Resume, Cover Letter and Interviewing Tips

RESUME

Why should I use a resume along with my application?
A resume can help Human Resource Services staff and the hiring supervisor understand what skills, experience, and education you have that are relevant to a job. A well-done resume makes your application look more professional. You can use a resume to help demonstrate your communication skills.

What should I include in my resume?
Use your resume to help target your job search. Include relevant job history, education, volunteer experience, and memberships/associations. Use your resume to highlight important work experience and skills. Do not include information regarding marital status, parental status, religious affiliation, photos, age, or weight.

Resume Language
Use action verbs such as “developed,” “managed,” “coordinated,” and “maintained.”
Don’t use “I” to start every sentence.
Do use your own words to explain your experience
Proofread carefully!

Resume Information
Keep your name, phone number and address current.
Include dates of employment in a month/year format (example: 05/02 – 08/02).
Include references. Use a separate sheet if necessary.

Resume Appearance
Use 1” margins on all sides.
Use a standard font that is easy to read.
Use bold font and italics to highlight information.
Make sure to leave some white space in between sections.
Don’t label your resume. The title “Resume” is unnecessary.
Your resume can be longer than 1 page. A good rule of thumb is 1 page for each 10 years of work history.


COVER LETTER

Why should I include a cover letter along with my application?
A cover letter can be a helpful tool to highlight your skills. Use a cover letter to show how your skills are appropriate for the job. A cover letter can also be used as a marketing tool – think of it as your personal sales brochure! You should use a cover letter anytime you use a resume.

Can I use one standard cover letter on each of my applications?
You will need to submit a separate cover letter with each set of application materials. Since the cover letter is a way to help interest employers in your skills and how they are suited to the particular job, it is a good idea to customize your cover letter for each position that you are applying for.

What information do I include in my cover letter?
Identify the job for which you are applying. Include the title and vacancy number.
Mention where you found out about the job (newspaper ad, web page, etc.). If you were referred by someone, mention that person.
Briefly highlight your skills and experience. Don’t include all of the information found on your resume.
Tell the hiring supervisor what he/she will gain by hiring you.
Close the letter by stating what you would like to happen next. Mention where you can be reached by phone or email.

What format do I use?
Your cover letter should be in standard business letter format.

Should I include a cover letter if I submit my materials through email?
Yes.


INTERVIEWING

The job interview is your chance to impress the interviewer with your skills and confidence. These few simple steps can help you prepare.

Before the Interview
Review the job duties included in the Vacancy Notice.
Research the department.
Dress professionally. Don’t wear perfume or cologne.
Bring extra copies of your resume.
Bring a pen and paper to write down any information you might need to remember.
Prepare a few questions to ask the interviewer.
Prepare answers to any questions you think you might be asked (see sample questions below).

At the Interview
Arrive on time. Try to be a few minutes early if possible.
Try to relax. Be yourself.
Show self-confidence – make eye contact; answer questions in a clear voice.
Remember to listen.
Think before answering questions. Try to make your answers as clear as possible.
Avoid negative body language – crossing your arms, swinging your foot or leg, slouching, covering your mouth while speaking.
When given a chance, ask any questions that you have prepared in advance. You can also follow up on anything that the interviewer tells you during the interview.

After the Interview
End the interview with a handshake and thank the interviewer for his or her time.
Find out when the department plans to make a hiring decision.
Follow up with a short “thank you for the interview” note.

Common Interview Questions
Tell me about yourself.
Tell me what interested you in this job.
Why did you leave your last job?
What are some of your strengths?
What are some of your weaknesses?
Describe your workstyle. Do you prefer to work by yourself or with others?
What are your career plans? Where do you see yourself in 5 years?
What supervisory experience have you had?
Tell me about your favorite supervisor.
Why should I hire you?

Questions for an Applicant to ask in the Interview
What level of responsibility can I expect in this position?
Why is this job available?
What training programs do you have for new employees?
Is there a typical career path for a person in this position?
How are employees evaluated?
Do you like working here?
Tell me about a typical day in this department.

