Graduate Program Administrator

University of Georgia•Athens, GA

51d

About The Position

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.

Requirements

Bachelor's degree in a related field or equivalent
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

Nice To Haves

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.

Responsibilities

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