Job 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
Additional Schedule Information: M-F, 8am-5pm
Advertised Salary: Commensurate with experience
Posting Date: 07/10/2026
Open until filled: Yes
Proposed Starting Date: 09/14/2026
Location of Vacancy: Athens Area
Classification Title: Grad Program Administrator I
FLSA: Exempt
FTE: 1.0
Minimum Qualifications: Bachelor’s degree in a related field or equivalent
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
Duties/Responsibilities
Graduate Affairs Administration (40%)
- 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.
Teaching Assistant Position Management (20%)
- 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.
Graduate Admissions Coordination (20%)
- 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.
General Departmental Support (10%)
- 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.
Social Media & Departmental Information Coordination (10%)
- 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.
This is a Preview Listing…
You must sign in to see the full job description, and to apply.
Manage / Upgrade this job to a Full Job Listing.
Find Your Best Opportunity
Tell them AcademicJobs.com sent you!
