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Graduate Coordinator Assistant

University of Georgia
retirement plan
United States, Georgia, Athens
Jul 18, 2024
Posting Details
Posting Details

Posting Number S12204P
Working Title Graduate Coordinator Assistant
Department FACS-Nutritional Sciences
About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education ( https://www.uga.edu/). The proof is in our more than 235 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 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department
College/Unit/Department website
Posting Type External
Retirement Plan TRS
Employment Type Employee
Benefits Eligibility Benefits Eligible
Full/Part time Full Time
Work Schedule
Additional Schedule Information
Monday - Friday, 8 am - 5 pm
Advertised Salary Up to $50,000
Posting Date 06/17/2024
Open until filled Yes
Closing Date
Proposed Starting Date 07/21/2024
Special Instructions to Applicants
Location of Vacancy Athens Area
EEO Policy Statement
The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran 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 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 Academic Services Paraprofessional/Professional
FLSA Non-Exempt
FTE 1.0
Minimum Qualifications
Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
Position Summary
The Graduate Degree Professional reports to the Assistant to Department Head and supports the Graduate Coordinator, faculty and graduate students in the Department of Nutritional Sciences in the College of Family and Consumer Sciences ( FACS). This position is responsible for management of applications, educating current and prospective graduate students on graduate degree programs, admission requirements, student academic progress and assistantship/award opportunities. Responsibilities may include responding to prospective student inquires, providing guidance on policies and procedures, maintaining and organizing applicant information and current student progress towards degree completion.
Knowledge, Skills, Abilities and/or Competencies

  • Strong interpersonal, customer service, planning skills.
  • Excellent oral and written communication skills.
  • Ability to manage confidential information.
  • Attention to detail with alphanumeric information.
  • Strong analytical and problem- solving skills.
  • Excellent organizational and time management skills.
  • Proven ability in developing and maintaining effective working relationships with university and college faculty, administrators and staff.
  • MS Office software including Word, Excel, PowerPoint and Outlook.

Physical Demands

  • Lift approximately 15 pounds.
  • Extended periods of sitting and working 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.

Administrative Staff Support for Programs/Departmental Committees

  • Working with seminar committee to schedule speakers for the departmental seminar series. This includes: attending meeting and taking minutes; posting and updating weekly seminars on the departmental website, advertising seminars to the department; contacting speakers for the title of seminar, information about the location of the seminar, what time to arrive/depart; making reservations for out-of-town speakers (hotel, airline, transportation to/from airport); and reimbursing expenses once receipts are provided.
  • Assisting the chair of the Alumni Relations committee. This includes: attending meetings and taking minutes; assisting chair with travel arrangements for alumni visits; planning and coordination of fall and spring alumni events; and serve as liaison with Business Manager to stay within budget while planning events.
  • Event planning; Plan, advertise and conduct events for the department such as retirement events or holiday parties.
  • Staff support for the Graduate Dietetic Internship Program.
  • Working with directors of other programs/committees as needed.

Percentage of time 25

Office Administrative Support for the Nutritional Sciences Office

  • Greet and assist with guests, answering telephones, mail distribution, receiving packages, maintaining office equipment; periodically inventory and order office supplies and printing as needed; communicate policies and procedures to faculty/staff/students; occasionally travel to on- and off-campus venues to perform departmental duties; and responsible for compiling and preparing a wide variety of documents/reports as needed.
  • Other duties as assigned.

Percentage of time 15


  • Respond to emails and phone calls from potential new graduate students regarding graduate program sent directly or forwarded by the Graduate Coordinator or other faculty.
  • Communicate with potential and incoming students and make arrangements for campus visits including travel and scheduling meetings with graduate coordinator and others in the department.
  • Distribute recruitment packets and information to prospective graduate student applicants.
  • Provides guidance and information regarding policies and procedures for graduate admission.
  • Plans, coordinates and attends graduate program events.

Percentage of time 15


  • Maintain, organize and share graduate student applicant information with the Graduate Coordinator and the Graduate Committee.
  • Share applicant information with faculty if approved by Graduate Committee.
  • Communicate admission decisions to the Graduate School.

Percentage of time 15

Student Progress/Support (e.g., policy, processing forms, tracking)

  • Communicate Graduate School announcements and deadlines to faculty and students
  • Provides guidance and information regarding policies and procedures for graduate admission, retention, recruitment, and degree progression to prospective and current students, faculty and staff.
  • Respond to student and faculty graduate-related inquires in timely manner.
  • Remove student registration account holds each semester.
  • Advise graduate students of Graduate School policies and procedures and current departmental requirements for all degrees offered.
  • Responsible for notifying Graduate School of upcoming comprehensive exams and dissertation defenses
  • Advertise for graduate student defenses.
  • Process Graduate School and University awards, fellowships, and scholarships through the Grad Status.
  • Tracks applicants to Double Dawg pathway, schedules open houses, and answers questions as students prepare to transition from undergraduate to graduate coursework.
  • Tracks degree progression and manages student records, ensuring submission of required forms for the degree program.
  • Coordinates with FACS Office of Finance and Human Resources regarding tuition charge accounts, waivers and other codes such as G-Trip

Percentage of time 15

Academic (e.g., process overrides, course scheduling, registration support)

  • Assists Department Head, Graduate Coordinator and Assistantship Award Committee with graduate assistantship awards and graduate assistantship faculty assignments (e.g., provides enrollment statistics for each faculty's class for TA assignments for faculty).
  • Remove student registration account holds each semester.

Percentage of time 15
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