Graduate Coordinator Assistant

Position Information

Classification Title Academic Services Paraprofessional/Professional FLSA Non-Exempt FTE 1.0 Minimum 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 Qualifications Position Summary

The Graduate Degree Professional reports to the Assistant to Department Head and supports the Graduate Coordinator, faculty and graduate students in the Department of Nutritional Sciences in the College of Family and Consumer Sciences (FACS). This position is responsible for management of applications, educating current and prospective graduate students on graduate degree programs, admission requirements, student academic progress and assistantship/award opportunities. Responsibilities may include responding to prospective student inquires, providing guidance on policies and procedures, maintaining and organizing applicant information and current student progress towards degree completion.

Knowledge, Skills, Abilities and/or Competencies

• Strong interpersonal, customer service, planning skills.

• Excellent oral and written communication skills.

• Ability to manage confidential information.

• Attention to detail with alphanumeric information.

• Strong analytical and problem- solving skills.

• Excellent organizational and time management skills.

• Proven ability in developing and maintaining effective working relationships with university and college faculty, administrators and staff.

• MS Office software including Word, Excel, PowerPoint and Outlook.

Physical Demands

• Lift approximately 15 pounds.

• Extended periods of sitting and working at a computer.

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 (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes 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 demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Administrative Staff Support for Programs/Departmental Committees

• Working with seminar committee to schedule speakers for the departmental seminar series. This includes: attending meeting and taking minutes; posting and updating weekly seminars on the departmental website, advertising seminars to the department; contacting speakers for the title of seminar, information about the location of the seminar, what time to arrive/depart; making reservations for out-of-town speakers (hotel, airline, transportation to/from airport); and reimbursing expenses once receipts are provided.

• Assisting the chair of the Alumni Relations committee. This includes: attending meetings and taking minutes; assisting chair with travel arrangements for alumni visits; planning and coordination of fall and spring alumni events; and serve as liaison with Business Manager to stay within budget while planning events.

• Event planning; Plan, advertise and conduct events for the department such as retirement events or holiday parties.

• Staff support for the Graduate Dietetic Internship Program.

• Working with directors of other programs/committees as needed.

Percentage of time 25 Duties/Responsibilities

Office Administrative Support for the Nutritional Sciences Office

• Greet and assist with guests, answering telephones, mail distribution, receiving packages, maintaining office equipment; periodically inventory and order office supplies and printing as needed; communicate policies and procedures to faculty/staff/students; occasionally travel to on- and off-campus venues to perform departmental duties; and responsible for compiling and preparing a wide variety of documents/reports as needed.

• Other duties as assigned.

Percentage of time 15 Duties/Responsibilities

Recruitment

• Respond to emails and phone calls from potential new graduate students regarding graduate program sent directly or forwarded by the Graduate Coordinator or other faculty.

• Communicate with potential and incoming students and make arrangements for campus visits including travel and scheduling meetings with graduate coordinator and others in the department.

• Distribute recruitment packets and information to prospective graduate student applicants.

• Provides guidance and information regarding policies and procedures for graduate admission.

• Plans, coordinates and attends graduate program events.

Percentage of time 15 Duties/Responsibilities

Admissions

• Maintain, organize and share graduate student applicant information with the Graduate Coordinator and the Graduate Committee.

• Share applicant information with faculty if approved by Graduate Committee.

• Communicate admission decisions to the Graduate School.

Percentage of time 15 Duties/Responsibilities

Student Progress/Support (e.g., policy, processing forms, tracking)

• Communicate Graduate School announcements and deadlines to faculty and students

• Provides guidance and information regarding policies and procedures for graduate admission, retention, recruitment, and degree progression to prospective and current students, faculty and staff.

• Respond to student and faculty graduate-related inquires in timely manner.

• Remove student registration account holds each semester.

• Advise graduate students of Graduate School policies and procedures and current departmental requirements for all degrees offered.

• Responsible for notifying Graduate School of upcoming comprehensive exams and dissertation defenses

• Advertise for graduate student defenses.

• Process Graduate School and University awards, fellowships, and scholarships through the Grad Status.

• Tracks applicants to Double Dawg pathway, schedules open houses, and answers questions as students prepare to transition from undergraduate to graduate coursework.

• Tracks degree progression and manages student records, ensuring submission of required forms for the degree program.

• Coordinates with FACS Office of Finance and Human Resources regarding tuition charge accounts, waivers and other codes such as G-Trip

Percentage of time 15 Duties/Responsibilities

Academic (e.g., process overrides, course scheduling, registration support)

• Assists Department Head, Graduate Coordinator and Assistantship Award Committee with graduate assistantship awards and graduate assistantship faculty assignments (e.g., provides enrollment statistics for each faculty's class for TA assignments for faculty).

• Remove student registration account holds each semester.

Percentage of time 15

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Tonya Harris Recruitment Contact Email tonyah@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV

• Cover Letter

• List of References with Contact Information

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

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.