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Graduate Program Administrator

The University of Georgia
Athens Area

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Job Details

Posting Number:


Working Title:

Graduate Program Administrator



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 7,700 full-time staff. The University’s enrollment exceeds 39,000 students including over 30,000 undergraduates and over 9,000 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 Department of Geography at UGA has been a leading center of scholarship about earth’s landscape and human relationships to the environment. Its inquiries encompass a wide range of topics, from the economies of cities and cultures of built landscapes, to tropical climates and the flow of polar ice sheets. The Department of Geography combines rigorous empirical work with deeply conceptual theoretical analyses, always recognizing the importance of both spatial processes and accumulated histories. The department uses geographic analyses to illuminate the abiding problems of the modern world.

Posting Type:


Retirement Plan:


Employment Type:


Benefits Eligibility:

Benefits Eligible

Full/Part time:

Full Time

Additional Schedule Information:

M-F, 8-5

Advertised Salary:


Posting Date:


Open until filled:


Proposed Starting Date:


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 ([email protected]).

Classification Title:

Student Services Professional



Job Family:

Student Services



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.

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

Physical Demands:

Sitting or standing at computer, occasional filing may involve bending down.

Is driving a responsibility of this position?:


Is this a Position of Trust?:


Does this position have operation, access, or control of financial resources?:


Does this position require a P-Card? :


Is having a P-Card an essential function of this position? :


Does this position have direct interaction or care of children under the age of 18 or direct patient care?:


Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):


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 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:



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:



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:



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:



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, 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. It is the birthplace of the American system of public higher education.

university_of_georgia2.jpgToday, UGA enrolls more than 36,000 students. The main campus has 460 buildings on 765 acres of land. The total acreage of UGA in 30 Georgia counties is 41,539. UGA has 17 colleges and schools, which include Agricultural and Environmental Sciences, Arts and Sciences, Business, Ecology, Education, Engineering, Environment and Design, Family and Consumer Sciences, Forestry and Natural Resources, Graduate School, Journalism and Mass Communication, Law, Pharmacy, Public Health, Public and International Affairs, Social Work and Veterinary Medicine. It offers 25 baccalaureate degrees in more than 140 fields; 34 master’s degrees in 130 fields; 18 educational specialist degrees; four doctoral degrees in 98 areas; professional degrees in law, pharmacy and veterinary medicine; and more than 170 study-abroad and exchange programs. UGA Libraries rank among the top third of the nation’s best research libraries and contain a total of 4.7 million volumes and one of nation’s largest map collections. The university has had 21 recipients of the prestigious Rhodes Scholarship. In 2008, UGA was the only public university in America to have two recipients of the Rhodes Scholarship. UGA is home of the Peabody Awards, presented annually for distinguished achievement and meritorious public service by television and radio stations, networks, producing organizations, individuals and the World Wide Web. It also is home of Georgia’s State Botanical Garden, state Museum of Art and State Museum of Natural History. Additionally, UGA has one of the largest and most comprehensive public service and outreach programs conducted by an American educational institution.


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215 S. Jackson St.
United States
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