Graduate Program Administrator - Job at University of Georgia in Athens, GA

Graduate Program Administrator

Athens, GA

Posted 11 days ago

Email Job

Job Description

Posting Details

Posting Number	S11993P
Working Title	Graduate Program Administrator
Department	Franklin-Geography
About the University of Georgia	Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department
College/Unit/Department website
Posting Type	External
Retirement Plan	TRS or ORP
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	M-F, 8-5
Advertised Salary	Commensurate with Experience
Posting Date	04/23/2024
Open until filled	Yes
Closing Date
Proposed Starting Date	05/20/2024
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

Position Information

Classification Title	Student Services Professional
FLSA	Exempt
FTE	1.0
Minimum Qualifications	Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications	Bachelors Degree
Position Summary	The Graduate Program Administrator will provide administrative support to the graduate program and the Geography faculty. Responsibilities include, but are not limited to, creating and updating the department's graduate program and procedures manual; coordinating the graduate application process; managing the admission of students and serving as a student liaison. Working with the faculty and the department head, the graduate administrator is expected to manage multiple priorities and projects and demonstrate creativity, flexibility, self-motivation, and strong problem solving, analysis and communication skills. The candidate will have a strong dedication to students and is expected to demonstrate the ability to think creatively, analytically, and strategically. The candidate will have demonstrated leadership skills with the ability to work independently and as part of a team. The candidate will demonstrate experience working with confidential information and experience working with diverse students and faculty. This position will provide administrative support to the graduate program and the Geography faculty using various programs in the Microsoft Office suite. The candidate will represent the Geography department and act as a liaison on behalf of students between faculty and the graduate school. As part of the position responsibilities, this position involves some evening and weekend work.
Knowledge, Skills, Abilities and/or Competencies	Demonstrated ability to coordinate and manage multiple competing projects in an organized, efficient manner by prioritizing tasks to meet deadlines. Substantially developed interpersonal and teamwork skills to successfully work with diverse groups in an academic environment Demonstrated ability in both written and verbal communication skills Software experience and expertise in: oMS Office Suite oAdobe
Physical Demands	Sitting or standing at computer, occasional filing may involve bending down.
Is driving a responsibility of this position?	No
Is this a Position of Trust?	No
Does this position have operation, access, or control of financial resources?	No
Does this position require a P-Card?	No
Is having a P-Card an essential function of this position?	No
Does this position have direct interaction or care of children under the age of 18 or direct patient care?	No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)	Yes
Credit and P-Card policy	Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the .
Background Investigation Policy	Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the .

Duties/Responsibilities

Duties/Responsibilities	Graduate Admission and Recruitment Coordination, 25% Coordinate the graduate application process: Respond to telephone email and letter inquiries and office visits from applicants regarding application status, admission criteria, etc. Process applications, maintain up-to-date database of applicants, make available to Graduate Studies Committee. Support graduate recruitment: Help with budgeting, planning for and scheduling recruitment visits and events. Manage administrative details of admission of students: Send admission and denial correspondence. Advise Graduate Studies Committee on relevant graduate school and departmental regulations.
Percentage of time	25

Graduate Admission and Recruitment Coordination, 25%
*Coordinate the graduate application process: Respond to telephone email and letter inquiries and office visits from applicants regarding application status, admission criteria, etc. Process applications, maintain up-to-date database of applicants, make available to Graduate Studies Committee.
*Support graduate recruitment: Help with budgeting, planning for and scheduling recruitment visits and events.
*Manage administrative details of admission of students: Send admission and denial correspondence.
*Advise Graduate Studies Committee on relevant graduate school and departmental regulations.

Percentage of time

Duties/Responsibilities	Graduate Student Liaison, 20% Advise current graduate students of Graduate School policies and procedures. Advise current graduate students of departmental requirements for M.A., M.S., and Ph.D. programs. Serve as departmental liaison with Admissions, Graduate School, International Programs, and the Franklin College of Arts and Sciences dean's office. Ensure departmental and graduate school deadlines are met by tracking graduate student degree progress. Create and maintain database of current students. Ensure that eligible graduate students apply for Georgia residency. Advise on the process.
Percentage of time	20

Duties/Responsibilities

Graduate Student Liaison, 20%
*Advise current graduate students of Graduate School policies and procedures.
*Advise current graduate students of departmental requirements for M.A., M.S., and Ph.D. programs.
*Serve as departmental liaison with Admissions, Graduate School, International Programs, and the Franklin College of Arts and Sciences dean's office.
*Ensure departmental and graduate school deadlines are met by tracking graduate student degree progress.
*Create and maintain database of current students.
*Ensure that eligible graduate students apply for Georgia residency. Advise on the process.