Phone interviews

Phone interviews seem to be growing more common as search committees try to make the difficult decision of who to invite for a campus interview. When you pass this level you will pass to the interview, and to campus for in-person interviews, and ultimately offered the position! If you are not interviewed by phone, these same questions are likely to be asked on site. Some helpful hints:

Introduce yourself clearly and directly. Engage in some “small talk” at the start of the interview, just as you would a face-to-face interview.

Speak clearly into the receiver and modulate your voice. Your voice is the only way you have of showing eagerness, enthusiasm and zest for the job. Your voice reveals both your personality and your attitude toward the caller. Don’t forget to smile! It makes a big difference in a conversation, even on the telephone.

Have your resume and the job advertisement with you for reference, and a pencil and some paper to make notes.

Some students find that it helps to dress for a telephone interview as you would for a face-to-face interview – it often helps to psychologically prepare you for this form of business “meeting”.

No matter how or where your interview is conducted, you should still have the same goal: to communicate to the interviewer that you are the best candidate for the position for which you are being interviewed. If the interview has been scheduled in advance, you should prepare as carefully as you would for a formal “sit down” in someone’s office.

Eliminate any distractions from your immediate environment (desk toys, newspaper clippings, your shopping list). Dress professionally and maintain good posture. The one bonus to a telephone interview is that you can prearrange notes to prompt you and to keep you on track, but only if you can refer to them unobtrusively. You do not want the person on the other end of the line to hear you shuffling papers in the background!

Before the Interview

Before your interview find out everything you can about the company (read their annual report which can be obtained by telephoning them). Re-read your application, thinking through your own career and the questions they might ask you. You should try to anticipate the general questions which they will ask and also prepare some questions to ask them.

To do well at the interview you will need to convince the interviewer you are technically qualified to do the job. You will also need to show that you are sufficiently motivated to get the job done well and that you will fit in with the company's organizational structure and the team in which you will work.

You should dress smartly for the interview and should leave home earlier than you need to on the day of the interview - you may be delayed by traffic or for other reasons. Be courteous to all employees of the company. At the interview itself you must be positive about yourself and your abilities - but do not waffle.

Here are some tips:

1. Assemble all necessary papers

Resume or personal data sheet
Know your resume well enough that you can discuss every line if necessary
Licenses, Social Security card and/or military records
Samples of work, if relevant
List of questions you want to ask the interviewer about the job

Many employers will use your resume as a source of questions during the interview. Review your resume prior to the interview and be able to develop answers to questions that relate to your employment and educational experience listed on your resume. Be prepared to discuss gaps in employment. If called upon, you must be able to demonstrate the skills you stated on your resume. Focus your answers on the skills and experience that will be most useful to the position you are interviewing for.

2. Learn all you can about the prospective employer

What are the products and services?
What is its reputation?
What types of jobs are available?
What are the hiring policies and practices?
What are their salary ranges?
What are their goals?

Researching the company you are interviewing with and the position you are pursuing demonstrates genuine interest and initiative. It will be obvious to the interviewer whether you did your research or not. Many interviewers will focus questions on finding out how much preparation you did for the interview.

One can research a company utilizing many different sources:

The Internet
Company brochures and year end statements
The area Chamber of Commerce
Networking – ask friends, relatives, teachers, social and business contacts

You do not need to know everything possible about the company. The information most helpful for the interviewing process includes knowing the product manufactured or service offered. You should find out the size of the company and if they have multiple locations. Who are their competitors? Did they recently merge with another company? What is their sales volume and is that down or up from previous years?

3. Identify what you have to offer.

Your education, training and experience—what you have done, know how to do and can do.
Remember all the skills, abilities and talents you possess that will make you an excellent employee.

4. Consider your potentials as an employee

Why do you feel you can do the job?
What makes you qualified for the job?
What do you have to offer the company or organization?
Why do you want to work for the employer in question?

Pre- Interview Checklist

Before you leave home for your interview, check the following:

Have you researched the organization you are interviewing with?

Do you know the interviewer’s name? If not, get it from the receptionist before the interview.

Have you formulated answers for usual interview questions?

