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Traps 2011
- 1. Kim Rottet Assistant Director, Recreational Sports [email_address]
Editor's Notes
- Good Afternoon! You are in Resume Preparation for the Student and Young Professional , and I will be facilitating the discussion today. My name is Kim Rottet. Currently, I serve as Assistant Director of Recreational Sports, overseeing the administration of the Programs Division at TAMUCC. I do have some municipal recreation roots as well from my days working in the Greater Houston area in PARD. We have quite a bit of material to cover, so we are going to go ahead and jump right in. As we work through the presentation, if you have questions, please feel free to ask. Additionally, I’ll hang around for a few minutes after to answer any questions that may have not been answered during the presentation.
- What we are going to talk about in this session… Hopefully, by the end of this session you will leave here with an understanding on how to improve your written “resume professionalism”. Given the state of the current economy, with many professionals seeking new employment, it is critical that you know how to construct a resume and cover letter. You won’t be the only well qualified applicant applying for that job you have your eye on.
- Why is resume development so important? What’s it all about? Primary Purpose – To convince a prospective employer that you are an outstanding candidate and worth an interview. A strong resume captures one’s personal energy and unique achievements, while keeping the prospective employer in consideration and focusing on the skills that would be most appealing to the employer. Did you know… That according to Career Builder.com “finding a job is actually tougher than the job itself” Did you know… Research states that a bad/incomplete resume is the #1 reason for “not calling a candidate for an interview” (“The Job Report” February 2005) Combine these ideas with the FACT that you WILL NOT be the only well qualified applicant for the position you want is all the more reason to ensure that your resume stands out. Another staggering statistic…According to Jim Jamriska’s study 78% of resumes fail to adequately reflect the experiences of the people they describe.
- Mast – We’ll look more specifically at the components that make up this section an upcoming slide next slide with specific examples. Career Objectives – Personally, I do not recommend using them UNLESS you are applying for a very specific position. I would NEVER use a general objective when, say when attending a job fair. I have found this to be a common mistake when working with my students who attend career fairs. *In Jim Jamriska’s study, he found that individuals who have too specific of an objective can actually get a candidate eliminated from a job pool – meaning don’t use them if you are attending a job fair. **NOTE - If your job search is in full swing and you are applying for multiple positions, DO NOT, I repeat DO NOT submit the wrong resume with the wrong objective to the wrong university. It happens – far more frequently than one might think and this is a sure way to have your application materials thrown immediately into the NO pile. I have thrown resumes into the NO pile for this. Think about it – What does it say about you if you submit a resume for a position with the wrong objective? It says that you are lazy or became complacent and not thoroughly reviewing your submission or that you just don’t care. Either way – That isn’t someone I want to work with. Educational Record – We will have an upcoming slide with specific examples. Professional/Related Work Experience – 5 Ws and H – Once again, we will have a slide with some specific examples in terms of verbiage/descriptors used. Non-Related Work Experience – We will talk about how much is too much, but still this is an important section in your resume. Personal Information – There are some specific rules here we will cover. Professional Development – This is a must for your resume, but please note that it is not meant to be a listing of conferences you have attended . *According to Dr. Ross’ study – administrators valued applicants who show an early commitment to get involved in professional organizations and activities while still in college or very early in their professional career. What does that mean? Any of you students present here at TOLC? Yes, that’s what it means. Presentations, committee work, volunteering at conferences or other professional developmental opportunities. References – There are several very specific rules here we will discuss in this presentation. Overall resume design – I’ll share a few items with that. LOA – often called the cover letter or letter of application – I do have a specific example for you in this presentation.
