New

Academic Services Professional - Horticulture

University of Georgia

retirement plan

United States, Georgia, Athens

Aug 02, 2025

Posting Details

Posting Number	S13946P
Working Title	Academic Services Professional - Horticulture
Department	CAES-Horticulture
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 3,100 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 formed School of Medicine.
About the College/Unit/Department
College/Unit/Department website
Posting Type	External
Retirement Plan	TRS or ORP
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday-Friday, 8am-5pm
Advertised Salary	Commensurate with Experience
Posting Date	08/01/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	09/02/2025
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).
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 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	Academic Services Professional
FLSA	Exempt
FTE	1.00
Minimum Qualifications	Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
Position Summary	This position provides administrative support to the academic graduate and undergraduate programs in Horticulture. The position will include duties such as attending and contributing to college-level recruitment meetings, assisting in planning and tabling at recruitment events (some of which may involve travel), serving as a contact for CAES to meet with perspective students and giving facility tours, organizing and scheduling meetings, seminars, student orientations and academic retreats, including planning and day-of logistics. Daily tasks focus on administrative support such as maintaining graduate student records, assisting with the management of departmental scholarships, supporting students' acceptance into the graduate program, connecting students with horticulture internships, assisting students with course registration including removal of departmental holds, and providing support for the management of internship MOUs with the College.
Knowledge, Skills, Abilities and/or Competencies	Excellent communication and interpersonal skills, promoting respect in the workplace with individuals from diverse backgrounds and cultures. Strong professional skills with the ability to handle confidential information with integrity and discretion. Familiar with privacy policies related to student information and records. Enthusiastic and results-oriented with the ability to initiate contact and build rapport with unfamiliar individuals on a daily basis. Strong organizational and time management skills. Ability to effectively manage multiple and competing priorities. Ability to work independently and as part of a team, needing to switch back and forth on this in a busy work environment. Proficiency in technology and relevant software applications. Use of MS Word and Excel, the ability to work with, create and edit PDF documents, and the ability to work with several university systems and software applications. Knowledge of the University of Georgia's academic policies, procedures and degree requirements at the institutional, college and departmental levels.
Physical Demands	Sit at a desk for extended periods of time. Lift items up to 20lbs. Driving as needed to perform job duties.
Is driving a responsibility of this position?	Yes
Is this a Position of Trust?	Yes
Does this position have operation, access, or control of financial resources?	Yes
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?	Yes
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

Academic Support:

Utilize various UGA software applications such as Banner, Argos, Athena, 25Live, GradStatus, eLC, CAPA, PARC (UGA bulletin), Scholarship Universe, Kaltura, UGAmart, Docusign, GradSLATE, Xitracs, Team Dynamix, CANVA, UGA PEP training, WordPress for job board management, UGA Listserv portal and OneSource.
Coordinate, with Department Head and faculty, information about offered courses for each semester.
Provide course loading using UGA scheduling platforms each semester following priority 1 deadlines and including cross-listed departments based on CAPA approved course listings.
In support of the Department Head, prepare Graduate Research Assistant (GRA) offer letters to incoming students and collect electronic signatures. Once accepted, provide hiring information to the Administrative Specialist. Once a student is prepared to graduate, coordinate with the student's supervisor and submit a GRA termination date to the Departmental Administrative Specialist.
Provide onboarding support to incoming GRAs which includes assistance with hold removals, immigration support with OGE, twice a year new graduate student orientation and course registration assistance. Collect from incoming students' acknowledgements of FERPA directory information and handbook review. This is completed in coordination with the Director of Graduate Studies and the GRA's faculty advisor.
Provide a variety of course clearances such as departmental permissions to students based on instructor approvals to ensure the ability for students to register for restricted courses in a timely fashion. Each semester schedule in Banner departmental research and thesis/dissertation course sections for all graduate students.
Coordinate Spring and Fall Horticulture Seminar Series and the annual seminar exchange program with the Horticulture Graduate Seminar Committee, Department Head, and CAES Office of Research. Coordinate support for guest speaker travel and day of logistical support.
Assist the Director of Graduate Studies with submission of Advisory Committees for MS and PhD students.
Assign online forms for Program of Study, Comprehensive Exams, MS and PhD Defenses to committees and DGS.
Assist the Director of Graduate Studies with notifying the Graduate School of the date, time, and place of Oral Preliminary Exams and Final Defenses of Doctoral Dissertations and Master's Theses as approved by the DGS.
Ensure online forms in GradStatus and GradSlate are submitted, routed, and approved in a timely manner.
Submit petitions, award nominations, and other communication to the Graduate School on behalf of the DGS.
Each semester prepares and disseminates course/instructor evaluations for the department. Distributes to instructors their course evaluation data once completed. Stores this data on the department OneDrive for Department Head access.
Coordinate/schedule each semester exit surveys and in-person or zoom interviews with undergraduate and graduate students scheduled to graduate with the department head.
Track graduate student progress to provide routine reminders to assist with graduate student progress.
Each year, compile data necessary for graduate and undergraduate program reporting of Student Learning Outcomes (SLOs) to assist the Department Head, and the Directors of Graduate and Undergraduate Studies. Submit SLOs data once obtained in Xitracs.
Manage the graduate student handbook providing relevant updates with the Director of Graduate Studies and the Department Head. Perform an annual review of the handbook to validate links and personnel contact information. Provide suggestions and information on handbook improvements as needed. Ensure the handbooks is readily available to students on the departmental website.
Coordinate with the Department Head and Business Support Leader departmental, University and ASHS or other external student travel awards providing administrative support to ensure adequate tracking and distribution of funds. Input this award data into the departmental awards spreadsheet for annual reporting.
Each academic year, provide course information to the Department Administrative Specialist for annual peer observations.
By each established deadline, provide a report for no-cost and low-cost courses, low enrollment and course cancellations, and increasing existing or requesting new laboratory material funds.
Coordinate quarterly instruction meetings with all departmental faculty that have an instructional commitment. Assist the Department Head and Directors of Graduate and Undergraduate Studies with preparing an itinerary/agenda. Maintain the Initiator Role in CAPA to provide course changes or new course requests in CAPA for departmental courses on behalf of instructors. Provide instructors with a departmental template to maintain CAPA course information.
Maintain Initiator Role in UGA PARC to submit curriculum revisions in this system on behalf of the department. Work with the Department Head and Directors of Graduate and Undergraduate Studies on any submissions in PARC related to our curriculum.
Work with the Department Head and Director of Graduate Affairs to coordinate an annual or every other year Graduate Student Retreat.