Do you have all necessary information for the interview? This includes items such as resume or personal data sheet, names and addresses of references, pen and note pad.

Is there someone you could do a practice interview with? You will benefit from suggestions for improvement.

Do not forget the most obvious research, simply knowing where you are going BEFORE the interview. What is the company address? How long should you plan for travel time? Drive by the company to be sure that you know how to get there and how long it will take. Also, remember to give yourself an extra 10-15 minutes in case they ask you to complete their job application.

Other tips on preparing for your interview:

Consider how the position relates to your talents and goals, such as specialty area and opportunities for advancement.

Schedule the interview at a time that will not conflict with your working hours. Most interviewers will understand you not wanting to take off work at your current position to interview for other jobs.

Find out the name and position of the person you will meet with and get his/ her telephone number in case an emergency arises.

Be prepared with answers to why you want to work at that particular organization, and how you would be the best candidate for this position. Understanding the company, their mission and their environment will help you with these questions.

Dress properly for the interview. Dress slacks, dress shirt, a tie and possibly a sport coat for men. Women should wear a knee length (or longer) skirt or pants, and blouse. If a skirt is your choice, be sure to wear nylons. Don’t forget the dress shoes. 


25 things to avoid in an Interview


1. Poor personal appearance

2. Lack of interest and enthusiasm; passive and indifferent

3. Over-emphasis on money

4. Criticism of past employer

5. Poor eye contact with interviewer

6. Late to interview

7. Failure to express appreciation for interviewer’s time

8. Asks no questions about the job

9. Unwillingness to relocate

10. Indefinite answer to question

11. Overbearing, aggressive, conceited with ‘know-it-all’ complex

12. Inability to express self clearly; poor voice, poor diction, poor grammar

13. Lack of planning for career, no purpose or goals

14. Lack of confidence and poise, nervous, ill at ease

15. Failure to participate in activities

16. Expects too much too soon

17. Makes excuses, evasive, hedges on unfavourable factors on record

18. Lack of tact

19. Lack of courtesy, ill-mannered

20. Lack of vitality

21. Lack of maturity

22. Sloppy application form

23. No interest in company or industry

24. Cynical

25. Intolerant, strong prejudices

After the Interview

Even though the interview is over, your work is far from complete...
After each interview mentally review the questions asked by the interviewer and your responses to them. Were you caught “off-guard” by any questions? Could you have answered a question better, in more detail, or in a more focused manner? Quiz yourself after each interview and take notes. This will enhance future interview efforts.

It is advisable to send a thank you letter to the person(s) who interviewed you within twenty-four hours after the interview. It reinforces your interest in the position and can serve as an additional opportunity to separate you from the other candidates by recalling a notable topic or attribute discussed in your interview.

Most employers will tell you when you can expect to hear from them. If you do not hear by that date, it is appropriate for you to call them.

If the employer requests additional materials, such as an application, transcript, or references, send them as soon as possible.

If an employer indicated an interest in pursuing things further with you, but you are no longer interested in the opportunity, inform him/her of that fact as soon as possible.

Here are some things you can do:

Type or handwrite the letter. E-mail is not as personal, therefore it should be used in conjunction with a personal letter. If you absolutely cannot write a letter, an e-mail is better than not following up at all.

The letter should be brief and include the following:

1. Thank the interviewer for his/her time.
2. State the position for which you are applying.
3. Mention something from your interview to remind the interviewer who you are.
4. Describe in one or two sentences why you are the best applicant.

Address it to the recruiter, by name and title

Mention the names of the people you met at the interview.

Send a letter to appropriate individuals you interviewed with (always send to the main interviewer).

Keep the letter short, less than one page.

Mail the letter within 24 hours of the interview.

Thank the interviewer for his/her time.

Send a thank you letter for every interview you go on.

Demonstrate employer knowledge in 2-3 sentences.

Restate employment objective.

Answer the question – “What can you do for them?” based on something specifically discussed during your contact. Use accomplishment/ results statements that demonstrate your ability to meet those needs.

Dressing for the Interview Tips

Wear clothing that indicates you are ready to go to work today.

