Here it goes, here it goes, here it goes again

As I write this, my computer screen displays this word document as well as one ginormous spreadsheet. This spreadsheet is not just any ordinary numbers-y (clearly I have been thoroughly trained in the secret arts of Excel) spreadsheet. This spreadsheet spans columns and columns and exists for one reason: to coordinate interviews for over 100 ExCollege applicants.

The ExCollege offers interviews to a good portion of potential instructors. The interviews serve as our method of getting into their heads, to sneak around a little bit and to understand how the paper version of the course will translate into real life. Subcommittees consisting of two current students and one faculty member interview all of the applicants. Each subcommittee usually meets for 2 to 3 hours and interviews 4 to 6 applicants. With the 100 or so applicants called in for an interview, it means that I get the oh so exciting task of piecing together the schedules of about 20 faculty members, 45 students, and 100 applicants into approximately 21 neat and tidy subcommittees.

When I first got this job, Melissa Burke (last year’s Program Assistant) fully warned me that this was a task that many would balk at. She showed me her spreadsheet, and my senior self giggled a little and thought “eh, not too bad.” My senior self was so so wrong.

Cindy Stewart (the ExCollege’s Assistant Director and secret wizard) told me that the subcommittee puzzle equated to one massive GRE puzzle. (She is absolutely 100% correct, and I’m glad that I am getting some GRE practice…because I have yet to open my GRE practice book, oops.) To solve this puzzle, I need a few things:

  1. Coffee (personal favorite: a Voldemort from the Res)
  2. A mountain of paper clips (to clip together the hard copies of everyone’s schedules into subcommittees)
  3. The correct brain mode (an awake brain = a productive brain)

When all of these things align, I begin madly scheduling for a few days. After the spreadsheet comes together, I sigh, take a victory lap, and call all of the applicants. Yes. I do call each and every applicant to let them know about their pending interview. Despite this taking a few hours, I love this part of subcommittee scheduling because people get excited!! Really truly excited! I feel like I’m magic and just raining down happiness on the people I call—it’s a pretty good feeling after the end of a very long process.