Tag Archives: graduate assistantship

Reflections from Recruitment Weekend(s), by Jeremy Elmore

Posted on by

It was almost exactly three years ago when I drove my rented yellow Fiat 500 over 334 miles to Raleigh, North Carolina. I can remember it as if it were yesterday.

Who am I kidding? I can barely remember what I had to eat for breakfast yesterday (I mean, did I even eat anything?). Regardless of how vivid my memory was of the day when I came to Recruitment Weekend, I can still remember how I felt after the weekend was completed. It did not matter that I did not fully understand what to expect in my academic discussion with faculty or that I didn’t know a single soul before coming to NC State (besides my awesome buddy, Nolan Patouillet). What did matter is that I found a place that I could call home.

And who would have guessed that this would be the first of many Recruitment Weekends that I would enjoy on my journey through graduate school? As I look back at my experiences during Recruitment Weekend, both as a candidate and as an organizer, I believe there are several lessons that I can apply to any life situation (hopefully you can use some of them too).

Just breathe. Sometimes in life, we must simply remember to breathe. What I have found is that in the midst of our busy everyday lives, we tend to forget that breathing is essential to life. Without breath, we cease to exist. In those stressful moments, whether it is in the midst of an intense graduate assistantship interview or at the moment that the task at hand is towering overhead, step back and take a huge breath. It is scientifically proven that breathing exercises help the body remove stress and refresh the mind. The thing I have to constantly tell myself is that I must not take life so seriously, but I must try to pause and truly enjoy the moments that pass in front of me, as they will only come around once.

Communication is always the key. The success rests heavily on the ability for members to effectively communicate with each other. I would contend that truly great organizations have great communication. This does not mean that there are no flaws in their communications or an occasional miscommunication. The times that I felt like communication was at its highest during the planning and execution of Recruitment Weekend were the times that I felt like things were most successful. The times that vision was not thoroughly conveyed throughout the organization or feedback was not directed back towards the top, were the times that the effectiveness of the group was not as high as its overall potential. If you want to have a successful organization, make sure that you practice great communication.

Embrace the unexpected. The phrase that most people have heard is “to expect the unexpected.” However it is not enough just to anticipate problems and issues, but we must be ready to do something with the unexpected. Just like last year’s Snowpocalypse, it is one thing to prepare and make contingency plans, but it is another to endure and persevere in the midst of everything crumbling around you. We should not shy away from conflict and crises, but we must become leaders and challenge those around us to rise to the occasion.

Understand your shortcomings but celebrate your successes. What I have observed in my time, as the VP for Recruitment, is that it is not hard to point out the items that did not go as planned, but rather it is difficult to remember what victories and successes you have accomplished. It is only natural to want everything to go perfect. Therefore, it is our human nature to tally the number of times there was a hiccup in the process. While we should not neglect the areas that are in need of improvement, we must remember to recognize the items that went without a hitch. It is these items that an organization, program, or idea can really use to gather steam and propel people forward.

I am really grateful for my experiences as the VP for Recruitment and feel honored for the opportunity to represent the program I have fallen in love with. My last two years in this position have allowed me to push myself as a leader and have strengthened the friendships with folks I am proud to call my colleagues. It is my hope that you find these small words of wisdom as beneficial as I have.

Jeremy Elmore is a second year student in the higher education administration master’s program. He currently serves as the Graduate Assistant for Student Involvement in University Center Activities & Events at Duke University. He is also the Vice President for Recruitment with the Higher Education Association.

Finish Strong: Making Your Final Semester as a Graduate Assistant/Intern Count, by Samara Reynolds, 2009 alumna

Posted on by

As you move towards graduation, a full-time job, or even just the end of your last semester in your current internship or assistantship before starting a new one this summer or fall, it can be all too easy to default to coasting along before fading into the sunset. If you’ve been with the same office since the beginning of the academic year or longer, you likely feel like an expert in your day-to-day responsibilities, and mentally ready to move on to the next challenge. However, it is in your best interest to put some thought into how you want to wrap up your time with that team. In the spirit of fitness goals and challenges that accompany both the new year and increasing days of sunshine in the spring, here are some strategies for “finishing strong:”

Choose a Capstone Project. Though it may be easy to keep going through the motions at the tail-end of your experience, pick one last thing that you’d like to accomplish and put your energy into doing it well. This could be as simple as making a handbook/guide for the next person who does your job, so that they can keep your progress going and not have to recreate the wheel. It can also mean thinking about something that your supervisor or students have talked about wanting to do for a while, but nobody has taken charge of making it happen yet. You may even see an improvement or program you want to add as your legacy. Regardless, this will be an awesome opportunity for you to show you care about your office and quality of work, and one more win to be able to highlight in future interviews and application materials.

