Posting Details

Posting Details

Posting NumberS03672PWorking TitleGraduate Program AdministratorDepartmentFranklin College Lamar Dodd School of ArtAbout 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 (http://www.uga.edu/). 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

The Franklin College of Arts and Sciences is the oldest, largest and most academically diverse college at the University of Georgia. In many ways, it is at the heart of UGA, the nation’s first state-chartered institution of higher education. Three of the five most popular undergraduate majors are among the nearly 40 departments and institutes that make up Franklin College. Offering 78 undergraduate majors, 35 master’s degree programs and 31 doctoral degree programs, Franklin College produces nearly 50% of the institution’s total student credit hours.

Founded in 1937, the School of Art is named for Lamar Dodd, who as a young man in the 1920s traveled from his home in Georgia to New York to be part of the Art Students League. There he learned from and worked with many of the luminaries of American art. He returned to Georgia to head the Art Department at the University of Georgia from 1939 until his retirement in 1972. Under his leadership, the department grew significantly. The department was renamed the Lamar Dodd School of Art in 1996. With over 1,000 art students, the faculty and staff are dedicated to providing the highest level of instruction in studio art, design, art education, and art history. The School attracts highly qualified and talented students who are seeking to study art at a major comprehensive university. The faculty is made up of nationally recognized artists and scholars who promote a rigorous and lively creative atmosphere conducive to experimentation, innovation, scholarship, and creative inquiry.

The School of Art is comprised of 72 faculty, 650 undergraduate students, 75 graduate students and nine staff. The graduate administrator will assist graduate students in making critical transitions, meeting graduate school requirements and connecting with campus resources.

College/Unit/Department websitehttps://art.uga.edu/Posting TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

Monday – Friday, 8 am – 5 pm

Advertised SalaryCommensurate with ExperiencePosting Date08/01/2019Open until filledYesClosing DateProposed Starting Date08/26/2019Special Instructions to ApplicantsLocation of VacancyAthens 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 TitleStudent Services Paraprofessional/ProfessionalPay GradeFLSAJob FamilyStudent ServicesFTE1.00Minimum Qualifications

Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred QualificationsPosition Summary

The Graduate Program Administrator will provide administrative support to the graduate program and the School of Art 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 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 Art faculty using various programs in the Microsoft Office suite. The candidate will represent the School of Art and act as a student liaison. As part of the position responsibilities, 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:
o MS Office Suite
o Adobe

Physical Demands

Typical office duties. Lift/move files and/or boxes of approximately 25 lbs.

Is driving a responsibility of this position?Does this position have operation, access, or control of financial resources?NoDoes this position require a P-Card? NoIs having a P-Card an essential function of this position? NoDoes this position have direct interaction or care of children under the age of 18 or direct patient care?NoDoes this position have Security Access (e.g., public safety, IT security, personnel records, or patient records)?YesCredit 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.

Duties/Responsibilities

Duties/Responsibilities

Graduate Program Coordination, 40%
• Create and update departmental graduate program and procedures manual
• Provide support to the graduate coordinator by acting as the graduate coordinator (AD) assistant, helping with communication of policies, being available for faculty and students via phone or drop in during regular office hours, distribution of graduate student opportunities, etc.
• 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.

Percentage of time40 Duties/Responsibilities

Duties/Responsibilities

Graduate Admission Process Coordination, 20%
• 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
• Match graduate applicants to departmental graduate teaching assistantships (GTA), graduate research assistantships (GRA) and Graduate School fellowships. Make recommendation to director and associate director.
• 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 time20 Duties/Responsibilities

Duties/Responsibilities

Graduate Student Liaison, 20%
• 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
• Advisor
• Academic committee
• Registration
• 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 time20 Duties/Responsibilities

Duties/Responsibilities

Graduate Recruitment and Retention, 15%
• 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 time15 Duties/Responsibilities

Duties/Responsibilities

General Departmental Support, 5%
• 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
• Collegiality, as well as professional and ethical conduct, is expected of all employees when engaging with colleagues, faculty members, students, administrators, and members of the public.

Percentage of time5Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant DocumentsRequired Documents

1. Resume/CV
2. Cover Letter

Optional Documents