Launching Your Academic Job Search:

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Launching Your Academic Job Search Understanding
the Job Search Process and Creating Your
Application Package Bill Lindstaedt,
Director UCSF Office of Career and Professional
Development bill.lindstaedt_at_ucsf.edu
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Seminar Agenda

• Overview of Academic Job Search
• Academic job market in US
• Academic job search process/calendar
• The process from the search committee side
• Application components
• CV and Cover Letter Basics Definitions and
  sections,
• format, layout
• Tips for CVs and academic cover letters
• Review of Application Packages
• You are the search committee!
• Tips for teaching statements
• Tips for letters of recommendations

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Academia in the US
Doctoral/Research Universities R1 261 Local
UCSD Nationally UC System, Ivy League Flagship
campuses within state university systems such as
UW Madison, UI Champagne Texas at Austin Large
Private Universities with large govt funded
research programs such as Vanderbilt, Emory,
Rice, MIT Masters Colleges and Universities
Masters Granting 611 Locally SDSU, Cal State
Pomona, Chapman University Nationally Cal State
System CUNY system Former state teachers
colleges (normal schools) such as Bridgewater
State (MA), UW-Stevens Point Baccalaureate
Colleges, Primarily Undergrad Inst,
PUI 606 Locally Claremont Colleges Nationally
Generally, privately funded colleges, sometimes
with selective admissions programs such as
Williams (NY), Amherst (MA), Oberlin
(OH) Associates Colleges 1669 Locally City
Colleges, Community Colleges Nationally
Generally 2-year colleges often state funded,
sometimes former vocational schools
Source The Carnegie Foundation for the
Advancement of Teaching, 2000 http//www.carnegie
foundation.org
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Academia in the US
More reading Carnegie Foundation www.carnegiefou
ndation.org Chronicle of Higher Education,
careers section www.chronicle.com Science
Magazines Nextwave www.sciencecareers.org
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Academic Job Search Calendar
Before Sept. -Previous February all pubs
submitted -Make choices on types of positions
and institutions to pursue -Assemble
application materials Sept. Nov. -Update CV,
reference list -Have CV reviewed -Seek
advice, support of advisor(s) -Request
letters of recommendation -Look for postings
weekly begin to apply Nov. Jan. -Continue
applying -Prepare for screening
interviews -Prepare for job talks -Ask
advisors to call on your behalf Feb.
May -Campus interview visits -Negotiate
offers
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How do I find out about faculty openings?
Major scientific journals such as Science,
Nature Specialty journals in your field
Chronicle of Higher Education Individual
institutional websites Meetings/conferences Your
network
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Academic Job Search Materials

• Application elements requested in survey of 30
  life science-related faculty postings from
  Science Magazine and the Chronicle of Higher Ed
• Curriculum Vitae (30)
• Letter of Application (30)
• Description of future research plans/interests
  (21)
• Letters of reference (17)
• List of references (12)
• Statement of teaching philosophy (8)
• Representative reprints (7)
• Description of research accomplishments, abstract
  (5)
• Transcripts (4)
• Descriptions of possible courses (2)
• Summary of career/professional goals (2)

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Academic Job Search Materials
What do search committees do with these
materials, and when? -Not always a rational,
organized process apps reviewed individually,
consensus in committee -Not all documents are
read before the interview Pedigree
CV Publications CV Fit - teaching/research
CV and Cover Letter Reputation, Ability,
Collegiality Letters -You have the ability to
control the first impression w/CV Formatting O
rder of sections Size of sections
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What is a CV?
Curriculum Vitae (approx.) the course of
ones life, or career Document used to
apply for teaching or academic research
positions Complete professional history
Other uses for your CV Supporting document for
grant proposal Required document for
departmental reviews Audits or accreditation
reviews Guide for introductions at
conferences KEEP IT UPDATED!
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CV vs. Resume
Resume/Business and Industry -1-3 Pages, plus
pubs -Selected history changes to target
position -Self-promotion expected -Organized to
manipulate reader -Cover letter and
references Important role
Curriculum Vitae/Academic -Unlimited
length -Complete history changes little -Just
the facts -Strict organization -Cover letter and
references Critical role
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Sections of a CV

