Description

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 01/08/2026 Open until filled Yes Closing Date Proposed Starting Date 02/02/2026 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).
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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
Prior experience with Banner & Athena experience preferred
Position Summary
The primary role of this position is to provide administrative support for the mathematics department's graduate program.

Duties include the following:

• Graduate Recruiting & Admission
• Graduate Records
• Advising support
• Accounting
• Web Work
• Miscellaneous Office Tasks

Knowledge, Skills, Abilities and/or Competencies
Graduate School's SLATE, FileMaker Pro, Word, Excel.
Physical Demands

• Setting up for special events and transporting supplies across campus.
• Light lifting.

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 Records:

• Act as a liaison between graduate students and the Mathematics department and Graduate School.
• Assist graduate students in filling out Graduate School forms and award nomination forms.
• Responsible for submitting all applicant and current graduate student award nominations to the Graduate School and Franklin College.
• Process paperwork for current graduate students: including a variety of letters and Graduate School forms for all PhD, Masters, and MAMS students.
• Responsible for submitting all the graduate student exam announcements to the Graduate School.
• Maintain records of all current graduate students from matriculation to graduation.
• Update graduate student databases - personal information, academic, awards, committee, exams, Graduate School forms filed, program, and alumni information.
• Create and provide reports for Graduate Committee from student records database.
• Update graduate student phone and office lists.
• Help schedule and process qualifying exams in August and January.
• Assist graduate coordinator with the writing of results letters and circulation of exams among student committees.
• Compile faculty evaluations of graduate students for database.
• Compile student evaluations of Mathematics graduate program.
• Evaluate graduate student records for academic reports and reviews.
• Assist with the writing and submission of all reports to the Graduate School including follow up reports from the Graduate School recruiting funds and scholarship recipients.
• Complete forms/surveys requests for statistical information about the graduate program.

Percentage of time 35 Duties/Responsibilities
Graduate Recruiting & Admission:

• Assist Graduate Coordinator with all aspects of the graduate program, including advising prospective students about application processes and procedures.
• Maintain database mailing lists for recruitment mailings.
• Develop or assist in the development of program advertising, promotional flyers and posters.
• Contact point for prospective graduate students.
• Answer information requests and inquiries by emails, phone calls, and letters.
• Tour potential graduate student visitors around department, arrange meetings with faculty and graduate students, and arrange luncheons during individual visits.
• Plan and coordinate Mathematics Graduate Visitation Day: shop for food and supplies, block hotel rooms, assemble information packets, schedule and arrange the day's events.
• Create and keep up to date the applicant database for the Graduate Committee.
• Accept/refuse each student's application in the Graduate Admissions System.
• Write and send offer letters and correspondence to the students whom we are recruiting.
• Plan and coordinate Mathematics Graduate Orientation Week: assign offices, arrange for individual computers to be set up by department IT professionals, shop for food and supplies for orientation events.

Percentage of time 32 Duties/Responsibilities
Accounting:
Work with Franklin College Business Office as applicable on the following duties:

• Update and maintain graduate student support spreadsheets.
• Collect and allocate reimbursement funds for Visitation Day guests including submitting Check Request forms.
• Create and maintain all Visitation Day travel expenses.
• Create and update student travel requests spreadsheet.

Percentage of time 13 Duties/Responsibilities
Web Work:

• Create, update, and maintain Departmental Graduate Website.

Percentage of time 10 Duties/Responsibilities
Advising support:

• Counsel and confer with students with registration, program procedures, policies, goals and objectives.
• Advise and assist students with Graduate School forms, deadlines and various questions.
• Administer student support to offer alternatives to problem situations for graduate students.
• Clear graduate students to register for classes in Athena and troubleshoot for registration flags.
• Sectioning Officer: Assign Instructors in Banner for each upper level graduate research courses, provides back up support to scheduling coordinator.

Percentage of time 7 Duties/Responsibilities
Miscellaneous Office Tasks:

• Assist with various departmental events (conferences, summer schools, receptions, teas).
• Assist faculty with committee data for their UGA Elements report.
• Assist faculty with copy requests and other administrative tasks.
• Compose and type various letters and correspondence as needed.
• Assist with departmental mailings.
• Works with the Office Manager and Department Head when needed to provide temporary coverage for other staff positions.
• Any other duties as assigned

Percentage of time 3

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 Christy McDonald Recruitment Contact Email christy.mcdonald@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

Optional Documents