Create a Portfolio. One of the most valuable exercises my second-year graduate assistantship supervisor had me complete was putting together a professional portfolio. Even though I had helped start and improve programs at each of my student affairs jobs since undergrad, I hadn’t yet put together evidence of that success in one place. My portfolio is a binder that I still maintain, where I keep examples of my work from various positions – training manuals I created for student leaders, flyers for new events, papers from graduate school that I’m particularly proud of. I would suggest, in whatever format suits you, pulling together items that represent your points of pride (this can be hard-copy or virtual, these days). You can bring this binder to job and informational interviews, if it suits you. If nothing else, it is certainly a great confidence booster to see so many of your accomplishments in one place – flipping through it before an interview may be all you need to remind yourself of your contributions in this job and others.

Add To Your Network. If there are people in your current division or department that you’ve been meaning to connect with or get to know better, this semester is a great time to start or solidify those relationships – while you still have a very legitimate reason to reach out. Think about some of the leaders around you, as well as those you think could be helpful in your future professional development efforts, and see if you can set up coffee, lunch, or a visit to their office for an informational interview/relationship building conversation. You can fill these individuals in on your efforts with your current office thus far, the goals you have set for your “capstone project,” and get both advice and buy-in on your career goals and direction moving forward.

Request an Exit Interview. If your supervisor doesn’t set one up for you, I would suggest requesting an “exit interview” – essentially a final review – during your last week or two in the office. That way, you can acquire some positive feedback and constructive criticism to use moving forward, ideally offer your own suggestions for your supervisor and the next person in your role, and have a chance to say thank you and close things down in a structured, professional manner before the all too quick slide into the end of the semester or graduation.

Ensure Future References. Part of your exit interview can be asking your boss if they would be willing to serve as a good reference for you during your upcoming and future job searches. Two key words here: willing and good. Typically this request will not be a tough or awkward one, if you have a positive relationship with your supervisor, but you don’t want to make any assumptions. This request gives them an out if they don’t feel they can provide that for you (and then you won’t be scrambling or wishing you picked someone else for your list). And if they say yes, this provides a heads up that their name may appear on your reference list, so it’s not a surprise when they get future phone calls or emails about you. Of course, your list of references can and should extend beyond your current supervisor, so use this time to ask coworkers, peer mentors, friends you’ve cultivated in your current department, and even students if they’d be willing to put in a good word for you if needed as you move forward with your career.

Give Proper Thanks. Of all the places I think a handwritten thank you note is a nice touch, at the end of your internship or assistantship experience may be the #1 most appropriate. Unlike some other professional thank you note circumstances, there are no time-sensitive deadlines involved, and expressing your gratitude in writing will likely be easier and longer-lasting than getting it out in person. And a card someone can save or tack on their wall is much sweeter than receiving the same sentiments in an email. Think about who you’d like to write thank you notes to, again considering both who you feel grateful to AND who you want to continue a professional relationship with in the years ahead. You can either hand-deliver these in your final days, or send them in the mail just after your leave.

Update Your Resume and LinkedIn Profile. While the experience is fresh on your mind, be sure to update your resume, including this position and related accomplishment statements as bullet points. Updating your LinkedIn profile to include this position and your contribution there is a smart idea. Additionally, you can select relevant skills based on this position that folks can endorse on your page, upload presentations and other virtual evidence of your success, and/or ask for recommendations from staff and students that will tag on to this position and stay on your profile in the long-term.

Stay In Touch. Lastly, as alluded to throughout this post, in the weeks and months and even years that follow, be sure to stay in touch with key individuals you met through this position. The end of semesters, the start of a new calendar year, their birthday(s), after conferences or other interesting professional experiences, and/or after reading an article they might find interesting…these are all simple and more natural times to check in with colleagues. Let them know what you’ve been up to, ask about them, and depending on the relationship, find a time to meet up for lunch or coffee or have a phone conversation every once in a while. Use a spreadsheet, calendar reminder, or other contact management system to remind you of how and how often you’d like to reach out to individuals in your network.  This will help keep you close, and it’s always neat for past supervisors, colleagues, and students to see you grow and change with each new career move.

I hope this post gives you some concrete ideas of how to make the most of your final weeks in your current job as a graduate assistant or intern. Best of luck in whatever new professional adventure is next on your journey!

Samara Reynolds is a 2009 graduate of the HEA master’s program. She is a career development professional, currently working at the University of North Carolina at Chapel Hill. You can reach out to Samara with any questions at samara.reynolds@gmail.com. 

True Life: I Work in Housing, Surviving Your First Year in Residence Life, by Rickita Blackmon

Posted on by

At some point before or during the application process to higher education graduate programs, you made a decision to apply to the housing assistantship with hopes of serving as a Residence Director. Some of you were past RAs that thrived in the position; others may have an interest in a career in housing with plans to move up the professional ladder. Many of you fall under both. Whether you “live and breathe housing” or view this assistantship as a great opportunity with wonderful benefits, you accepted the challenge! You moved all of your belongings and returned to the residence hall (not dorm). With a meal plan, reserved parking spot and health insurance secured, you felt on top of world. At some point between unpacking and attending summer RD training, you probably searched through your belongings for the RD position description, just to review exactly what you would be doing in this role. Scanning the document, you began to get excited about helping shape the world’s future leaders and revitalizing the spirit of living on campus. In your mind, you started to plan amazing programs. Suddenly, you have a Pinterest board that is dedicated to icebreakers, door decs and RA events. What a joy! As you open your new set of business cards, take the protective sticker off of your fresh name badge and iron your official housing polo, all seems right in the world. You are a housing professional.