• Name, address, phone, email, website
• Education
• Graduate Degree(s)
• -University, Degree, Field, Date of completion
  (or date of milestone)
• -Concentrations or other relevant information
• -Dissertation Title, name of advisor(s)
• Refer to abstract if you include one
• Undergraduate Degree(s)
• -Degree, University, Major, Date of completion
• -Honors

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Sections of a CV

• Licensure, Certification, Registration
• Research Experience (ok to include thesis
  research with others)
• -University, Location, Department, Date
• -Your title, Laboratory
• -Brief research project statement(s) - sentence
  fragments, verb first, may include original
  objective and result
• -Patents may be sub-category or go under
  Publications
• Teaching Experience
• -University, Location, Department, Date
• -Your title, Course Title
• -Description of course accomplishments, size,
  may include your responsibilities and scope
• Training, Mentoring, Advising Experience
• -Structure each listing as in Teaching
  Experience section

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Sections of a CV

• Other academic-related Research Interests,
  Collaborations Developed, Areas of Expertise
  (Skills), Prepared to Teach, University
  Service Leadership Experience
• Grants and Fellowships
• Honors and Awards
• Publications Follow format used in your field
• -Refereed Articles
• -Book Sections
• -Abstracts
• -Invited Presentations
• -Posters
• -Lectures
• Other (Relevant) Memberships or Professional
  Affiliations,
• Ancillary Positions Held, Languages, Community
  Involvement
• References Name, Title, Institution, Address,
  Phone, Fax, Email

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Formatting and Tips

• Direct the reader with consistent formatting
• Dates Place on right of page line up in column
  down right of page
• 3. Publications Most recent first categories
  ok bold your name
• 4. Change layout to target position
• 5. Number each page at bottom, beginning with 2
• 6. Same font throughout, conservative
• 7. Laser print original copy professionally
  white paper
• 8. Proofread get help from a colleague and lay
  person
• Do NOT include personal information, Curriculum
  Vitae if CV is
• being used alone, Name

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Formatting and Tips
MOST IMPORTANT DIVIDER Next Most Important Next
Most Important Least Important
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(No Transcript)
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Formatting and tips and samples www.ucsf.edu/pff
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Describing your research

• The 3-bullet format
• Whats the big question youre trying to answer?
• How are you trying to answer it? What methods?
  What approaches are you taking?
• AccomplishmentsWhat interesting things have you
  found? Might you find? What are the potential
  applications of this research?

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Academic Cover Letters

• Academic cover letters for faculty positions are
  different
• Postdoc cover letters
• Industry cover letters
• 1-1.5 pages in length perfect grammar and
  sentence structure
• Conservative sales document tailored to each
  position
• No bullets or other organizational formatting
  writing quality important

