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

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

“Wait, what’s a visa?” My Summer Internship Abroad, by Benoit D. Sabourin

Ok, ok, so I know what a visa is, and that I am required to have one to travel to many countries in the world. But there are so many things to think about when traveling and a visa is just a small part. 

The Backstory. In October of my first semester in graduate school I was wondering if I had made the right choice coming back to school. Though I am from Raleigh, I still felt like a stranger in this program. I wasn’t making the connections I thought I would and I certainly didn’t feel like I was advancing towards an exciting career. “Man, is this what life is going to be like after grad school?” So, instead of whining and waiting for things to change I started looking into different options that would get me re-excited (did I just make up this word? maybe) about Higher Education Administration. I started looking into what I could do for a summer internship, and I started applying. And man, did I apply! However, I had a list of requirements:

  • It couldn’t be in NC
  • It would be nice if I got paid…
  • I couldn’t know anyone in the place I was going
  • I had to fly to get there

Once I started looking at the internships that fit these qualifications, I started getting so excited. If I actually got the opportunity to do one, I was going to be ecstatic!

The Applications. I applied to NODA internships at about 12 schools. I applied to ones that were presented to us through our HEA email blasts. This included one at the American University of Kuwait, and one at Franklin University in Switzerland. I also inquired about one at the American University of the Caribbean. Now, after applying to all these, I really wasn’t expecting to hear back from any overseas. I thought those were too good to be true, and that the NODA internships would be more attainable. 

The Response. Then one day in December, I received an e-mail from the coordinator of the American University of Kuwait internship saying I was chosen for the summer 2015 program! I couldn’t believe it. I kind of sat there for 10 minutes looking at my phone in disbelief. Then, of course, I called everyone I knew to tell them. And no one else could believe it either. I was going to spend 2 months in Kuwait! And then it sunk in. “Wait, I know nothing about Kuwait, or the Middle East.” I had some research to do if I was going to be living in this culture for 2 months. 

The Research. I started like every good researcher, and went straight to Wikipedia. Kuwait is a very small, oil-rich country in the Arabian Gulf. It is bordered by Saudi Arabia, Iraq, and the Persian Gulf. It is unbearably hot in the summer (and I thought NC weather was hot), and it is mostly desert. The official language is Arabic. The American University of Kuwait is in Kuwait City, the largest city and capital.

The culture of Kuwait is very different than the one I am used to here in the US and there are many things I will have to keep in mind during my stay. I have included an excerpt taken straight from the resource guide shared with me: “Additionally, it is an Islamic country with local laws, customs, and business practices heavily influenced by the Islamic faith and the Islamic calendar. For instance, many public holidays are based on the Islamic calendar, which is based on the phases of the moon, with holiday dates moving forward approximately 10 days on an annual basis from the Gregorian calendar. It is important to note that the Holy month of Ramadan may occur during your time in Kuwait. This month sees a significant shift in practices and work conditions as often work hours are reduced, and that it is illegal to eat or drink in public during daylight hours.” This custom is one that struck me the most, and though I knew about Ramadan, I never saw it as a holiday that would affect me. Already, I am learning to be more sensitive to other cultures. Here in the US, most of our holidays are based around Christian traditions. It had me wondering how different life would be if they were centered on a different faith. Now that I will be submerging myself into this culture, will I be able to abide by these customs? The answer is: I’ll have to. And I am completely ok with that! I never really feel challenged until I am taken completely out of my comfort zone.

After having learned this much, I kept digging. I wanted to make sure I abided by all the laws and customs that would be different, and I didn’t want to offend anyone upon my arrival. I have since learned that physical displays of affection between the same sexes are very common. This, I was used to, for in France we commonly practice this also with our greetings. However, some men will not shake the hand of a woman and some women will not shake the hand of a man. A man, when greeting a Kuwaiti woman, ought to refrain from extending his hand first. Something that we have been taught here in America to be a polite gesture as soon as you meet someone can be considered too forward and rude in Kuwait. Another custom I am going to have to be careful to abide by.

While many of these differences may scare some people, I am so excited about this opportunity and I am looking forward to all the experiences I will be able to partake in. On top of all that, I am going to be advancing my knowledge in the field I will be working in. Two of my favorite things, international travel and higher education, all in one package! While preparing is exciting, I await with impatience to see what this trip will bring me! Hopefully I will learn more than I could ever have hoped, meet new and interesting people, learn how to break down barriers between two very different cultures, and even get a wicked tan! Wish me luck on my adventure, and until then, Masalama!

