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, for