Percentage of time

Duties/Responsibilities	Graduate Program Coordination, 35% Assist DGS in planning student orientation, prepare welcome e-mail with pertinent information, and any information packets for incoming students. Assists students with "settling in" issues after their arrival to our department. Process paperwork for all new graduate student employees including verifying employment eligibility and completing I-9 within 3 working days. Maintain graduate student files and records, and keep data updated in a spreadsheet. Process all Graduate School forms, i.e. Advisory Committee, Program of Study, etc. as due to the Graduate School. Provide support and advice to enrolled and prospective students regarding required paperwork, coursework and graduation requirements. Directs students to required department and graduate school forms, schedules, and policies. Conduct degree compliance audits, manage records, determine graduation status, and course fulfillment. Upon notification by students, announces oral examinations and doctoral defenses to the graduate school. Upon notification by students or major professors, announce the successful defense of doctoral dissertations to the department. Compile nomination dossiers for all Graduate School and University awards, i.e. teaching awards, GREAT Fellow Assistantships, GAIN Fellow Assistantships, Carmon Scholarship, etc. Upload nomination files to Grad Status. Send out announcement for awards. E-mail files to Graduate Studies Committee for review and schedule meeting to make award decisions. E-mail award name and amount to relevant financial staff. Create and update departmental graduate program and procedures manual. Create master calendar of graduate programs events and deadlines. Support the DGS as needed to investigate and suggest solutions to procedural problems and requirements.
Percentage of time	35

Duties/Responsibilities

Graduate Program Coordination, 35%
*Assist DGS in planning student orientation, prepare welcome e-mail with pertinent information, and any information packets for incoming students.
*Assists students with "settling in" issues after their arrival to our department. Process paperwork for all new graduate student employees including verifying employment eligibility and completing I-9 within 3 working days.
*Maintain graduate student files and records, and keep data updated in a spreadsheet. Process all Graduate School forms, i.e. Advisory Committee, Program of Study, etc. as due to the Graduate School.
*Provide support and advice to enrolled and prospective students regarding required paperwork, coursework and graduation requirements. Directs students to required department and graduate school forms, schedules, and policies.
*Conduct degree compliance audits, manage records, determine graduation status, and course fulfillment.
*Upon notification by students, announces oral examinations and doctoral defenses to the graduate school. Upon notification by students or major professors, announce the successful defense of doctoral dissertations to the department.
*Compile nomination dossiers for all Graduate School and University awards, i.e. teaching awards, GREAT Fellow Assistantships, GAIN Fellow Assistantships, Carmon Scholarship, etc. Upload nomination files to Grad Status. Send out announcement for awards. E-mail files to Graduate Studies Committee for review and schedule meeting to make award decisions. E-mail award name and amount to relevant financial staff.
*Create and update departmental graduate program and procedures manual.
*Create master calendar of graduate programs events and deadlines.
*Support the DGS as needed to investigate and suggest solutions to procedural problems and requirements.

Percentage of time

Duties/Responsibilities	Graduate Student Engagement and Professional Development, 10% Organize professional development workshops and other opportunities for graduate students. Hold information sessions for graduate student regarding relevant policies and procedures. *Create and share resources that support student professionalization, including grants opportunities, conferences, internships, etc.
Percentage of time	10

Duties/Responsibilities	General Departmental Support, 10% As a member of the staff in the department, this position supports the faculty. This position either provides the requested customer service or refers it to the appropriate staff member to respond. In cases where a service is requested that falls outside of the normal duties, this position will either provide the service or consult with their supervisor as to possible alternative resources. Coordinate and provide leadership on special projects assigned by the department head and supervisor. *Perform tasks and assignments as instructed by the departmental leadership.
Percentage of time	10

Duties/Responsibilities

General Departmental Support, 10%
*As a member of the staff in the department, this position supports the faculty. This position either provides the requested customer service or refers it to the appropriate staff member to respond. In cases where a service is requested that falls outside of the normal duties, this position will either provide the service or consult with their supervisor as to possible alternative resources.
*Coordinate and provide leadership on special projects assigned by the department head and supervisor.
*Perform tasks and assignments as instructed by the departmental leadership.

Percentage of time

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status.

Job Summary

Company

University of Georgia

Start Date

As soon as possible

Employment Term and Type

Regular, Full or Part Time

Required Education

Bachelor's Degree

Required Experience

Open