Graduate Program Professional

Posting Details

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

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 40 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 20 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 20 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 10 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 10

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 Dr. Phillip Stancil Recruitment Contact Email pstancil@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