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Academic Cover Letters
Sections of an academic cover letter -Contact
information Date recipients address left
justified -Salutation Dear Dr. Smith or
Dear Members of the Committee -Opening
paragraph Why you are writing how you heard
about job -Middle paragraphs Focus on past
accomplishments in support of your fit for
the position explain interest in the position
and/or the institution (depends on the
school) -Closing Explain enclosures offer to
provide additional info
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Academic Cover Letters
JOB ANNOUNCEMENT Assistant professor As seen in
the 9 November issue of Science QUANTITATIVE
BIOLOGY Bard College's Division of Natural
Sciences and Mathematics is seeking a colleague
who will complement our existing strengths in
molecular biology, biochemistry, genomics, and
ecology. The successful candidate will be
involved in developing an innovative curriculum
in which Bard undergraduates develop a strong
foundation in the traditional fields and become
proficient with the computational methods
employed in those fields. Preference will be
given to candidates interested in involving
undergraduates in an ongoing research program and
in developing collaborative connections with
members of the Bard faculty. In addition,
opportunities exist for developing collaborations
and undergraduate courses and programs with the
faculty at Rockefeller University. The
appointment will be made at the ASSISTANT
PROFESSOR level starting July 1, 2004. Applicants
should submit a letter of application, curriculum
vitae, statements of teaching and research
interests, and three letters of recommendation
to Robert Cutler, Biology Search Committee
Chair, c/o Human Resources, Bard College, P.O.
Box 5000, Annandale-on-Hudson, NY 12504-5000.
Start-up funding is available. Candidates must
have a Ph.D. Applications will be reviewed as
received and interviews will begin in November
2003. Affirmative Action/Equal Opportunity
Employer.
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Academic Cover Letters
November 22, 2003 Dr. Robert Cutler Biology
Search Committee Chair c/o Human Resources Bard
College P.O. Box 5000 Annendale-on-Hudson, NY
12504-5000 Dear Dr. Cutler I am glad to have
the opportunity to apply for a faculty position
in the Biology Department of Bard College. I am
writing in response to your advertisement in the
November 9 issue of Science Magazine, which
announced a position vacancy for a Quantitative
Biologist. I am Molecular Biologist using
quantitative methods to examine the relationship
between. I am currently finishing a
postdoctoral fellowship in the laboratory of Ima
Goddess, at the University of California at San
Francisco. My approach to teaching
undergraduates and conducting research with
undergraduates has developed over several years,
through my experience developing and delivering
innovative course materials to undergraduates in
both laboratory and classroom settings. In my
experience, the best teaching is done through
hands-on experience, so I will try to engage
students in my courses by encouraging the maximum
possible laboratory participation The research
project I would like to pursue at Bard College
involves the development of This is a project
which I feel will interest and inspire
undergraduates while allowing me to continue to
produce the high profile work together with
existing and new collaborators. Included in this
packet, please find my curriculm vitae,
statements regarding my research and teaching
in I appreciate being considered for your
faculty position. Please let me know if I can
provide additional information in support of my
application
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Teaching Statements
What do they ask for? Teaching Philosophy
Statement? Statement of Teaching
Interests? Visit website www.ucsf.edu/pff for
articles and samples Appropriate length 1-2
pages max Support philosophy with examples from
teaching
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Teaching Philosophy Statements

• What is it?
• 1. Personal narrative using accessible language
  not an article about teaching tailored to the
  setting where you are applying
• 2. YOUR beliefs about teaching and learning, with
  evidence to provide support
• A place to showcase your teaching strengths
• A document that paints a positive picture for the
  reader of you as a teacher
• A document where you can point to directions
  where you will grow as a teacher
• Adapted from Washington University Teaching
  Center

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Teaching Philosophy Statements-use as checklist

• Five main questions addressed
• Why is teaching important to you?
• What are your objectives as a teacher?
• What methods will you use to achieve these
  objectives? Examples.
• How do you assess and evaluate your effectiveness
  in achieving these objectives? Examples.
• What will your teaching be like in the classroom
  or other teaching/learning environments?
  Examples.
• Adapted from Washington University Teaching
  Center

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Teaching Philosophy Statements

• A. Possible outlines approach to a course
• Theoretical framework
• Goals
• Design and Implementation
• Assessment and Evaluation
• Documentation and Reflection
• From Brian Coppola article visit
  www.ucsf.edu/pff, todays event, to link

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Teaching Philosophy Statements

• B. Possible outlines Narrative, general
• Title
• Quote, metaphor, opener, relevant attention
  grabber (optional)
• Thesis statement 1-3 sentences, your principles
  (questions?)
• Narrative to support thesis points
• Summary
• From Brian Coppola article visit
  www.ucsf.edu/pff, todays event, to link

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Teaching Philosophy Statements
C. Possible outlines categories of courses
taught 1. Introductory undergrad 2. Upper level
undergrad 3. Undergrad research 4. Graduate-level
courses 5. Graduate-level research
6. Postgraduate teaching and mentoring From
Brian Coppola article visit www.ucsf.edu/pff,
todays event, to link
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Research Statements
RULES Know the institution Know the
department Know the position READ MATERIALS on
research statements Linked from Scripps
Postdoctoral Services website Toolkit Writing
a Research Plan by Jim Austin at
www.sciencecareers.org
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Research Statements
IDEALS/FACULTY QUOTES a readable, compelling
agenda that fits well with the needs, facilities
and goals of the department and answers the
question, Why must this work be done? -Jim
Austin article on Nextwave The best plans build
on the promising experience of the applicant but
are not a direct extension of their postdoctoral
work. -Jim Austin article on Nextwave I dont
read it until just before I interview the
candidate. - -UCSF senior faculty member
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Research Statements