- A Note on Formatting – Ideas to consider - and they coincide with what Jim Jamriska & Dr. Ross found in their respective studies. Who has heard? – That a resume can only be one page? (Show of hands). In the field of recreation, we have an advantage. Unlike many other professions, a resume of more than one page has become the norm in recreation. Having said that, it is still critical that the candidate have a consistent and clean look, presenting the materials in a concise manner. What do you think – Shorter, bulleted sentences or paragraphs? (Show of hands) – According to Jim Jamriska’s study, the potential candidate should use shorter, bulleted sentences rather than paragraphs. Additionally, you should avoid using microscopic fonts to fit more information in the document. You can help eliminate smaller font sizes by effectively using the available white space on the page. A note on those bullets – A job seeker should list his/her accomplishments by importance, impressiveness and relevance to the desired job. Phrases to remove to save space: Objective, which can be stated in the LOA or “references available upon request” Additionally, many people add phrases like “Great interpersonal skills” or “Excellent Communicator” An employer will gain an insight to your written communication skills via your application materials. He/she will also be able to tell if you possess other desirable qualities when they meet you. Early in the editing process, personal pronouns such as “I” and “me” should be removed. Wasted space that can/should be used with power verbs. Save the space – talk about your work related abilities instead.
- Addresses – Note the dual address on the next slide. This version is predominantly geared more towards students who may be graduating and looking for a professional position/graduate assistantship. It could also be useful if you are planning on moving while in the middle of a job search. **NOTE - It’s worth making the effort to make it known how long you will be at one address and moving to a new one. Prior to moving to Houston out of college, I found it very difficult to get call for an interview because I wasn’t “local” just yet. Once I had secured my local address, more calls for interviews started coming in – I think because I altered my resume to indicate the time I would be local. Email Addresses – you see it listed on the slide, but it’s worth driving the point home…Be careful about which email you submit for your contact email. You need to have access to check it… Daily if you are in the middle of a heated job search! It needs to be appropriate. Examples on the slide are obviously NOT kosher. Underscores in email – I don’t recommend using them. Why? Because most candidates forget to ensure that their email address isn’t underlined (like a link). When it is underlined it is difficult to see the underscore. Remember – Make it as easy as possible for a potential employer to get a hold of you. Number 1 or lower case L’s. With specific types of font, they don’t look that different. Don’t make it confusing! Relevant Information – Less is more here. Unfortunately, many people do have stereotypes and being to forthcoming with information can hurt you. Some of you might sit here and say well that’s illegal. In some instances, yes it might be…in some, it might not be. You might be extremely proud of being an ordained minister, but the person hiring you might be agnostic….It doesn’t make it right, but let’s be realistic…IT HAPPENS! Voicemail – Similar theory of rules with email. If you do not have an appropriate voicemail message on your phone, remove it and put a more appropriate one on there. It says a lot about you, or perhaps reveals a lack of character if it isn’t appropriate. **A note on cell phones – I realize that we are talking about cover letters and applications…we aren’t touching on the interviewing stages just yet, but this is worth saying. If you have done all this work on your resume/cover letter and land a phone interview, try to have that phone interview on a land line phone. Why? To reduce the risk of poor cell phone reception service. If you have to have the phone interview on a cell phone, at least do yourself a favor and be sitting in a location you know you traditionally have good service to reduce dropped call risks.
- A Mast Example… Once again – Note the two addresses. Again, I list this up here mostly for students with questions about the mast of their resume. In the event you aren’t a student or are not planning a move in the near future, you can use your permanent address (centered). The general rules for the size of your name in the Mast and Essentials for contact information are the same. Pay attention to spacing and justification.
- Educational Record This information speaks for itself for the most part. But there are a couple of explanations I can provide for this. Why you don’t need high school information listed…Most high schools curriculum is general, even if you went to a magnet school. It is the work, and extra curricular activities in college that employers are going to be more concerned with how you balanced those. GPA rules…If you have a great GPA, you might want to be proud to list it. General rule of thumb though, if it isn’t higher than a 3.7 I wouldn’t list in on your resume. If your undergrad was lower, but your Graduate was higher, you list them both or neither of them. You can put magna cum laude though.
- This is my educational record example. Please note that I have not provided my high school information, but I have provided all information from the most current listed first to my previous work. If you are going to graduate school and will have two records to list (Bachelors and Masters), you can list them side by side in much a similar way that you listed your current and permanent address.
