Graduate Program Professional

University of Georgia; Athens (GA); On-site; USD 45,000 - 60,000; Full time

Job summary

The University of Georgia in Athens seeks a Graduate Program Administrator I to coordinate the Physics Graduate Program within Franklin College of Arts and Sciences. The role engages with 60-70 graduate students and collaborates with the Director of Graduate Studies, Associate Head, and Department Head.

Key duties include graduate affairs administration, admissions coordination, and teaching/departmental support, ensuring deadlines and policies are followed while maintaining accurate records and

Qualifications

• Excellent interpersonal skills and self-motivation are required.
• Ability to prioritize, multi-task, and meet deadlines.
• Experience with graduate school policies, database creation, and record maintenance.

Responsibilities

• Inform current graduate students of Graduate School policies and deadlines.
• Coordinate preliminary exams, defenses, and related scheduling and paperwork.
• Maintain databases of current students and alumni with pertinent academic information.
• Serve as liaison with Admissions, Graduate School, International Programs, and the department business office.
• Submit hiring proposals, terminations, and payroll information each semester.
• Provide graduate student performance data for annual reviews and coordinate annual progress reports.

Skills

Interpersonal skills

Self-motivation

Multitasking

Data management

Policy knowledge

Education

Bachelor's degree

Job description

Job Title: Graduate Program Administrator I

Department: Franklin College of Arts and Sciences – Physics & Astronomy

Location: Athens Area, Georgia

Employment Type: Full Time, Exempt

Posting Date: 07/10/2026

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, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([e-mail]).

Position Summary

This mid-level position coordinates the Physics Graduate Program within Franklin College of Arts & Sciences. The role engages with 60-70 graduate students and collaborates closely with the Director of Graduate Studies, Associate Head, and Department Head.

Educational Requirements

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

Knowledge, Skills, Abilities and Competencies

Excellent interpersonal skills, self‑motivation, and the ability to prioritize, multi‑task, and meet demanding deadlines. Proficiency in graduate school policies, complex database creation, accurate record maintenance, data assembly, report preparation, and meeting scheduling. Experience in a diverse environment is required.

Physical Demands

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

Duties and Responsibilities

Graduate Affairs Administration

• 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, including announcements, room and time scheduling, and paperwork collection.
• Maintain database of current students containing 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 hiring proposals, terminations, and payroll information to the Franklin Business Office each semester for all students and Teaching/Lab assistants.
• Process and manage various forms through GradStatus, including requests for change of degree objective, applications for admission to candidacy, tuition waivers, approval forms for dissertation and final oral examination, comprehensive exam announcements, dissertation defense announcements, program of study, and others.
• Provide 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, announcing awardees to the Franklin Business Office, and scheduling a caterer.
• Work closely with the DGS in all aspects related to graduate students from application submission to final degree granting.

Teaching Assistant Position Management

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

Graduate Admissions Coordination

• Review prospective graduate students' application documents for completeness and 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.
• Implement changes in departmental admission procedures and policies to meet program goals under guidance from the DGS and Department Head.
• Complete admission and denial notices.
• Compose offer letters and prepare contracts for GLA, GRA, and fellowship recipients; ensure signed offer letters are returned to the DGS.
• Inform admissions committee on Graduate School and departmental regulations.

General Departmental Support

• Serve as backup to the Administrative Specialist.
• Perform tasks and assignments as instructed by departmental leadership.
• Support faculty by providing customer service or referring requests to appropriate staff; consult with the Administrative Specialist or Franklin Business Office as needed for services outside normal duties.

Social Media & Departmental Information Coordination

• Disseminate information on talks, seminars, colloquia, or other events related to students.
• Manage the department's social media presence to promote departmental information and engage current undergraduate and graduate students and prospective students.
• Coordinate graduate recruitment efforts including preparation of departmental advertising materials and purchasing of department merchandise.

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, confirmation of credentials and employment history, and, if applicable, a satisfactory credit check. Employees may also be subject to a pre‑employment drug test for positions with high‑risk responsibilities.