Benoit D. Sabourin is a first year student in the Higher Education Administration master’s program. He serves as a Graduate Assistant for Preparing Future Leaders with The Graduate School at NC State University.

Financial Literacy for the Student Affairs Professional, by Jason Lynch, 2011 alumnus

How many times have you heard a colleague say, “I’m definitely not in this field for the money”? While it’s true that being a new professional in Student Affairs may not be the most lucrative career choice, you can definitely make your paycheck last longer by paying attention to your monthly budget! For this blog, I enlisted the help of 215 colleagues across the country to give one piece of advice to new professionals about managing their finances.  (You can access the full results of the poll by following this link.)  As with all advice columns, your situation may not match up with the advice given.  Take what resonates with you, and leave the rest.

Creating a Budget

The first, and perhaps most important, thing you can do towards better financial security is to create a personal budget.  How much do you normally spend per month?  Be real with yourself.  An easy way to obtain this information is to look at your last debit and/or credit card statement.  Adding up categories such as food, gas, clothes, etc. will help you see where you are spending the most money.  From there you can decide what is essential to get by every month, as well as what can be reduced or modified.

Follow this link to view the budget excel I use every month.

Student Loans

Many new professionals don’t realize that working at a college or university qualifies as a public service job, and therefore qualify to participate in the Public Service Loan Forgiveness Program (PSLFP).  Through this program, qualifying individuals would make 120 of their lowest possible monthly payments.  This is roughly 10 years of payments.  After this period of time, the remaining balance will be forgiven.  So let’s say I have $50,000 in student loans, and my payments are $250 through the income contingent payment plan.  I would end up paying $30,000, with $20,000 forgiven.

Here are some tips if you feel like this may be an option for you:

  • Make sure to fill out a verification form found on the PSLFP website.  This form will need to be submitted to the HR department at your institution.  You have to fill out a new one every time you change institutions.
  • Save a copy of each of your monthly pay stubs.
  • You can defer payments and still remain eligible for the program.  (It will just take longer for you to qualify for forgiveness.)
  • Only government loans qualify
  • Use this website to contact someone regarding PSLFP or find answers to Frequently Asked Questions  

Credit Cards

Many peers will tell you to avoid credit cards, but, this is one area in which I would have to disagree, particularly if you accept a “live-on” position.  Often, new professionals are in a position where they are starting to build credit.  One way to do this is to appropriately manage a credit card.  Other ways to build credit include car payments, rent/mortgage payments, etc.   If you choose to open a line of credit, make sure that you that you are able to pay the credit card off every month.  I would also advise that you get a credit card with a rewards system, such as cash back or flight credits.  For example, I use an Amazon.com Rewards card through Visa.  For every dollar I spent, I receive one point, or more depending on certain purchases, which equates to a penny per point.  At the end of the month, I can use my points to pay towards my credit balance, or redeem them on Amazon.com.  If I spend $1,000 per month, I would receive $120 per year on rewards!  Remember, the trick is to pay off most of  the card each month so that you are not paying interest.

On the other hand, if you have found yourself already in debt via credit cards, it is highly important that you get these cards paid off as soon as possible.  Carrying large balances on your credit cards can hurt your credit, and you end up paying unnecessarily large amounts of interest.  If you’re in this situation, consider calling your credit company to negotiate a lower interest rate.  You can also obtain a free copy of your credit report once per year.

Resources and Tips

Below, I have bullet pointed some resources and tips that may be useful in finding your own way of managing your finances:

  • Consult a Financial Counselor.  Many institutions offer free consultations with a financial counselor.  They are particularly helpful in obtaining advice about retirement, savings, and investments.
  • Are a techie?  Use an app such as ‘Mint’ to help you budget.
  • Reach out to your Human Resources department.  Often, HR will have special employee programs meant to educate about topics such as personal budgeting and retirement
  • Work with your students to put on a program about personal finance.  I learned a great deal of information when one of the RA’s I supervised collaborated with the business department to put on a personal finance workshop.
  • Your employee ID will often grant you the same student discounts at local businesses such as movie theaters, or just hang on to your current student ID!  Institutions also tend to have a list of local venues that offer student discounts.
  • Keep a jar to put spare change, and don’t touch it!  Use it to contribute to your retirement savings or help pay down any debt you owe.  You’d be surprised how much change you accumulate in a year!
  • Because we all love listacles:  http://www.lifehack.org/articles/money/50-quick-easy-ways-save-money.html

