Senior Program Support Assistant

USNH Employees should apply within Workday through the Jobs Hub app

This position provides overall administrative support for the faculty, staff, and students of the English Department including budget/financial management, hiring support, promotion and tenure processes, graduate scheduling, First-Year writing staffing, and all administrative tasks and events associated with the various department programs such as the graduate program and English.

Job Duties/Responsibilities:

Graduate Program, Faculty and Student Support, Prospective Applicants:

• Direct prospective applicants to apply using Graduate School online application

• Direct prospective applicants to appropriate departmental representatives (e.g., Graduate Coordinator, MFA Director, Prospective Faculty Advisors, current students)

• Track application status using Salesforce

• Coordinate application review (e.g., Make application materials available to department review committees)

• Coordinate changes to applications (e.g. Waiver requests)

• Correspond with applicants in regard to applicants’ admission, funding, and other related questions

• Provide faculty and current students with contact lists for prospective student outreach

• Communicate application decisions to Graduate School (using Salesforce)

• Liaise with the Graduate School to make sure that the Graduate School has communicated as necessary with prospective students

• Arrange details of venue and food for Prospective Student Day each year.

Graduate Program, Faculty and Program Support, Current Students:

• Provide information to students about deadlines, orientations, funding information, program specific information

• Provide information as needed on specific degree requirements and perform degree audits

• Facilitate department graduate student files: provide administrative support to faculty advisors as they track student degree progress; update student files

• Maintain workflow procedures for department processes: which include but are not limited to Petitions for Academic Variance, Transfer Credit Prior Approvals, Withdrawals, Doctoral Candidacy, Doctoral Guidance, Leave of Absence Requests, Master’s Committee, Petition for Reinstatement, etc.

• Assist in communicating information on funding opportunities (e.g., Dissertation Year Fellowship, Summer Teaching Assistant Fellowship), deadlines, Thesis workshops, Scheduling Future Professionals workshops, Scheduling Future Faculty workshops, etc.

• Facilitate the processing of scholarships and awards: assist faculty with collecting submissions for prizes, if applicable; gather grade rosters and financial aid information as needed for scholarship award selections.

• Arrange details of venue and catering for Graduate Orientation each year; send memo to new students.

• Set up calendar of deadlines for each semester, post on web, and email to students.

• Deadlines include financial aid, language exam sign-up, registration deadline, and intent-to-graduate deadline, dissertation/thesis defense and submission deadlines

• Administer pre-registration process each semester: Email students and the Education Department with pre-registration instructions before pre-registration period

• Administer language exams each semester: collect language exam passages from faculty volunteers, proctor exams, distribute completed exams to faculty for grading, collect graded exams, communicate results to students

• Schedule PhD dissertation proposal defenses, dissertation defenses, general and qualifying examinations, mock interviews, and help with MFA thesis defenses when requested

• Contact all first-year PhD students about the date of the general exam.

• Schedule a room and arrange for laptop loaners

• Organize general and comprehensive exams and distribute to students.

• Arrange for timeframe the exams will be taken.

• Schedule oral defenses.

• Maintain and update graduate program files, forms, and graduate student email contact list

• Maintain graduate student profiles on the department website Graduated Students

• Maintain alumni list and PhD employment list

• Advertise alumni successes/publications on the department website

Graduate Faculty and Program Administrative Support:

• Update the Graduate Catalog annually using CourseLeaf

• Send out course description requests to faculty and post to CourseSearch

• Create course flyers upon request and post to CourseSearch and digital boards.

• Create and distribute all event flyers for guest speakers, MFA readings, Writing Awards, and other events.

• Post to social media, digital boards, and email to the department.

• Coordinate financial aid process each semester: Prepare financial aid report and review with graduate director and MFA director to determine teaching assistantship and tuition scholarship allocations to the different graduate programs; prepare files for reading committees; Send offer letters to students approved for financial aid.