- Job Function ie. Instead of saying: Worked in the Dugan Wellness Center facility….say something like… Assisted in the supervision of the Dugan Wellness Center….or…Ensured proper patron usage of the facility….or…Respond to patron inquiries, including but not limited to comments, complaints and recommendations. Also Important… Present vs past tense. It makes a difference! If you are still currently working in the position, use present tense words. If you are no longer working in a position, use past tense. I promise it counts…it is a part of formatting and appropriate word choice…It counts. Get it right.
- How to List (Order) Chronologically, starting with your current position. Having said that, you can list positions as “Professional” and start listing. Have a separate section for “Related” then list it out chronologically. REMINDERS A common reminder I often need to remind my students of: If you work multiple positions within your on job (perhaps you were promoted), you need to list each of them out. WHAT DO YOU DO? Think about your specific position – What is it that you do? Correlate action/descriptive words to describe it. One helpful way to get started is to grab a copy of your job description. Do you actually do the items listed? Do you do more than the items listed? Use some of these descriptor words.
- This is my current position description and an example of how it looks on my resume.
- Non-Related Work Experience Same ideas (be specific) here for Non-Related Work Experience...Probably don’t really want to call it Non-Related Work Experience though. That could make it sound somehow less important; however, it is important that you also showcase your “transferable skills”… For Example – On my resume, I entitled this section “Related” work experience. It may not be directly related to my current professional position, but it’s close. It includes my current “part time” positions as adjunct faculty and a challenge course facilitator, but it also included relevant experiences from when I was in college (Administrative Staff for summer camp, facility supervisor, Learn to Swim instructor, etc.) What are Transferable Skills ? Speaking effectively Writing concisely Listening attentively Expressing ideas Facilitating group discussion Providing appropriate feedback Reporting information Interviewing Editing
- Professional Skills & Development Certifications - Hiring managers also want to see that you have not only been a member of your student/professional organization(s), but an active participant in it. Professional Organization/Memberships & Conferences/Workshops Attended: According to Jim Jamriska’s study, he found that this is one of the key components of a resume. This section will show employers your dedication to the field if you have earned certifications or attended conferences. However, the trickiest one here is the Professional Conferences. If you, especially as a student, showed enough leadership qualities for your employer to pay or assist in the payment of professional development that is a good thing to list. That says something about you. It is important for potential employers to know this. Just keep in mind that for A LOT of people simply attending is not enough. Employers want to see how you were involved…what you did above and beyond simply participating. Presentations & Publications Authored: This is a big one! It shows you as an employer going beyond the scope of your position for your own development. It will also show sound writing skills, as well as presentation skills. Computer Proficiencies: It’s important with technology and the Go Green efforts today. Volunteer/Community Involvement: Extracurricular Committee Involvement: Be sure to highlight your involvement, whether it be within your City/Organization or TRAPS or something like it.
- Similar to the notion that simply attending conferences may not be enough – Patsy Kott was kind enough to provide me with some of her thoughts on the subject awhile back and shared this.
- Professional References (What I do Suggest): Ask your references… This is key. DO NOT surprise your references to the point that one day they receive a phone call on your behalf from a potential employer. In order for them to give you the best recommendation, they need to be made aware of the jobs you are applying for, and a little more about the specifics of this position. That way they can best relate your skills to each position specifically. It wouldn’t hurt to ensure they have a copy of your resume and/or the position you are applying for. Balance – This is more important than you may realize, particularly in today’s job market. DO NOT have a list of all male or all female references. Balance within the gender is important. Power Reference & Listing – Order of your references is actually important. The first person you list is generally your “power reference” I don’t mean that this is the person you is simply able to provide the most positive feedback for you. This person is your main reference that can appropriately discuss your qualifications pertaining to each specific position….each specific position…this means that your power reference can change for different positions you apply for, depending on the job you apply for. **NOTE – DO NOT list the department director just to list the department Director. Your references need to be able to speak to your strengths; therefore, it would not be wise to list someone “powerful” if they can not speak to your work performance.