Jason Lynch is a first year doctoral student at Old Dominion University focusing on higher education policy and first generation student access and support.  He is an alumnus of the NCSU program, graduating in 2011 and has worked in Residence Life, Fraternity & Sorority Life, and Multicultural Student Affairs.  You can contact him by email at rjl5883@gmail.com

“You did what over the summer?” Crash Course in NODA Internships, by Natalie Rollan

Ever heard a colleague or #sagrad saying they did a “NODA”? Wondering what to do over the summer with all that free time graduate school affords you? You should apply for a NODA Internship! NODA is the Association for Orientation, Transition, and Retention in Higher Education (formerly known as the National Orientation Directors Association). This is the national organization for knowledge and advancement of orientation and transition programs in higher education and student affairs. The NODA Internship Program connects host institutions and professionals with graduate students seeking to expand their orientation experiences or try something new. Host institutions post 10 – 14 week positions through the association and interested students are able to apply and be matched with their top preferences through an exciting and dynamic selection process.

I had the opportunity to serve as a NODA Intern at Montclair State University, in Montclair, New Jersey, this summer and it was an amazing experience! I’d never worked in orientation prior to applying for the internship and was ready to try a new functional area in the field, knowing I would gain a lot of valuable skills in the process. I was a bit nervous to apply at first, after hearing about how competitive the program was, but took a leap of faith and will be forever grateful for my experience at Montclair State with the team at the Center for Advising and Student Transitions. I am by no means an expert on the application process (having gone through this almost a year ago now) but I hope I can impart some of what I learned for those interested in pursuing this opportunity.

Sifting Through Lots of Postings. To begin the application process, you’ll want to look through the NODA Internship page and read up on the program and what applying and interning will look like. Then, you’ll need to create an account through their online selection system. There is an application fee involved so be prepared for that. Once you’ve created your account, you’ll be able to look through all of the available internship postings. THERE WILL BE A LOT. The positions are listed in a database by institution name, position name, state, institution type, start date, and end date. I would suggest first figuring out your ideal start and end date, according to assistantships or other commitments, to begin narrowing down the positions. Thinking about the location and institution type would help as well. There will also be different types of positions, anything from orientation leader supervisor, to family programs intern, to overnight orientation coordinator. Plenty of options to choose from!

Compensation. Most all internships offer housing and a stipend. Some may offer extra amenities, such as parking and meals on campus.

Narrowing Down Your Preferences. It can be overwhelming but also exciting to know you have so many places to choose from. To make it easier to process, I copied and pasted all of the database information into an Excel spreadsheet and used filters to search through positions. Each posting had a separate PDF document detailing the position description, compensation package, and institution background. I made sure to save all of the ones I was interested in to my laptop. Dropbox came in handy here! When applying, you’ll be given only eight slots for your preferences. Keep in mind that some institutions may have several positions available and you can select one or all of them, but one slot = one position. When selecting preferences, you can put down eight different positions, or use one of your slots to select “where needed in region…” This option would send your application to any institution, in a specific region of your choosing, looking for more applications and wishing to broaden their applicant pool. I chose to select eight different positions in mostly northern states, therefore limiting my options a bit.

Application Materials. You’ll need to submit a current resume and cover letter as part of your application. The website may say the cover letter is optional but it is HIGHLY RECOMMENDED (so just submit a cover letter). Your cover letter should be generalized to any position you might be applying for. It should focus on the skills and common duties required of the positions you’re looking into. I applied for several positions that involved supervising orientation leaders and emphasized my previous supervisory experience to show competence in that area. Your resume should also be tailored to the transferrable skills you’ll bring to those positions. I had no formal orientation experience but made sure to highlight advising and programming experiences from my assistantship at NC State. You’ll also have to answer a few brief questions about your interest in orientation and previous experiences with transition programs. Focus on your cover letter and resume and have someone you trust look over them!

Choose Your References Wisely. The application calls for three references. Ask three supervisors or mentors who know your work ethic and can attest to skills that would benefit you in any of the positions you’re applying for. Let them know they’ll be receiving a phone call from a potential employer according to the NODA Internship Program application timeline!

The Waiting Game. Applications are due at midnight on January 13, 2015. Submit them early if possible! After submission, you might end up waiting a very long time to hear back from institutions. Hosts may start contacting applicants on January 21 and interviewing on January 26. You might get a call right away and you might wait a long while; it just depends on the host institutions you applied for. Some might send you emails declining your application and some you may never hear from.

