Negotiating an Academic Job Offer – Sciences and Engineering
Friday, February 23, 2007

Speakers:

• Jin Wen, Assistant Professor, Department of Civil, Architectural and Environmental Engineering, Drexel University
• Kendra Bence, Assistant Professor of Neuroscience, Department of Animal Biology, School of Veterinary Medicine, University of Pennsylvania

 

Kendra Bence

Kendra’s advice on negotiating an academic job offer:

I went to Grad School at Cornell, the Manhattan campus, for 5 years, and I also spent some time at Brown. Then I did a 5-year postdoc in Boston. I went on the job search 2 years ago, which consisted of 50 – 60 applications, primarily focused in the northeast.

The second interview is usually the time for negotiating. If you’re asked for a second interview, that’s very good, that means that they’re interested. Usually, you’ll be called back for a second interview, but at some top-tier schools the second interview might be at the end of the day, after you give your chalk talk or research plan. So you should be prepared to negotiate on the first visit to the school.

The Chair will give you an offer; this is just the feeling-out stage. The Chair will write down the approximate salary and start-up package. Don’t worry if it’s not exactly what you expected. Be prepared to be very specific about your needs. Talk to other colleagues, and other people interviewing, to get an idea of what other people are asking for and getting. However, this is largely dependent on the type of college (small liberal arts colleges vs. large universities).

Come with a list of items (-80 freezer, pipettes, computers, personnel, etc.). Your personnel include staff, postdocs (including salaries and benefits), and you want to make sure they’re covered for 3 years. They might not provide funding for all of your personnel, but maybe one or two. You might think before writing the exact list prices of items in your list, as they might subtract 30% from everything if they have a 30% institutional discount from Fisher.

Let’s say that after the second interview, you get an offer, but this is not your first choice. You have to ask yourself some crucial questions: Would you like to take it? Would you rather do another year of postdoc? Be honest with yourself and with the Search Committees. Don’t tie up a position if you’re really not interested. However, if you would consider it and you still want to wait, show enthusiasm, but don’t reveal that they are not your first choice. You should be open-minded because you don’t know if you will get any other offers.

Sometimes there are timing issues. You may get an offer and they want a response in 30 days, but you haven’t heard from any other schools that you like better. I would say to be honest with the Chair. Be enthusiastic, but tell the Chair that you need more time. Most will be understanding and extend the deadline within reason.

It is very important to be flexible, so there’s a back and forth process. Make concessions where you can, but be firm about what’s really important to you. Try to be fair because you don’t want to give yourself a bad reputation. You must be specific about your needs; don’t just say, “well the guy down the hall got $5k!” Prove to the Chair that you need everything you’re asking for, because of the significance of your research.

When making up your item list, make sure that you consider the facilities available at each school. Don’t blindly use the same list for all of your schools. Find out on the first interview which things are available to you.

A list is important, so make sure it is clear. Remember, the Chair doesn’t have the authority to give you everything on your list; he has to get approval from the Dean. It is very convenient if the Chair can take your list to the Dean.

 

Jin Wen

Jin’s advice on negotiating an academic job offer:

My focus is on Architectural Engineering. I have been at Drexel for four years, so I did all of this negotiating a long time ago. However, I really didn’t do much negotiating. There isn’t much negotiation involved for Engineering positions at Drexel. You may find that some schools do not negotiate.

While I was still a student, I talked to my advisor for advice on how to negotiate. Firstly, you have to ask yourself if the school offers you the position is where you really want to establish your career. Of course, you will need to make sure the offer is livable. You can “Google” some salary ranges. I found a book, Making the Right Moves: A Practical Guide to Scientific Management for Postdocs and New Faculty. In the book, they have a table of salary ranges for Postdocs and Faculty.

If you need to move, they might give you a reasonable sum of money to help. You do need to negotiate your startup package. This will help you the most at the start of your career, so it is very important. I wouldn’t care so much about the salary, because as long as you have enough startup money to be productive, you can always apply out in a couple of years. If the school is in an urban setting, like Drexel, lab space is very limited. Make sure you get a room number in writing and go check it out. Make sure you ask for equipment money. Some faculty members need more equipment money than others, so list a budget with everything on it. The Chair of the search committee will usually try to accommodate your startup package.

You will be surprised to find out how much time teaching requires. Usually your teaching load is approximately 3 courses per year for the first 2 years. Many schools give you your first term off, to give you time to write a proposal. You might also want to negotiate for at least one PhD student for two years. This is sometimes standard, though, and non-negotiable.

If you can, it is best to push your start date to January, instead of September. This will give you an extra few months before your evaluation. Make sure that you fully understand the promotion policies. Find out when you are under mid-term review; usually it is in your third or fourth year. Ask your colleagues about the criteria: how much money do they expect you to bring in, how many publications, teaching load, etc. Do not just base your decision about a school on the salary they offer because it might be a lousy school, and you want to make sure that you get a good start in your career.

Mentors are very important for junior Faculty. You want to find a good mentor, who will have positive feedback and be able to pin-point your weakest point on your resume.

Make sure that anything that is talked about, gets onto paper.

 

Kendra: About tenure, there is a review after several years (6 years at Penn). The benefit of pushing your start date to January is that they don’t start the “tenure clock” until June, so you get 6 “free” months to get a head start.

 

Jin: Also, find out about their family policy. Normally, they will allow you to push back the tenure clock one year. This also gives you an idea of the school’s attitude on these matters.

