Graduate Program Professional

The University of Georgia; Athens (GA); On-site; USD 50,000 - 70,000; Full time

Job summary

The University of Georgia is seeking a mid‑level Graduate Affairs Administrator to coordinate the Physics Graduate program in the Franklin College of Arts & Sciences. You will work closely with 60–70 graduate students, the Director of Graduate Studies, the Associate Head, and the Department Head to ensure timely exams, defenses, and degree progress.

Responsibilities include policy communication to students, maintaining student records and alumni data, and coordinating admissions, awards, and

Qualifications

• Bachelor’s degree in a related field or equivalent.

Responsibilities

• Inform current graduate students of Graduate School policies, procedures, and deadlines.
• Coordinate preliminary written exams, oral exams, MS thesis defenses, and PhD defenses; announce to Graduate School, schedule rooms/times, collect and submit paperwork.
• Maintain database of current students with all pertinent academic information.
• Maintain MS and PhD alumni database.
• Serve as departmental liaison with Admissions, Graduate School, International Programs, and the Franklin College business/dean’s office.
• Collect and submit Graduate School travel award applications for interested graduate students.
• Ensure departmental and Graduate School deadlines are met by tracking graduate student degree progress.
• Prepare and submit to the Franklin Business Office hiring proposals, terminations, and payroll information each semester for all students and Teaching/Lab assistants.
• Process and manage forms through GradStatus (admission, tuition, dissertation, exams, etc.).
• Provide graduate student performance data to the DGS and Department Head for annual reviews.
• Coordinate annual meetings of each graduate student with advisory committees.

Skills

Interpersonal skills

Professional demeanor

Self-motivation

Diversity experience

Prioritization

Multi-tasking

Graduate School policies

Database management

Record-keeping

Data reporting

Meeting scheduling

Education

Bachelor’s degree or equivalent

Tools

Smartsheet

Job description

Position Summary

This position is responsible for the effective coordination of the Physics Graduate program within the Franklin College of Arts & Sciences. It is a mid-level position with opportunity for growth, interacting closely with 60‑70 graduate students and the Director of Graduate Studies, the Associate Head, and the Department Head.

Minimum Qualifications

• Bachelor’s degree in a related field or equivalent

Knowledge, Skills, Abilities and/or Competencies

Excellent interpersonal skills, professional demeanor, self‑motivation, experience in a diverse environment, and the ability to prioritize, multi‑task, and meet demanding deadlines. Knowledge of Graduate School policies and procedures is required. Ability to create and maintain complex databases, maintain accurate records, assemble and organize data, prepare reports, and organize/schedule meetings.

Physical Demands

Sitting, standing, walking, bending, stooping, pushing, pulling; spending long periods of time at a computer.

Graduate Affairs Administration

Percentage of time: 40%

• Inform current graduate students of Graduate School policies, procedures, and deadlines.
• Inform current graduate students of departmental requirements for MS and PhD programs.
• Coordinate preliminary written exams, oral exams, MS thesis defenses, and PhD defenses. Announce to Graduate School, schedule rooms/times, collect and submit paperwork.
• Maintain database of current students with all pertinent academic information.
• Maintain MS and PhD alumni database.
• Serve as departmental liaison with Admissions, Graduate School, International Programs, and the Franklin College of Arts and Sciences business/dean’s office.
• Collect and submit Graduate School travel award applications for interested graduate students.
• Ensure departmental and Graduate School deadlines are met by tracking graduate student degree progress.
• Prepare and submit to the Franklin Business Office hiring proposals, terminations, and payroll information each semester for all students and Teaching/Lab assistants.
• Process and manage various forms through GradStatus including applications for admission, tuition waivers, approval forms for dissertation and examinations, comprehensive exam announcements, dissertation defense announcements, program of study, etc.
• Provide specific graduate student performance data to the DGS and Department Head for annual reviews.
• Collect and file annual Graduate Student Progress reports and mentor‑mentee compacts. Coordinate annual meetings of each graduate student with their advisory committee.
• Coordinate the annual graduate student awards day including printing certificates, announcements, and scheduling catering.
• Work closely with the DGS in all aspects related to graduate students from application submission to final degree granting.

Teaching Assistant Position Management

Percentage of time: 20%

• Ensure teaching and lab assistants adhere to university and departmental requirements, including orientation and GRSC requirements, minimum course load, English language proficiency, and degree program requirements.
• Work closely with designated Payroll Manager for Physics and Astronomy to provide the Franklin Business Office with timely hiring requests, terminations, and short work break notifications. Hire requests are submitted through Smartsheet intake form.

Graduate Admissions Coordination

Percentage of time: 20%

• Review prospective graduate students’ application documents for completeness; ensure all necessary documents are received and filed for review.
• Translate grades from US and international academic systems into a 4.0 GPA scale.
• Create and maintain applicant databases and spreadsheets for admission committee review.
• Schedule and coordinate applicant visits as needed.
• With guidance from the DGS and Department Head, implement changes in departmental admission procedures and policies to meet program goals.
• Complete admission and denial notices.
• Compose offer letters and prepare contracts for GLA, GRA, and fellowship recipients, distributing them and ensuring signed copies are returned to the DGS.
• Inform admissions committee on Graduate School and departmental regulations.

General Departmental Support

Percentage of time: 10%

• Serve as backup to the Administrative Specialist.
• Perform tasks and assignments as instructed by departmental leadership.
• Provide or refer requested customer service to appropriate staff. For services beyond normal duties, consult with the Administrative Specialist or Franklin Business Office for alternatives.

Social Media & Departmental Information Coordination

Percentage of time: 10%

• Disseminate information on talks, seminars, colloquia, or other student events.
• Manage the department’s social media presence to promote departmental information and engage students and prospective students.
• Coordinate graduate recruitment efforts, including preparing departmental advertising materials and purchasing department merchandise.

Other Job Information

Is driving a responsibility of this position? No

Is this a Position of Trust? Yes

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? Yes

EEO Policy Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, veteran status, or other protected status. Persons needing accommodations or assistance with accessibility of materials related to this search are encouraged to contact Central HR at [e-mail].

Contact Details

Recruitment Contact Name: Dr. Phillip Stancil

Recruitment Contact Email: [e-mail]