The Phone Interview. If you are contacted by an institution, they’ll schedule a phone interview with you. Carve out about an hour for this interview and make sure you are in a quiet space with no distractions. Learn everything you can about that institution and be ready with questions to ask them. Remember that mood and tone can be easily detected through a phone conversation; I would suggest talking over the phone with a friend or colleague and getting feedback on their interpretation of your demeanor over the phone. Again, you could get one interview, eight, or none—all a part of the process.

Final Decisions. My experience was a bit nerve-wracking because I didn’t hear from anyone for a very long time. I finally got a phone call in February to schedule a phone interview. That was my one and only interview and then my one and only internship offer. If you do not get an interview/offer towards the beginning, there is a second round of selection built into the process for institutions still looking for interns. Although your application will only be sent to those institutions you put down as preferences during the first round, your application may be sent to new institutions during the second round. In the end, depending on the offer(s) you get, you’ll have to decide what works best for your goals and interests and where you’ll have the most engaging experience.

I am beyond grateful I had the chance to spend my summer at Montclair State University. I met amazing people, explored a new institution with a refreshing culture, navigated a new state, and further honed in on the type of professional I aspire to be. The NODA experience gives graduate students the opportunity and flexibility to explore orientation while living and working at a new institution in a new area of the country. You can craft the experience around your interests and make it what you want. I encourage you to apply today!

Please email me at nmrollan@ncsu.edu with any questions and I’d be happy to help!

Natalie Rollan is a second-year master’s student in the Higher Education Administration Program. She serves as a Graduate Advisor with the Department of Greek Life at NC State and is the Higher Education Association’s Vice President for Communication.

What’s In A (Buzz)word? Defining Mentorship in Higher Education, by Shauna Morin

In recent years, mentor has become a buzzword in higher education. Throughout my master’s program, and during my time as a student affairs educator, I often heard peers and colleagues speak about their mentors—faculty members, supervisors, or other individuals who had played a significant role in their professional preparation. In these instances, I always quietly wondered what it was all about. After all, I didn’t really feel like I had a mentor. What level of guidance and support warranted such a title? What degree of expertise and experience equipped someone to fulfill such a role? Most importantly, how exactly did one go about finding a mentor?

I have been fortunate to uncover the answers to these questions during my time in the HEA program at NC State. In the capstone class of our master’s program (for which I served as a teaching colleague) we discussed responsibilities of mentors emphasized in the higher education literature: facilitating socialization of students and professionals into new environments; sharing effective approaches to research and practice; encouraging career development; offering lessons learned from personal experiences; and providing encouragement in the face of emotional challenges (Tull, 2009). Clarifying these roles helped me better understand the level of commitment and intentionality required to cultivate an impactful mentor relationship.

Our program has also opened my eyes to the many types of mentor relationships that can exist across diverse professional paths and career stages. Members of the HEA faculty model traditional mentorship on a daily basis by drawing from their myriad experiences as student affairs educators, researchers, and academicians to enhance our development as scholar-practitioners. Opportunities also abound to seek mentors from our growing network of alumni, comprised of new and seasoned professionals alike, and inclusive of many higher education leaders right here in the Triangle. Our alumni possess a wealth of knowledge gleaned from various institutional settings and functional areas, and serve as conduits to a larger community of professional colleagues. Finally, the Higher Education Association’s Pack Pals peer mentor program encourages us to learn with and from fellow students as a means for building community and facilitating student success within the HEA program.

The final question yet to be answered is how to establish a mentor relationship. Most of us can probably identify individuals who have shepherded us on our professional journeys, and yet they are often not characterized as mentors. How might we transform these relationships into formal mentorships? Thanks to my own mentor experiences at NC State, I now realize the first step is simply to ask. Reach out to colleagues who know you best and ask if they are willing to play a more active role in your professional development. Next, spend some time discussing mutual expectations and responsibilities. If it turns out that a mentor relationship isn’t feasible with someone you already know, begin laying the groundwork for future mentorships with others. Above all, be strategic and capitalize on the opportunities available to you. For those of us at NC State, such opportunities are plentiful…we just need to seize them! Doing so will keep our higher education program buzzing with the energy and excitement of mentorships for years to come.

References

Tull, A. (2009). Supervision and mentorship in the socialization process. In A. Tull, J. B. Hirt, & S. Saunders (Eds.), Becoming socialized in student affairs administration: A guide for new professionals and their supervisors (129-151). Sterling, VA: Stylus Publishing.

Shauna Morin is a doctoral student in the Educational Research and Policy Analysis program with a Specialization in Higher Education Administration. Shauna serves as the Graduate Assistant for the Higher Education Program at NC State and is a Doctoral Liaison for the Higher Education Association.