  • Explain how the nominee’s work advances the University’s mission and supports excellence in graduate education.

Nomination Guidance

Clarity, specificity, and a focus on impact are essential.

Focus on Impact

Nominations must describe measurable and meaningful contributions that support graduate students, strengthen programs, and advance the mission the University. 

Tell a Story

Provide a clear narrative that highlights the nominee’s achievements. Strong nominations demonstrate:

  • Adaptation, Innovation, and Efficiency 
    Creative problem-solving and process improvement.
  • Integrity and Accountability 
    Ethical decision-making and responsible leadership.
  • Performance and Engagement 
    Consistent excellence and active engagement with the graduate community.
  • Kindness, Trust, and Inclusion 
    Fostering welcoming and inclusive environments.
  • Collaboration 
    Effective teamwork across units and stakeholders.
Be Specific

Avoid general praise. Focus on:

  • Concrete examples
  • Tangible outcomes
  • Observable actions
  • Measurable results

Quality and depth are more important than listing many accomplishments.

Selection Process

Nominations will be reviewed by the Outstanding Graduate Program Coordinator Award Committee. 

Committee Composition

  • Executive Assistant Dean and Chief of Staff, Graduate Studies (Chair)
  • Associate Dean for Graduate Students and Postdoctoral Scholars, Graduate Studies
  • Director of Advising, Graduate Studies
  • Representatives from these Graduate Studies’ units:
    • Marketing & Communications
    • Analysis & Policy
    • Admissions & Recruitment
    • Student Financial Support
  • One external reviewer outside of Graduate Studies

Nominations will be reviewed by the Outstanding Graduate Program Coordinator Award Committee and the committee will make a recommendation to the Vice Provost/Dean of Graduate Studies, who will make the final decision.

2025-26 Timeline 

  • Nomination deadline: Monday, March 23, 2026 at 11:59pm PST
  • Recipient and Nominees Notified: April 2026
  • Public announcement: April-May 2026

Post-Selection

The award recipient will be asked to provide:

  • A headshot photo
  • A brief statement on their advising student support philosophy

Non-selected nominees will be notified before a public announcement is made. 

Questions

Questions may be directed to:

Erum Abbasi Syed 
Executive Assistant Dean, Graduate Studies