Men and Women

All clothes should be neatly pressed.
Conservative two-piece business suite (solid dark blue or gray is best)
Conservative long-sleeved shirt/blouse (white is best, pastel is next best)
Clean, polished, conservative shoes
Clean and well-groomed hairstyle
Clean, trimmed fingernails
Minimal cologne or perfume
Empty pockets – no noisy coins
No gum, candy or cigarettes

Men Necktie should be silk with a conservative pattern Dark shoes (black lace-ups are best); clean and polished Dark socks (black is best) Short hair always fairs best in interviews No beards – mustaches are acceptable (keep neat and trimmed) No earrings No heavy cologne

Women Always wear a suit with a jacket; or a sheath dress with a jacket Do not wear extremely high-heeled or platform shoes Do not wear open-toe shoes or mules (they are more casual) Conservative hosiery at or near skin color (and no runs!) If you wear nail polish (not required), use clear or a conservative color One set of earrings only Conservative makeup No heavy perfume No heavy cologne

Interview Type


Stress Interview

Stress interviews are used to see how the jobseeker handle himself. You may be sarcastic or argumentative, or may keep him waiting. You may also lapse into silence at some point during the questioning, this is used as an attempt to unnerve the jobseeker.

One-On-One Interview

In a one-on-one interview, it has been established that the jobseeker has the skills and education necessary for the position. You want to see if the jobseeker will fit in with the company, and how his/her skills complement the rest of the department. In a one-on-one interview the jobseeker's goal is to establish rapport with the interviewer and to show that his/her qualifications will benefit the company.

Screening Interview

A screening interview is meant to weed out unqualified candidates. Providing facts about the skills is more important than establishing rapport. Interviewers will work from an outline of points they want to cover, looking for inconsistencies in the jobseeker's resume and challenging his/her qualifications. One type of screening interview is the telephone interview.

Lunch Interview

The same rules apply in lunch interviews as in those held at the office. The setting may be more casual, but it is a business lunch and the jobseeker has to be watched carefully. The jobseeker must use the lunch interview to develop common ground with your interviewer.

Committee Interview

Committee interviews are a common practice. Jobseeker will have to face several members of the company who have a say in whether he/she is hired. In some committee interviews, you can ask the jobseeker to demonstrate his/her problem-solving skills. The committee will outline a situation and ask him/her to formulate a plan that deals with the problem. The interviewers are looking for how the jobseeker apply his/her knowledge and skills to a real-life situation.

Group Interview

A group interview is usually designed to uncover the leadership potential of prospective managers and employees who will be dealing with the public. The front-runner candidates are gathered together in an informal, discussion-type interview. A subject is introduced and the interviewer will start off the discussion. The goal of the group interview is to see how the jobseeker interact with others and how use him/her knowledge and reasoning powers to win others over.

Telephone Interview

Telephone interviews are merely screening interviews meant to eliminate poorly qualified candidates so that only a few are left for personal interviews. The jobseeker's mission in this interviewed is to be invited for a personal face-to-face interview.

Informational Interview

Typically this is an interview set up at the jobseeker's request with a Human Resources Manager or a departmental supervisor in the career field he/she is interested in. The purpose of this interview is to help the jobseeker find out more about a particular career, position or company. He/she is seeking information from these people in hopes that they might refer him/her to someone else in their company or to somebody they may know outside their company who could use your skills.

The Informational Interview is a part of the “cold-calling” process whereby jobseekers are generating their own job leads.

Screening Interview

Typically this is the first step a company takes after the resumes have been scrutinized. The purpose of this meeting is to assess the skills and personality traits of the potential candidates. The objective ultimately is to “screen out” those applicants the interviewer feels should not be hired due to lack of skills or bad first impressions. The interviewer must also “screen in” those candidates she/he feels would make a valuable contribution to the company. Your job during this preliminary meeting is to convince this person you are worthy to take the next step.

The General/Structured Interview

Frequently the Screening Interview is combined with the General Interview due to time constraints many companies have during the hiring process. Often the jobseeker will meet with the supervisor over the position for which he/she is applying. During this interview he/she will be discussing the specifics of the position, the company and industry.