Looking in the mirror “I am about to change the game. I have all the tools and resources that I need to be successful. I am a Residence Director. Wow. I’ve made it.”

As the summer RD training comes to a close, you realize that you are a bit unclear or nervous about a few items about the position. Perhaps you decide that you will just hit the ground running and figure it out as things go along (wise but potentially tricky). If you were like me, you planned to set some time aside to review your training binder and go over questions with your supervisor. However, RA training had already begun, which ultimately consumed every minute for the next two weeks. So instead, the night before move-in day you pulled out the position description to glance over it one last time and then you see it…

“Other duties as assigned.”

Below are a few tips to help you successfully navigate your first year in housing.

Resident Advisors. Being a Residence Director at NC State is a tremendous opportunity to gain valuable skills that can be transferred to a variety of functional areas in higher education. One of the many benefits of this role is the experience of supervising undergraduate students. Working with your team of Resident Advisors will allow you to learn more about yourself as a leader and help develop other leaders. In this supervisory role, I recommend being confident, consistent and professional. Being relatable also goes along way with people who look up to you. Utilize your one-on-one meetings with your RAs to get know them beyond their work as an RA. What clubs are they involved in? Are they reconsidering their major? Building these relationships is key. It would also help to identify additional ways to support your staff. Your RAs are college students, some only a year removed from high school. They are balancing school, work and everything else that life throws their way—sound familiar? If you find yourself frustrated, remember that there is no such thing as a perfect RA, and even your Area Coordinator is still learning. Create developmental opportunities for your RAs. Spend time developing yourself as a supervisor. Seek out advice from second year RDs and talk with your Assistant Director regularly about how you can continue to grow in this role.

Managing a Budget. Stay up to date, organized and consistent with your budget practices. It is critical to communicate often with your AD and the person who oversees the management of your building’s budget and receipts, to ensure that you are following the preferred protocol.

Parking. Win.

Laundry. Loss. However, there are tricks that can make this process easier. Monitor the laundry room to find times when residents do not regularly wash clothes. Never leave your belongings unattended for lengthy periods of time. Additionally, the washing machines require less detergent, so if you really think about it, you are saving money.

Professional Development. Make sure to use your professional development funds. Communicate with other RDs about trainings or conferences that people are interested in attending. There may be ways to save on additional costs by combining efforts. Consider ways to maximize this opportunity, such as submitting proposals to present at conferences.

Conduct. Some RDs love the conduct process and others not as much. Regardless, it is a part of your duties. I rely heavily on the NC State specific policy guides in Maxient as well as the support of second year RDs to manage this portion of the job.

Meetings. In housing, we like to have a lot of meetings. I average roughly 15 meetings every week. This is when Google Calendar becomes a lifeline. Ever wonder why housing people always send you a Google meeting invite? It’s simple. It is extremely difficult to manage every meeting on our schedules; so essentially, if it is not on Google calendar then it does not exist. Make the most of your meetings! Plan and prepare ahead to make sure that you are respectful of others’ time as well as your own. Utilize agendas! My RAs really appreciate my weekly meeting agendas because it is a reference point for them to remember deadlines and upcoming dates. If you are a paper saver, share a Google doc. Refrain from “meeting just to meet.” This is not advice to cancel all of your meetings. However, if there are only a few light items on your agendas then ask yourself if meeting is the most efficient way to disseminate the information. For meetings that you are attending and not leading, just get used to them. They are here to stay.

Duty. Make sure that you plan ahead before going on duty. This may mean going grocery shopping, doing laundry and getting ahead on class assignments. When you are on duty, there is no telling when you will receive a call that may take up a large amount of your time. Prioritizing important items the week before you are scheduled for duty will help relieve some of the stress during duty week.

Living Where You Work. Figure out how to personalize your space. Each RD apartment is unique with its own perks, so take some time to embrace your space. Hang curtains, buy a welcome mat or put magnets on your refrigerator. Do whatever you think is best to make your RD apartment feel more like a home. If you are lucky and pull this off really well, there may be a few mornings when you wake up and forget you are in residence hall (this will only be for a few minutes, but still).

Serving as a RD is an amazing opportunity that is truly like none other. You have the opportunity to impact your residents’ college experience in a major way. Leave your mark! One day, hopefully, you’ll have a peaceful home away from campus with laundry machines and a job that will probably still have a line on the position description that indicates “other duties as assigned.” However, I doubt you’ll get to go to BJ’s and load multiple carts with fun program supplies, rent an inflatable and plan team builders that require people to jump through hula-hoops. Make the most of it!

Rickita Blackmon is a first year master’s student in the Higher Education Administration program. She is currently serving as a Residence Director for Lee Hall. She is also the Vice President-Elect for Recruitment for the Higher Education Association at NC State.