• OUTLINE SUGGESTIONS
• Have one. Make it obvious use explicit
  headings.
• Topic sentences! Use funnel approach within
  paragraphs.
• Chronological
• -Intro/Abstract/Exec Summary
• -Graduate research (project by project)
• -Postdoctoral research (project by project)
• -Future research (project by project)
• Topical
• -Ex Two different areas of interest described in
  two different chapters

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Content Checklist for Future Research Section
of the Statement

• Is it sufficiently different from your past
  work? Advisors work?
• Is it sufficiently important? This work must be
  done!
• Is it sufficiently novel?
• Is it too ambitious? Too broad? Ambitious
  enough? Too narrow?
• Is it customized for the position? Can it
  realistically be carried out in the
  department/school?
• Does it convince the reader that it is fundable?
• Detailed enough to be convincing? (Yet not
  boring?)
• Are backup approach(es) described?
• Does the overall document convince the reader
  that the writer can complete the strategy laid
  out in the Future Research section?

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Writing and Layout Checklist for Research
Statements

• Is it too long? (1-3 pages generally)
• Is there a clear, logical outline and roadmap?
• Is it divided into short sections focused on
  major themes, with headings? Plenty of white
  space between sections?
• Should lists be bullet pointed?
• Are sentences easy to read?
• Is there good flow between and within
  paragraphs?
• Is data presented in an easy to review format?
• Are graphs/pictures used to maximum advantage?
• Is the attitude right? (i.e., Not overly hyped
  language? Others credited? Focused on
  contributions/accomplishments, not
  experiences/skills?)

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Letters of Recommendation
Hugely important in many search committee
formats! Generally 3 PhD Advisor, Research
Advisor, Collaborator or Research Mentor OFFER
to begin your own letter! Id be happy to
provide a template List What points do I
want to stress about myself? List What
will be perceived as the weaknesses of my app?
Divide up between recommenders based on their
ability to address those issues or counter
particular weaknesses
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Letters of Recommendation
How do I ask for a letter? The initial ask, to
ensure a positive letter Can I count on you to
provide a positive letter of recommendation for
me? (or phone reference) Take to a follow-up
meeting Job posting(s) CV Research
statement Paper(s) Key items to address
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Letters of Recommendation

• TIPS
• PI says, Write your own letter -- On
  opportunity!?
• What do I do if they ask for Evidence of
  excellence in teaching? Recommender 3
  is who best knows your teaching
• Follow up meeting Include teaching evaluations,
  teaching philosophy statement
• Timeline Several weeks minimum, plus
  reminders
• What do I do about negative recommendation
  letter?

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NEGOTIATING What items might be negotiated?

• Personal Salary and compensation, moving,
  housing assistance, day care, parking, salary
  advance, spouse/partner appointments or other
  dual-career couple issues, individual
  institutional issues
• Start-up Funds
• Space
• Start date
• Departmental/institutional support items
• Release time
• Teaching load requirements teaching assistants
• Service requirements
• Tenure clock, contract renewal dates
• Graduate program affiliations
• Training grant slots

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NEGOTIATING HOW should I negotiate?

• 1. Know what you must have before you interview
• 2. Get the job offer respond positively but do
  not commit ask for something in writing
• 3. Decide if it is a good overall fit. Can you
  succeed in that department? Do you want the
  offer? Is it a top choice?
• 4. If so, expect to ask for more but choose items
  wisely
• Its a conversation about how you will
  succeedIts not good for either party to only
  go back and forth once.
• -Senior research faculty, large biomedical
  instiution
• As a rule of thumb you can expect to win roughly
  four important points of negotiation in your
  final offer.
• -Boss and Eckert, Sciencecareers.org

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NEGOTIATING HOW should I negotiate?

• 5. Prepare private list Make a prioritized list
  of what you want that is not provided in the
  offer. What are the deal-breakers without which
  you will fail?
• 6. Prepare public list If asked to provide a
  detailed budget
• The more detailed the budget, the more credible
• 7. ASK ABOUT limitations and customs in the
  process
• 8. Begin negotiating Start out with positive
  and enthusiastic comment, then ask for what you
  must have
• 9. As you go back and forth, ask about or
  suggest win-wins
• Equipment If you buy it, Ill maintain it and
  manage it
• 10. Negotiate with integrity this is not an
  ego trip