Graduate Program Administrator

University of Georgia

retirement plan

United States, Georgia, Athens

Dec 31, 2024

Posting Details

Posting Number	S12999P
Working Title	Graduate Program Administrator
Department	CAES Ag & Applied Economics
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 ( https://www.uga.edu/). 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	https://agecon.uga.edu/
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	Monday-Friday, 8am-5pm
Advertised Salary	Commensurate with Experience
Posting Date	12/06/2024
Open until filled	Yes
Closing Date
Proposed Starting Date	02/01/2025
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).
USG Core Values Statement	The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Position Information

Classification Title	Student Services Professional
FLSA	Exempt
FTE	1.00
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
Position Summary	Maintains graduate student files and correspondence, assists with admissions, advising, and orientation components, and assures graduate programs are in compliance with various university policies and procedures. The administrator also prepares statistical reporting/analysis on graduate programs and assist with special projects, as assigned.
Knowledge, Skills, Abilities and/or Competencies	Prepare statistical reports/analysis on graduate programs and assist with special projects as assigned.
Physical Demands	Lift 10 pounds.
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)	No
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 UGA Credit Background Check website.
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 UGA Background Check website.

Duties/Responsibilities

Graduate Program Coordination

Create and update the departmental graduate program and procedures manual
Provide support to the graduate coordinator as the graduate coordinator assistant, manage communication of policies to faculty and students, advise faculty and students via phone or drop in during regular office hours, distribution of graduate student opportunities, etc.
Coordinate comprehensive examinations and oral defenses, MS theses defenses and PhD defenses. Includes announcements to the graduate school, scheduling rooms/times, and collecting and submitting associated paperwork.
Create the master calendar of graduate programs events and deadlines
Investigate and determine solutions to procedural problems and requirements
Schedule and announce graduate student preliminary exams and final exams
Manage GRA and Fellowship hiring
Oversee GRA hiring actions in UGAJobs with office administrative staff
Provide necessary information to departmental business managers on Athens, Griffin, and Tifton campuses for payroll and fees waiver processing
Monitor Graduate Assistantships to ensure all graduate students are paid in a timely manner
Design, distribute, and compile reports of student exit surveys and compile outcome data from theses/dissertation defenses

Percentage of time

Duties/Responsibilities

Graduate Admissions Process Coordination

Coordinate the graduate application process
Ensure that all necessary documents are received and in file for review
Create and maintain applicant databases and spreadsheets
Create and implement new application forms to gain pertinent information from applicants
Compile data and evaluate application procedures of like programs
Implement changes in departmental admission procedures and policies to meet program goals
Coordinate admission of students
Complete admission and denial notices
Match graduate applicants to departmental graduate research assistantships (GRA) and Graduate School fellowships. Make recommendations to Graduate Committee
Compose offer letters to GRA
Organize and attend Graduate Committee meetings
Inform the committee on graduate school and departmental regulations
Assist in department student recruitment efforts

Percentage of time

Duties/Responsibilities

Student Services Liaison

Inform current graduate students of Graduate School and departmental policies and procedures
Departmental liaison with Admissions, Graduate School, International Programs, and the College of Agricultural and Environmental Sciences dean's office
Ensure departmental and graduate school deadlines are met by tracking graduate student degree progress
Assist students with course registration involving Banner and Athena
Create and manage databases for tracking student progress, internship participation, enrollment reporting, and alumni information

Percentage of time

Duties/Responsibilities

Departmental and Faculty Support

Coordinate and provide leadership on special projects assigned by the department head or grad coordinator
Conduct course evaluations and compile data for all courses offered in Fall, Spring, and Summer each year
Gather Learning Outcome Assessments once a year in September for Fall and Spring semesters
Departmental liaison to the Office of International Education - responsible for doing paperwork for international students and scholars (J1 scholars, visiting scholars, visiting interns, etc.) when they are attempting to enter the US to work or study in the Department of Agricultural and Applied Economics at UGA
Prepare and submit academic program review, enrollment, and assessment reports
Faculty support

Percentage of time