Percentage of time

Duties/Responsibilities

General Administrative Duties:

Serve as the Graduate and Undergraduate Program Administrator, providing administrative support for the departmental undergraduate programs. Examples would be providing students with information on the departmental, college and institutional level on academic policies, procedures to guide students and faculty and support problem resolution.
Utilize UGA systems such as GradStatus and SLATE to maintain student records and manage student acceptance into the Horticulture graduate program following the Department of Graduate Studies (DGS) policies and procedures.
Route applications in GradSlate to graduate faculty/admissions committee for review and submit admissions recommendations to the Graduate School upon direction by the DGS.
Assist undergraduate and graduate students as well as faculty mentors for those students with internship opportunities by providing course enrollment support and routing MOUs through the department to CAES.
Assist departmental faculty with various course waivers to facilitate student course registration, late adds, section change forms, and other requests such as capacity overrides, permission of department overrides, etc.
Provide administrative student support to enrolled and prospective students with student orientations and information sessions, receptions, withdrawal processes, and graduation processing.
Approve job posting submissions weekly on the departmental job board and provide support to companies who post information to the job board.
Provide the Business Operations Coordinator with a list of graduate students each semester for specific space needs.
Provide general administrative support to departmental instructors related to course offerings, course registrations, and questions. For example, directing instructors on how to update or change grades after the semester reporting deadline.
Monitor the HORTBSA@uga.edu email, maintain the HGSA and Horticulture BSA majors' and minors' listservs (6-listservs). Forward information to these listservs as needed.
Hire and manage the department's Student Office Assistant.

Percentage of time

Duties/Responsibilities

Recruiting and Other Administrative Duties:

Work with the Accountant and Business Operations Coordinator to maintain a supply of promotional items for student recruitment needs.
Assist the Horticulture Graduate Student Association and CAES Undergraduate Recruitment programs.
Attend monthly CAES recruitment meetings and assist the department with planning and tabling annual recruitment events (approximately 10 a year).
Serve as the departmental contact for prospective students to coordinate their meetings and/or tours with the Horticulture Department.

Percentage of time

Duties/Responsibilities

Financial Support:

Provide support and training to graduate and undergraduate students for travel authorizations and expense reports when students are involved with departmental travel. Implement these business office training needs into new graduate student orientation sessions.
Coordinate the purchasing of supplies for student related events and retreats, for promotional items used in recruitment, as well as general supplies used for students' support, etc. with the departmental Accountant and Business Operations Coordinator.
Enter Graduate Research Assistant (GRA) tuition waivers in GradStatus, as coordinated with the Business Support Leader and Department Head for accurate data entry.
Comply with budgetary guidelines for the department as outlined by the Business Support Leader and Department Head.
As needed, examine documents submitted by students for travel reimbursement for accuracy and compliance with policies and procedures, reviewing records of receipts and disbursements, etc.
Maintain Scholarship Universe (SU) Liaison Role to initiate awards and revisions.
Coordinate the annual scholarship committee meeting where scholarship awarding is determined with undergraduate faculty mentors and the Department Head
Work with the CAES Office of Academic and Faculty Affairs departmental scholarship applicants and departmental award reporting.
Provide support to ensure the departmental scholarships webpage is maintained with accurate content as loaded by the Business Operations Coordinator.
Track and report annual scholarship submissions working with the department head, faculty mentors, the scholarship committee and the Business Support Leader for fiscal accuracy.

Percentage of time