Graduate Program Administrator

Position Information

Classification Title Student Services Paraprofessional/Professional FLSA Non-Exempt FTE 1.00 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 Program Administrator provides administrative support to the School of Art graduate program and faculty. This position also provides administrative support to the Associate Director of Graduate Studies, Research, and Recruitment. 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 recruitment and admission of students; promotion of the department's graduate programs; and serving as a graduate student liaison, working with the faculty and the department head, the Graduate Program Administrator will manage multiple priorities and projects and demonstrate creativity, flexibility, self-motivation, and strong problem-solving, analysis, and communication skills. The Graduate Program Administrator is strongly dedicated to students and demonstrates the ability to think creatively, analytically, and strategically. This position utilizes leadership skills in order to work independently and as part of a team. This position regularly handles confidential information and works with diverse students and faculty. This position provides administrative support to the School of Art graduate program and faculty using various programs in the Microsoft Office suite. This position represents the School of Art and acts as a student liaison. As part of the position responsibilities, some evening and weekend work is necessary, but otherwise, the position will have regular business hours of 8:00 AM - 5:00 PM.

Knowledge, Skills, Abilities and/or Competencies

• Excellent interpersonal, organizational, and written and oral communication skills

• Keen attention to detail

• Strong problem-solving, analysis, and communication skills

• Demonstrated creativity, flexibility, and self-motivation

• Ability to exercise discretion with sensitive confidential information

• Ability to work with diverse populations within an academic environment

• Knowledge of MS Excel, Word, and Outlook in a Mac environment

• Ability to work in a fast-paced environment with high demand

• Ability to interpret policies and procedures and effectively communicate these to both students and faculty

• Demonstrated leadership skills and the ability to work both independently and as part of a team

• Familiarity with InDesign and Photoshop is preferred.

• Familiarity with Slate and GradStatus is preferred.

Physical Demands

Standard for an office environment.

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

Graduate Program Coordination

• Create and update departmental graduate program and procedures manual

• Provide support to the graduate coordinator by acting as the graduate coordinator (AD) assistant, helping with communication of policies, being available for faculty and students via phone or drop in during regular office hours, distribution of graduate student opportunities, etc.

• Coordinate comprehensive exam oral defenses, MA thesis defenses and PhD defenses. Includes announcements to the graduate school and collecting and submitting associated paperwork.

• Add graduate programs events and deadlines to existing master calendar

• Investigate and determine solutions to procedural problems and requirements

• Schedule and announce graduate student preliminary exams, final exams, PhD diagnostic exams

• Inputs tuition waivers for academic year and summer sessions

• Assist FAST 5 cluster team with: assistantships processing, termination processing, assistantship modifications, compliance notification, and waiver processing.

Percentage of time 40 Duties/Responsibilities

Graduate Admission Process Coordination

• Coordinate the graduate application process

• Review documents for completeness

• Translate grades from US and international academic systems into a 4.0 GPA scale

• Ensure that all necessary documents are received and in file for review

• Create and maintain applicant databases and spreadsheets

• Create and implement new application forms to gain pertinent information from applicants

• Compile data and evaluate application procedures of like programs

• Orchestrate zoom interviews

• Implement changes in departmental admission procedures and policies to meet program goals

• Admission of Students in Slate

• Determine admissibility of applicants

• Complete admission and denial notices

• GRA/GTA Assignments

• Match graduate applicants to departmental graduate teaching assistantships (GTA), graduate research

assistantships (GRA) and Graduate School fellowships. Make recommendation to director and associate director.

• Compose offer letters and prepare contracts for GTA, GRA and fellowship recipients

• Other duties

• Organize and attend Graduate Committee meetings

• Inform committee on graduate school and departmental regulations

• Research national statistics relevant to the program to develop departmental graduate admission standards and practices

Percentage of time 20 Duties/Responsibilities

Graduate Student Liaison

• Inform current graduate students of Graduate School policies and procedures

• Inform current graduate students of departmental requirements for M.A., M.S., and Ph.D. programs

• 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.

• Assist students with course registration involving:

• Management of DIBS process and sorting students into classes

• Assist curriculum office in providing students with POD via the Banner system

• Clear students for registration via Athena

• When needed, assist student with ad hoc registration paperwork

• Create and maintain database of current students containing the following information:

• Academic background

• Test scores

• Advisor

• Academic committee

• Registration

• Academic status

• Program and department requirements/ progress towards meeting requirements

• Status of Graduate School documentation

• Graduation dates

• Ensure selected graduate students apply for Georgia residency. Inform on the process.

• Submit applications on behalf of graduate students for Domestic and International travel grants.

Percentage of time 20 Duties/Responsibilities

Graduate Recruitment and Retention

• Inform prospective students on departmental requirements for admission and availability of financial assistance

• Inform students whose credentials are below standard requirements about procedures for becoming admissible

• Create and disseminate recruiting materials.

• Develop, implement and supervise graduate student visits and other recruiting visits

• Compile mailing lists of targeted prospective graduate students

• Develop recruitment budget based on allocated funds with assistance from the Business Manager

• Develop departmental retention strategies

• Create and implement procedures to increase the recruitment of minority applicants and retention of minority students

Percentage of time 15 Duties/Responsibilities

General Departmental Support

• 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 the business manager as to possible alternative resources

• Coordinate paperwork for visiting lecturers, serve as liaison for Visiting Artists and Scholar committee.

• Coordinate and provide leadership on special projects assigned by the department head and business manager.

• Perform tasks and assignments as instructed by the departmental leadership

• Collegiality, as well as professional and ethical conduct, is expected of all employees when engaging with colleagues, faculty members, students, administrators, and members of the public.

Percentage of time 5

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 Isabelle Wallace Recruitment Contact Email iwallace@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

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.