New

Graduate Program Professional

University of Georgia

retirement plan

United States, Georgia, Athens

Jul 10, 2026

Posting Details

Posting Number	S15419P
Working Title	Graduate Program Professional
Department	Franklin-Physics & Astronomy
About the University of Georgia	Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.
About the College/Unit/Department	Franklin College of Arts and Sciences is the heart of the University of Georgia's learning environment, advancing new knowledge, research, scholarship and creative output by faculty, students, and staff in more than 80-degree programs across 40+ units.
College/Unit/Department website	https://franklin.uga.edu
Posting Type	External
Retirement Plan	TRS or ORP
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	M-F, 8am-5pm
Advertised Salary	Commensurate with experience
Posting Date	07/10/2026
Open until filled	Yes
Closing Date
Proposed Starting Date	09/14/2026
Special Instructions to Applicants
Location of Vacancy	Athens Area
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 ( hrweb@uga.edu).
USG Core Values Statement	The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02. Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Position Information

Classification Title	Grad Program Administrator I
FLSA	Exempt
FTE	1.0
Minimum Qualifications	Bachelor's degree in a related field or equivalent
Preferred Qualifications
Position Summary	This position is responsible for the effective coordination of the Physics Graduate program within the Franklin College of Arts & Sciences. The Graduate Program Professional position is a mid-level position with the opportunity for growth. This position is expected to interact closely with approximately 60-70 Graduate students and the Director of Graduate Studies ( DGS), the Associate Head, and the Department Head within the Department of Physics and Astronomy.
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 a demanding deadline schedule. In addition, considerable knowledge of Graduate School policies and procedures is required. The 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
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

Graduate Affairs Administration
Responsibilities include but are not limited to:

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. Includes announcements to the Graduate School, scheduling rooms/times, and collecting and submitting associated paperwork.
Maintain database of current students containing all pertinent academic information.
Maintain MS and PhD alumni database.
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 all 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; Approval form for Doctoral Dissertation and Final Oral Examination; Comprehensive Exam Announcement; Dissertation Defense Announcement; Program of Study; 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.
Coordinate the annual graduate student awards day including printing of certificates and announcements, providing awardee names to the Franklin Business, and scheduling a caterer.
Work closely with the DGS in all aspects related to the graduate students from application submission to final degree granting.

Percentage of time

Duties/Responsibilities

Teaching Assistant Position Management

Ensure teaching and lab assistants adhere to university and departmental requirements, including orientation and GRSC requirements, minimum course load, English language proficiency requirements, and degree program requirements.
Work closely with 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 Smartsheet intake form.

Percentage of time

Duties/Responsibilities

Graduate Admissions Coordination

Review prospective graduate students' application documents for completeness; ensure that all necessary documents are received and in file 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, and distribute. Ensure signed offer letters are returned to the DGS.
Inform admissions committee on Graduate School and departmental regulations.

Percentage of time

Duties/Responsibilities

General Departmental Support

Serve as backup to the Administrative Specialist.
Perform tasks and assignments as instructed by departmental leadership.
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 Administrative Specialist or the Franklin Business Office as to possible alternative resources.

Percentage of time

Duties/Responsibilities

Social Media & Departmental Information Coordination

Disseminate information on talks, seminars, or 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 as well as prospective students.
Coordinate graduate recruitment efforts including the preparation of departmental advertising materials and purchasing of department merchandise.

Percentage of time