Graduate Program Professional

The University of Georgia, chartered in 1785, is the birthplace of public higher education in America and the state’s flagship university. Located in Athens, approximately 65 miles northeast of Atlanta, UGA is ranked among the top 20 public universities in U.S. News & World Report. The university enrolls over 41,000 students across 19 schools and colleges, including the newly established School of Medicine.

About the Department

Franklin College of Arts and Sciences is the heart of UGA’s learning environment, advancing new knowledge, research, scholarship, and creative output in more than 80-degree programs across 40+ units. The Department of Physics and Astronomy is one of these units, fostering a dynamic academic community.

About the Role

This position is responsible for the effective coordination of the Physics Graduate program within the Franklin College of Arts & Sciences. The Graduate Program Professional is a mid-level role with opportunities for growth, interacting closely with approximately 60-70 graduate students, the Director of Graduate Studies (DGS), the Associate Head, and the Department Head.

Responsibilities

• Graduate Affairs Administration (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, including announcements to the Graduate School, scheduling, and paperwork submission.
  • Maintain databases for current students and MS/PhD alumni containing all pertinent academic information.
  • Serve as the 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.
  • Track graduate student degree progress to ensure departmental and Graduate School deadlines are met.
  • Prepare and submit hiring proposals, terminations, and payroll information each semester for all students and Teaching/Lab assistants.
  • Process and manage various forms through GradStatus, including Request for Change of Degree Objective, Application for Admission to Candidacy for Doctoral Degrees, tuition waivers, and others.
  • 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.
  • Organize the annual graduate student awards day, including printing certificates, coordinating with the Franklin Business office, 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 (20%)
  • Ensure teaching and lab assistants adhere to university and departmental requirements, including orientation, GRSC requirements, minimum course load, and English language proficiency.
  • Work closely with the designated Payroll Manager to provide timely notifications of hiring requests, terminations, and short work break notifications to the Franklin Business office.
  • Submit all hiring requests through the Smartsheet intake form.
• Graduate Admissions Coordination (20%)
  • Review prospective graduate students’ application documents for completeness and ensure all necessary documents are received.
  • 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 with guidance from the DGS and Department Head.
  • Complete admission and denial notices.
  • Compose offer letters and prepare contracts for GLA, GRA, and fellowship recipients, ensuring signed offer letters are returned to the DGS.
  • Inform the admissions committee on Graduate School and departmental regulations.
• General Departmental Support (10%)
  • Serve as backup to the Administrative Specialist.
  • Perform tasks and assignments as instructed by departmental leadership.
  • Support faculty by providing requested customer service or referring it to the appropriate staff member.
• Social Media & Departmental Information Coordination (10%)
  • 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 and prospective students.
  • Coordinate graduate recruitment efforts, including preparing departmental advertising materials and purchasing department merchandise.

Requirements

• Bachelor’s degree in a related field or equivalent.
• Excellent interpersonal skills, professional demeanor, self-motivation, and experience in a diverse environment.
• Ability to prioritize, multi-task, and meet demanding deadlines.
• Considerable knowledge of Graduate School policies and procedures.
• Ability to create and maintain complex databases, maintain accurate records, assemble and organize data, prepare reports, and organize/schedule meetings.

Preferred Qualifications

• Experience in graduate program administration or related academic support roles.

Physical Demands

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

This is a full-time, benefits-eligible position with a work schedule of Monday through Friday, 8:00 AM to 5:00 PM. Offers of employment are contingent upon completion of a background investigation, including a criminal background check and confirmation of credentials and employment history.