Academic Affairs

Guidelines for Administrative Assistants

Here is important information that will help you as you plan to assist in a faculty search:

  • When a department has received final approval to search for a faculty member, the dean or AVPAA will notify the chair and initiate a process for advertising the search, selecting a search committee, and beginning the search. 
  • Search chairs (in conjunction with committee and/or department) will write the job description and meet with the dean to go over the wording and placement of ads.  Department administrative assistants may need to research the cost of ads, maximum word counts, etc.  Once the dean and the equal opportunity coordinator have approved an ad and its placement, the department administrative assistant will place the ads.  When the job ad is placed, please be sure to keep the original published job ad and front cover of the publication, which will be placed in the search file.
  • Administrative Assistants will attend the mandatory first meeting of the committee search launch, along with the EO Coordinator and Academic Affairs.  This meeting will clarify search procedures, the function of the committee, individuals’ responsibilities and requirements for record keeping and confidentiality.
  • Administrative Assistants will keep records and be responsible for correspondence with applicants.  Your role would include the following:
  • Creating and maintaining candidates’ files
  • Housing these files in a secure place where search committee members can have access to them and at the same time ensure their confidentiality. If files are electronic than you will be responsible for maintaining and updating it. (Note: only you, EO Coordinator and committee members have access to files.)
  • Correspondence with applicants:
  • Response indicating that we have received an application and what’s missing from it. Customize and email the Form 5 to all applicants asking them to fill out the form and email it directly to the EO Coordinator.  Any requests for additional material that the committee asks for. Response should be within 3 days of receiving application. 
  • Final notification of the close of the search. Different letters will be sent to candidates who participated at different levels in the search.
  • Administrative Assistants will assist in setting up interviews: phone, Skype, and on-campus.  They will be responsible for making arrangements for committee members and candidates.
  • Administrative Assistants will return any books or other such material to candidates as appropriate, and prepare files for storage.  They will make sure that there exists an official file of the record of committee decisions. 

Notes and helpful hints:

  • All search expenses are paid out of the departmental budget.  Guidelines for expenses are included at the end of this memo. 
  • All expense forms and other requests for payment should be sent to the Dean’s office for signature. 
  • The search chair is responsible for making sure that candidates know exactly what is expected of them during on-campus interviews, what they need to prepare for, and what they need to bring.  Ask the chair if you need to relay any information to candidates preparing for on-campus interviews.  Be sure to check with the Provost and President’s Office before scheduling a campus visit.  All candidates must meet with the dean and the Provost while on campus.  If the President is available then a meeting should be set up as well. On-campus interviews are 2 days long and include the following:
    • A teaching demonstration
    • An opportunity to present and discuss research/creative work
    • An opportunity to speak with students alone
    • Interviews with the dean (an hour), Provost (30 minutes), and the president (a half-hour, if available)
    • Time to meet people on campus who may relate closely to the candidate’s interests or responsibilities
    • A tour of campus with a member of the search committee or students
    • An tour of town for those not familiar with Durango and an opportunity to learn about housing and living environment 
  • Internal candidates—be sensitive, but remember that everyone must treat internal candidates in the same way that they treat all candidates, including not divulging information about the search. 
  • If candidates seek information from you, be polite and just remember the general guideline that all candidates should hear information at the same time.  Therefore, if someone asks at what stage the committee has reached, simply say you are not sure what decisions the committee has reached, assure them that they will hear as soon as the committee has reached a decision, and offer to transfer their call to the chair’s voice mail.

Completion of Search

  • The search files should be kept for three years from the conclusion of the search.  The department may maintain files and then destroy after three years.  Alternately, you may contact Archives Manager for details on closing and storing your search files. 

Guidelines for Search Expenses


  • An ad must be placed in a nationally distributed print publication, such as the Chronicle of Higher Education or the department discipline journal or newsletter, in addition to any web postings. The actual full publication with the printed advertisement must be kept in the search file, which is returned to Archives Manager at the end of the search.         
  • Ads must be approved by department chair, dean, EO Coordinator, and Provost prior to being placed.
  • Only allow approval for any re-runs of an ad on an exception basis.
  • EO Coordinator will post and remove all faculty positions on our FLC website,

Telephone, Skype, and/or Facetime Interviews

  • Telephone, Skype, and or Facetime interviews should be scheduled in advance, with at least a day’s notice.
  • The Committee needs to develop a set of questions to ask all candidates, and give each candidate roughly the same amount of time. 
  • Telephone, Skype, and/or Facetime interviews should be conducted by the search committee as a whole or by a sub-group of the search committee whose membership is consistent for all telephone interviews.
  • Telephone, Skype, and/or Facetime interviews should be understood as only one part of the selection process and should not be used as a single determinant of whether a candidate advances in the search process. 

Campus Visits

  • Number of candidates:
    • A maximum of three candidates for campus interviews.  Search chairs will talk with the dean and provide a hard copy of the candidate’s application documents, including CV to Provost before inviting candidates to campus.
  • Meals:
    • College will not reimburse for alcohol.
    • Expense reports must include date, candidate name and members of committee attending.
    • Schedule at least one lunch alone with the students.
    • Meals should not exceed the published per diem rate for Durango. If you desire a higher rate, then pre-approval is needed from appropriate dean or AVPAA.
  • Hotels:
    • Some local hotels offer FLC rate.  When available, using one of them should be a priority.  The college will reimburse only a single room rate.
  • Transportation:
    • A member of the search committee should pick candidates up at the airport.
    • Airport shuttle may be arranged for late night, early morning and weekend arrivals.
    • Rental cars cannot be charged to the recruitment budget.
    • Members of the search committee are responsible for transporting candidates to and from hotel.
    • Please do not ask departmental Administrative Assistants to drive candidates.
  • Airfare:
    • Administrative assistants will coordinate with the candidate and make travel arrangements at the lowest reasonable cost.
    • Only allow economy class fare to be purchased.
  • Supplies and Postage:
    • Departments will be responsible for the office supplies, stationery, and duplicating and faxing expenses.