The Academic Job Search Process
Getting Organized
If you are applying for multiple positions, you will quickly find that it is easy to lose track of the status of each application. It is very important to organize your materials at the beginning of your search, as it will help you be sharp and prepared in the event that you are unexpectedly contacted via telephone for an interview. Maintain organized files of position announcements, materials submitted, and information about respective institutions. In addition, you should probably also maintain a centralized record or logbook of dates associated with each position. This can help you prioritize applications, meet crucial deadlines, and better manage the process.
Managing Dates and Details
When keeping track of relevant deadlines and actions on your job search, it is helpful to create an Excel spreadsheet or purchase a notebook or journal dedicated to this purpose. For each job posted, keep track of key information such as:
- Institution.
- Specialization sought.
- Contact information.
- Deadline for submission.
- Date materials were mailed.
- List of materials submitted.
- Date that acknowledgement letter was received.
- Date that search committee requested additional materials.
- List of any additional materials sent and date mailed.
- Did you have a conference interview? If so, list interviewers/contacts.
- If so, date that you mailed a thank you note.
- Did you have a telephone interview? If so, list interviewers/contacts.
- If so, date that you mailed a thank you note.
- Were you invited to an on-campus interview?
- Confirmation of travel arrangements/itinerary.
- Thank you note mailed following on-site visit.
- Date you received offer or rejection letter.
- Deadline for your decision, if you received an offer.
- Date you sent acceptance/rejection letter.
A portion of a log might look something like this.
An expanded MS Excel template is available for download and use.
In addition to your spreadsheet or notebook, keep a dedicated file folder for each position to which you apply. This folder should archive:
- Position announcement.
- A copy of all application materials submitted.
- Acknowledgment letters received.
- Notes about any conversations with members of the search committee.
- Notes from interviews and relevant telephone conversations.
- Additional information gathered about that institution.
- Offer or rejection letters.
- A copy of your letter of acceptance or rejection.
You may wish to maintain an electronic folder for many of these materials (cover letter, CV, etc.). However, you will still need to retain hard copies of the materials you receive back from the institution, so some type of filing system is necessary. In addition, many students find that retaining hard copies of their application materials within each file helps them keep track of details and enables them to quickly respond appropriately when they are contacted by a potential employer.