Graduate Programs Administrator

Graduate Programs Administrator

Posting Number: S14734P

Department: Louise McBee Institute of Higher Education

Location: Athens Area, University of Georgia

Employment Type: Full-Time Employee

Position Summary: The Graduate Programs Administrator reports to the Administrative and Academic Manager and supports the Director of Graduate Studies, faculty and graduate students in the Louise McBee Institute of Higher Education. This position is responsible for educating current and prospective graduate students on three graduate degree programs, admission requirements, student academic progress, and academic/professional opportunities. The Graduate Programs Administrator communicates actively and is the first point of contact for resolving concerns related to recruitment, admissions, employment (assistantships), academic progress, and graduation.

The incumbent maintains program statistics and operates within systems to support the programs (Xitracs, Grad Slate, Grad Status, Banner/Athena, etc.).

• Recruitment and Admissions (25%)
  • Serve as first point of contact for prospective students interested in MIHE graduate programs (PhD, Executive EdD, MEd).
  • Provide holistic support for the application process, ensuring all necessary information is submitted, maintaining records, and supporting admissions committee reviews.
  • Coordinate recruitment efforts, develop recruitment plans and materials, plan PhD campus visit, and apply for recruitment funding.
  • Identify eligible students and assist in nominations for fellowships and awards.
  • Distribute admissions decisions and assistantship offers.
• Program Administration
  • Coordinate and administer all aspects of graduate programs.
  • Manage course scheduling, uploading courses to Banner registration system and 25
    
    Live event reservation system.
  • Lead event planning such as fall potluck, graduation events, and celebrations.
  • Represent the unit on the Graduate Studies Committee to promote and recognize graduate students’ accomplishments.
  • Communicate announcements and deadlines to faculty and students.
  • Maintain familiarity with UGA policies and systems to support unit engagement with various university offices.
• Enrolled Student Services and Support (20%)
  • Manage student advisement, enrollment, development, and degree progression.
  • Act as initial point of contact and resource for graduate student questions, refer issues to relevant parties.
  • Monitor, track, and report on student progress and milestones, identifying concerns.
  • Provide resources and support for student success and well‑being.
  • Liaise with UGA resources such as Graduate School, Student Care, Disability Resource Center, etc., while maintaining FERPA confidentiality.
  • Work with program directors/coordinators for registration, milestones, nominations, and graduation.
  • File relevant paperwork and tuition waivers with Graduate School and other offices.
• Reporting and Assessment (15%)
  • Provide analysis and synthesis of MIHE graduate programs data for programmatic decisions.
  • Track and report on admissions, enrollment, advising, and student progression.
  • Manage annual data collection, analysis, and reporting for Student Learning Outcomes across programs.
  • Administer student and course evaluations per unit standards.
  • Collaborate with faculty and staff on additional data analysis projects.
• Unit Support
  • Serve as pre‑award departmental grants representative to UGA Office of Research, SPA.
  • Provide grant development support for MIHE faculty and submission approval process assistance.
  • Support MIHE internal library services in collaboration with the MIHE Library Coordinator.
  • Participate in professional development opportunities to enhance job duties.
  • Perform additional duties as needed.

Minimum Qualifications: Bachelor’s degree in a related field or equivalent.

Knowledge, Skills, Abilities and

Competencies:

• Exceptional written and verbal communication skills and ability to interact professionally with a wide variety of community constituents.
• Proficiency in office practices, procedures, systems and Microsoft Office Suite.
• Ability to draft written materials for nominations and unit reports.
• Ability to plan, coordinate, and oversee multiple projects…