 

Kendra: If you get multiple offers, use the better offer as a bargaining tool. If they seriously want you, they will try to match the offer.

 

Questions:

 

Q: If they combine both your first and second interview into the same day, and you’re still not sure about the facilities available, how do you start negotiating?

 

Kendra: They will likely give you some time (1 – 6 weeks) before you need to negotiate an offer.

 

Q: What is the typical lab space needed for a wet lab?

 

Kendra: The minimum standard is 1000 square feet. This should be negotiable. If you need separate rooms for different pieces of equipment, be specific. Most departments have little closets and rooms that can be renovated.

 

Q: Is it better to not have prices listed next to small things, but should you get quotes for big things?

 

Kendra: Yes, definitely, call the vendors and get some quotes.

 

Q: Should you wait until you receive an actual letter, or should you call them?

 

Kendra: I feel like a lot of things were done verbally. The letter came later because they won’t want to draft a letter if you’re not interested. They’ll most likely call you, or tell you in person. The letter will come later with a summary of the offer with negotiations.

 

Jin: They will give you a time window for negotiation. If you don’t like the offer, make a list and read it to them over the phone, or email it. Once you tell them “yes,” then they’ll draft a letter with the Provost.

 

Q: I have had three offers, but I don’t have the letter yet from the school I really like. I’m not sure hot to handle this.

 

Kendra: Be honest and let them know that you’re feeling pressured from other schools, but that you really like this place. Maybe they can speed up the process.

 

Jin: Don’t push too much, but if you really like the place, let them know specifically what else you need.

 

Q: How many students can you ask for?

 

Jin: The department will usually sponsor a PhD through a TA assignment. They might not want you to get a postdoc; they feel it’s better to spend money on a grad student because they bring up the school reputation. Ask other people what the standard startup package offers.

 

Q: I was given an offer with an approximate startup package, but I asked for more money. Now I haven’t heard from them in a while. Is this just because I tried to jump the price up?

 

Kendra: Probably not, they’re doing a job search and they want the best person they can get. Maybe that person was waiting on four or five offers, so they might have led you on while they waited for that person to decide.

 

Q: Should I check-in with them? This was 2 or 3 months ago?

 

Kendra: I would definitely call them.

 

Jin: No news is good news. You would have gotten a rejection letter or a call if they intended to reject you.

 

Kendra: That depends on the search committee chair. Some are more organized than others.

 

Q: Can you negotiate how often you can take a sabbatical, and whether or not they’re paid leave?

 

Kendra: I think that is usually part of the University policy and probably not negotiable. At Penn, I think you are eligible after about 7 years.

 

Jin: I haven’t heard of that, but you can ask during your interview.

 

Q: How specific do you have to be about your research plan on the interview?

 

Kendra: Pretty specific. Build on what you’ve already done, but make sure it is different from your PI. Have a global theme, but a few specific aims. Tell them why your work is important and narrow it down to 4-5 specific aims. Divide it into short-term and long-term goals. Give them an idea of your 5-year plan, including tools and experiments. Then give them a 10 year plan, so they know this is not a finite project.

 

Jin: I’m on a search committee now, and I focus a lot on the research statement and the research plan. You can see how much thought has gone into it. You need to bring in a lot of grants, so make sure you differentiate yourself from your advisor. You must persuade them that you’ll be great!

 

Q: Kendra, you said that you applied to 40 – 60 positions. That is a lot of work, did you send similar applications?

 

Kendra: If you see a listed position that is very specific, tailor your application to fit as best you can. Other less specific positions can be sent similar applications.

 

Jin: Do not overstate yourself when describing your research interests. If you are very different from what they are looking for in the ad, you don’t want to waste your time competing with people who have background in that field. Spend more time where your area of specialization matches better.

 

Q: What are some of the salary ranges that you found in your search?

 

Jin: In 2003, the Faculty average was 79k, the range was 60k – 100k. This range also depends on the State. You can google it.

 

Jenny: The Chronicle of Higher Education has salary information listed in the Careers section. They list the averages by institution. Some religious institutions might not be listed. http://chronicle.com/stats/aaup/

 

Jin: The Chronicle is an excellent source of information. You can probably find all of similar advice negotiating there as well!

 

Q: Do you list large equipment separately or lump them together?

 

Kendra: It might be easier to negotiate for each piece of equipment separately. Some universities have an equipment budget that they can pull from.

 

Q: Do spouses ever enter into the negotiation?

 

Kendra: I wasn’t married at the time, but they might ask you if they’re searching for 2 people. The sooner you let them know, the better. This gives them time to find another position. They might not be able to fill 2 tenure positions, but your spouse might be able to get a research track position. They’re usually pretty helpful.

 

Jin: They say that it is "illegal" to ask about a spouse. But, you want to be honest. They might not sponsor a spouse if the school is really good. Other places might ask another department to open a position.

 

Kendra: It really depends on the school and the location. If it’s an urban location, it’s probably easier for your spouse to find a job on his/her own. If it’s in a remote location with fewer opportunities, they’re more inclined to help you both find jobs.

 

Q: If in you startup package, you have one Grad student, can you argue for a bigger lab space with the idea that in a few years you will be expanding?

 

Kendra: Space is very limited. They probably won’t give you space later to expand. I would find a Chair committed to your success. Be convinced that if you do well, they will be committed to expanding your space.

 

Jin: You can always move, or negotiate if you’re doing really well. The school may give you what you need if you have demonstrated your abilities.