Job description

Posting Details

Posting Details

Posting Number S02853P Working Title GRADUATE PROGRAM ADMINISTRATOR Department Franklin College English Department About the University of Georgia

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of 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 was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 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

Monday-Friday, 8:00am-5:00pm

Advertised Salary $32,000-$34,938 Posting Date 04/02/2019 Open until filled Yes Closing Date Proposed Starting Date 04/23/2019 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.

Position Information

Classification Title Student Services Professional Pay Grade FLSA Job Family Student Services 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 Position Summary

The Graduate Program Administrator will provide administrative support to the graduate program and the English 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 must manage multiple priorities and projects and demonstrate creativity, flexibility, self-motivation, and strong problem solving, analysis and communication skills. He/She will have a strong dedication to students and must 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 English faculty using various programs in the Microsoft Office suite. The candidate will represent the English department and act as a student liaison. As part of the position responsibilities, this position requires some evening and weekend work and will have regular business hours of 8:00am-5:00pm.

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

Physical Demands

Sitting for long periods of time, lift 20 pounds.

Is driving required to perform essential duties outlined in this position? (This does not include infrequent trips) The successful candidate would have to provide proof that s/he has a valid driver's license when offered employment. Does this position have financial responsibilities? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? 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.



Graduate Program Coordination
•Create and update departmental graduate program and procedures manual
•Coordinate comprehensive exam oral defenses, MA thesis defenses and PhD defenses. Includes announcements to the graduate school, scheduling rooms/times, and collecting and submitting associated paperwork.
•Create master calendar of graduate programs events and deadlines
•Investigate and determine solutions to procedural problems and requirements
•Schedule and announce graduate student preliminary exams, final exams, PhD diagnostic exams
•Manage GTA, GRA and Fellowship hiring.
•Initiate hiring actions in UGAJobs
•Initiate payroll actions in OneSource including termination of completed contracts.
•Enter combo codes for all Gradate Assistantships in the OneSource system
•Monitor Graduate Assistantships to ensure all graduate students are paid in a timely manner.
•Load ENGL 9000 and 9300 courses into Banner

Percentage of time 35 Duties/Responsibilities


Graduate Admission Process Coordination
•Coordinate the graduate application process
•Review documents for completeness
•Translate grades from US and international academic systems into a 4.0 GPA scale
•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
•Admission of Students
•Determine admissibility of applicants
•Complete admission and denial notices
•Prepare admissions packets to be sent to Graduate School
•GRA/GTA Assignments
•Work with the First-year Composition office staff to match graduate applicants to departmental graduate teaching assistantships (GTA), graduate research assistantships (GRA) and Graduate School fellowships. Make recommendation to department head and graduate program coordinator
•Work with the First-year Composition office staff to compose offer letters and prepare contracts for GTA, GRA and fellowship recipients
•Other duties
•Organize and attend Graduate Committee meetings
•Inform committee on graduate school and departmental regulations
•Research national statistics relevant to the program to develop departmental graduate admission standards and practices

Percentage of time 20 Duties/Responsibilities


Graduate Recruitment and Retention
•Inform prospective students on departmental requirements for admission and availability of financial assistance
•Inform students whose credentials are below standard requirements about procedures for becoming admissible
•Create recruiting materials
•Develop, implement and supervise graduate student visits and other recruiting visits
•Compile mailing lists of targeted prospective graduate students
•Develop recruitment budget based on allocated funds with assistance from the Business Manager
•Develop departmental retention strategies
•Create and implement procedures to increase the recruitment of minority applicants and retention of minority students

Percentage of time 15 Duties/Responsibilities


Graduate Student Liaison
•Inform current graduate students of Graduate School policies and procedures
•Inform current graduate students of departmental requirements for M.A., M.S., and Ph.D. programs
•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.
•Assist students with course registration involving:
•Management of DIBS process and sorting students into classes
•Provide students with POD via the Banner system
•Clear students for registration via Athena
•When needed, assist student with ad hoc registration paperwork
•Create and maintain database of current students containing the following information:
•Academic background
•Test scores
•Academic committee
•Academic status
•Program and department requirements/ progress towards meeting requirements
•Status of Graduate School documentation
•Graduation dates
•Ensure selected graduate students apply for Georgia residency. Inform on the process.
•Create new student profiles for graduate students to be posted to the website.

Percentage of time 15 Duties/Responsibilities


Graduate Student Travel Support
•Collect authorization and travel materials from students
•Communicate MA and PhD years 1-2 travel requests to the Head’s Office
•Enter PhD years 3-5 travel requests into Grad Status
•Create Travel Authorities for grad students in OneSource
•Communicate travel awards to graduate students
•Assist graduate students in the OneSource reimbursement process

Percentage of time 10 Duties/Responsibilities


General Departmental Support
•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 the business manager as to possible alternative resources
•Coordinate and provide leadership on special projects assigned by the department head and business manager.
•Perform tasks and assignments as instructed by the departmental leadership

Percentage of time 5 Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents Required Documents
  1. Resume/CV
  2. Cover Letter
  3. List of References with Contact Information
Optional Documents




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    Job No:
    Posted: 4/11/2019
    Application Due: 5/14/2019
    Work Type: