Description

External Retirement Plan TRS or ORP Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information
Monday through Friday, 8 a.m. to 5 p.m.
Advertised Salary $48,000 +; based on experience Posting Date 11/05/2025 Open until filled Yes Closing Date Proposed Starting Date 01/01/2026 Special Instructions to Applicants
Applicants should include the following with their application:

• Resume
• Cover letter
• List of 3 references and contact information

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 26 institutions of higher education and learning, as well as 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 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Position Information

Classification Title Grad Program Administrator I FLSA Exempt FTE 1.00 Minimum Qualifications
Bachelor's degree in a related field or equivalent
Preferred Qualifications

• Previous experience working in a Graduate Administrator or Graduate Coordinator capacity at the University of Georgia or within USG.
• Previous experience working with graduate programs, graduate admissions, and/or graduate recruitment.

Position Summary
This position is responsible for the effective coordination of the Graduate Program within the College of Engineering.

The Graduate Program Administrator is a mid-level position with opportunity for growth, reporting to the Assistant Dean for Academic Affairs. This position is centralized in the College of Engineering and has a primary directive of coordinating various administrative functions for two entities: the School of Electrical & Computer Engineering (ECE) and the School of Chemical, Materials & Biomedical Engineering (CMB).

The Graduate Program Administrator is expected to interact with up to 250 graduate students through various duties as outlined below. This is an expanding graduate program with anticipated growth in the coming years.

This position is supervised by the Assistant Dean of Academic Affairs and Assessment.
Knowledge, Skills, Abilities and/or Competencies
Excellent interpersonal skills, professional demeanor, self-motivation, experience in a diverse environment and the ability to multi-task are desirable. Proficiency with technology and prior experience with academic software
Physical Demands
Typical 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? Yes 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:

• Provide administrative support to CENGR graduate programs including the double dawgs pathway programs.
• Assist graduate coordinator(s) in verifying student records such as program of study forms, degree change forms, etc.
• Assist graduate coordinator(s) in maintaining graduate records as needed.
• Coordinate with faculty and administration to resolve graduate student issues such as student appeals.
• Work with School Chairs and Graduate Coordinators to ensure policy compliance for graduate programs.
• Attend curriculum committee meetings and provide input related to graduate programs.
• Serve as department liaison for UGA Graduate School.
• Provide information and support to graduate students and answer queries.
• Organize and coordinate orientation sessions for incoming graduate program students.
• Make campus referrals as needed for enrolled students (CAPS, OGE, ISL, Grad School, CTL, Food Pantry, Student Accounts, Housing, Health Center, Student Care and Outreach, HR, Grad. Student Health Insurance staff, etc.)
• Process and manage various forms through GradStatus including: Request for Change of Degree Objective; Application for Admission to Candidacy for Doctoral Degrees; Approval form for Doctoral Dissertation and Final Oral Examination; Comprehensive Exam Announcement; Dissertation Defense Announcement; Program of Study; Preliminary Study forms; Approval Form for Masters Thesis; and others.
• Submitting award nominations through the relevant portal or process after receiving School nominations from Graduate Coordinators.
• Partner with the College of Engineering HR office and Business Office on all grad assistantship hires and funding/employment changes.

Percentage of time 40 Duties/Responsibilities
Graduate Recruitment, Admissions and Onboarding

Responsibilities include but not limited to:

• Administer the admissions process in the relevant software (SLATE) for assigned Schools in coordination with Graduate Coordinators and faculty.
• Perform quality control measures to ensure applicant data has been accurately transferred to Graduate School.
• Provide administrative support to assigned schools through prospective student engagement via email.
• Attending conferences and recruitment events on behalf of the College of Engineering.
• Maintaining prospective student database for respective schools.
• Assist with marketing and communication needs.
• Managing the graduate admissions process in coordination with graduate coordinators.
• Process admissions and assistantship offer letters for graduate students.
• Coordinate monthly graduate affairs meetings with Graduate Coordinators, as well as other offices such as HR or the Business Office when applicable.
• Answer and field queries from prospective students, directing them to other offices or the Graduate Coordinators as appropriate.
• Serve as department liaison for UGA's International Student Life and Office of Global Engagement for student visa related issues, coordinating with HR when needed.
• Organize and coordinate information sessions and open houses for prospective students.
• Coordinate with faculty, business office and HR staff to process RA, TA, and other fellowship offers and tuition waivers in a timely manner.
• Ensure that graduate research, thesis, dissertation, and special topics graduate course sections are posted in Banner each semester.

Percentage of time 40 Duties/Responsibilities
Course Registration Support

Responsibilities include but not limited to:

• Upload graduate course sections in BANNER for research, thesis, and dissertation.
• Audit student registrations for proper credit hours for maintaining assistantship status per enrollment compliance report.
• Clear student advising holds when applicable.

Percentage of time 5 Duties/Responsibilities
Data Support

Responsibilities include but not limited to:

• Collect and maintain database of student and program specific data on applications, admissions, enrollment, graduation, progression, retention, etc., on periodic basis.
• Assist with data collection specific to external reporting to agencies such as ASEE and USNEWS.
• Generate data and prepare cyclical enrollment and recruitment reports for the Graduate Programs Office.
• Distribute, collect, and disseminate assessment matrices and data to School Chairs and graduate coordinators for annual assessment purposes.

Percentage of time 5 Duties/Responsibilities
Other Responsibilities

• Other responsibilities as assigned by Assistant Dean as needs arise.
• Complete UGA employee trainings.
• Attend College of Engineering staff/employee meetings as requested.

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. Mable Fok Recruitment Contact Email mfok@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume/CV
2. Cover Letter
3. List of References with Contact Information

Optional Documents