• Communicate decisions to the FOC

• Collect grades for Independent Studies and Master’s Papers.

• File Master’s Papers in student files.

• Prepare graduation certifications for graduate director’s approval each semester

• Update class pre-rosters for graduate director and faculty; distribute rosters to faculty.

English Department Budget Management/FOC and Financial Division Academic Units

• Monitor monthly budget reports for the department and the various program accounts

• Advise/consult department chair and program coordinators on balances and expenditures

• Submit proper documentation with approvals, supporting information, and accounting information, including but not limited to facilitating reimbursements for faculty/ lecturer/ adjunct/ TA/ graduate students, such as for travel, conferences, and teaching-related expenses

• Act as department Telecommunications Account Manager

• Act as department PCard Administrator and provide/keep track of the department PCard

• Process honorariums for guest speakers and individuals receiving special requests from the department

• Understand basic account information, and know what type of transaction to use for different expenses (internal vs. external)

• Monitor and follow up on personal and departmental Ushop usage and supply supporting documentation promptly with follow-up as needed

• Work with various faculty members, assisting them with accessing their funds and/or grants

• Request and monitor department and program encumbrances

• Report budget issues to FOC in a timely manner for correction

• Prepare departmental deposits and deliver to FOC.

• Submit student hiring requests

• Book travel, accommodations, and parking for guest speakers.

Program Support for the First-Year Writing and English Composition program:

• Send out packet to new TAs with assigned books, 401 packet, and memo for new TA orientation

• Assign new TAs to offices

• Work with Program Coordinator on Composition teaching schedule

• Facilitate ENGL 401, 501, 502, and 503 add/drop for students at the beginning of each semester by keeping a waitlist for all sections

• Organize catering and venue for annual week-long Composition Orientation and assist Comp Director during that time

• Send out a memo to book representatives inviting them to the annual Book Fair

• Coordinate annual Book Fair; arrange catering, tables, and parking

• Coordinate bi-weekly Composition meetings and arrange for end-of-semester luncheons.

• Perform other duties as assigned.

Faculty Support: Promotion & Tenure and Annual Faculty Reviews

• Provide administrative support, organization of files, and data collection for the Tenure Track Faculty Promotion and Tenure process.

• Assemble and format tenure cases.

• Contact external reviewers for scholarship and monitor the external review process.

• Contact current and former students for teaching review

• Contact internal and external reviewers for service review.

• Organize all appendices – including course evaluation, annual faculty reviews, and supplementary materials.

• Provide administrative support, organization of files, and data collection for the Lecturer Faculty Promotion process.

• Assemble and format promotion narratives.

• Coordinate with the promotion committees.

• Provide Administrative Support for Tenure Track Faculty Annual and Post-Tenure Reviews

• Provide Administrative Support for Lecturer Faculty Annual Reviews

• Assist the Chair with coordinating the faculty review processes.

• Update, organize, and maintain faculty files.

General Administrative Support for the English Department

• Assist office staff with various administrative responsibilities associated with Departmental Operations.

• Maintain department website using Drupal

• Maintain archives of all teaching evaluations using DIG

• Providing general back up support for reception, student inquires (graduate and undergraduate), program support, and IT needs.

• Assist with department programs and events as needed, including but not limited to: open houses, orientations, workshops, undergraduate research conference

• Assist with scheduling and logistics for speakers and external reviews

• Work on projects assigned by the Chair as needed.

Minimum Qualifications

• High school graduation and five years of related experience involving progressive responsible duties requiring discretion and independent judgment or Associate's Degree and three years of related experience or a combination of higher education and related experience equal to five years.

• Computer skills such as word processing, spreadsheets, internet, e-mail, data base management

• Organizational and analytical skills

• Ability to establish and maintain effective working relationships with faculty, staff, students, and the general public.

• Skills in desk top publishing.

Applicant instructions:

Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:

• Resume/CV

• Cover Letter

• Contact Information for 3 Professional References

Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

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