- Professional References (What I Don’t Suggest): DO NOT put “References Available on Request” DO NOT put that down on your resume. Flat out…it looks lazy…like you don’t care enough to be thorough or aren’t keeping your references up to date with your search. Per Dr. Ross’ study, he found that hiring professionals prefer to receive references listed on a separate page. More than 70% of the professionals he surveyed strongly preferred this. Because most position applications are online now you should have an opportunity to attach a References List as supplemental materials. Contact information needs to be complete and consistent. PET PEEVE! If you worked for a family owned business…Is there a supervisor that isn’t family? Listing Power People – We discussed this in the last slide. References need to be able to speak to your job performance. All One Gender – Remember Balanced Character References – Let the employer be the judge of your character. Three or more references from the same setting or location References without Email addresses listed. *According to Dr. Ross’ study, there was an overwhelming agreement that references not be listed on the actual resume. Some people take this to mean use the phrase “references available on request” but the study also found that many professionals preferred a separate list of references – not simply put at the end of a resume.
- Additional Helpful Information : Resume Paper – With technology, this is slowly decreasing, but if you walk into an office supply store, you will see shelves of “fancy” resume paper. Do not be fooled into thinking they make your resume extra special. These papers are often too expensive with linen or parchment finishes. Save your money and get a good quality paper (it can be slightly heavier than regular copy paper) with a smooth finish. If you just don’t want white, it can be the slightest shade of cream color. Designs – Smooth finishes. Designs may make text harder to read. Typeface – Word default is Times New Roman (serif). Times isn’t my favorite because of the word spacing. It appears, to me, that the word spacing is not exactly harmonious and too tight. If you like serif, I recommend Georgia over Times New Roman. Keep in mind that Georgia at the same size as Times will appear larger. Perhaps set the size smaller, but just don’t go under 9 points. Text size – Remember that not everyone has 20/20 vision. Text not smaller 9 point for sans serif type and 10 points for serifed. Name in the mast should be the largest font in the document. Resume Length – How many of you have heard the one page resume? It isn’t always true. For education, my undergraduate background, yes – they prefer the one page resume. For Recreation Professionals, we can get away with more. Remember this – Make it readable, neat in format, don’t break the rules (don’t lie or use poor grammar), be judicious in how you present yourself, but don’t sell your experiences short. Remember this too – Jim Jamriska in his thesis study found that Recreation Professionals tend to spend 2-3 minutes on the average reviewing resumes as opposed to the old 30 second scan. He also found that unlike other professions, a resume of more than one page has become the norm in recreation. Be judicious, but use this to your advantage. This correlates to Dr. Ross’ study, where he found that for entry level positions – preferred length was two pages or determined by the amount of experience. Format – Suggested chronological use of bullets – We’ve already talked about this! Stand Out – Again, paper resumes are reducing, but a colored paper clip will help get yours noticed in a stack. Personal Business Cards or telephone calls to the person you applied to – just don’t be too pushy. Email – Never write what you can say. Abbreviations – NEVER!! EVER! It’s capitalized, red and underlined…It’s important. It’s not a resume rule to break, but it is one that so many people do. Spelling/Grammar – DO NOT commit these mortal errors. Two common mistakes – Misspelled words and providing false information. Employers can and will cast aside a resume with misspellings. It is viewed as a sign of poor work ethic and planning. Never a “Canned Resume” Your resume needs to be suited to each different position you apply for. That means you may be rewording descriptors, removing/inserting some, etc. Cater it to each specific position.
- More Helpful Information: It should be common sense, but you need to keep the information current. Social Networking Sites – BE CAREFUL! If you think that employers aren’t using the technology to “check in” on you, you’re wrong. You either need to be extremely diligent about what you allow to be posted or you post yourself. Remember that in some school systems, educators are being fired for a status update they uploaded blowing off some steam. Be careful. ALSO – Remember, this can work in your favor. When I was applying for positions before I accepted my current position, I used Facebook, MySpace, LinkedIN and other social networking sites. You’d be surprised how many people didn’t have their profiles set to private and what I was able to learn about the people interviewing me Addressing people properly. You may not always know. Do your homework and try to learn how to properly address. If the person has earned their doctorate, and you aren’t on a first name basis with them – pay them the respect/courtesy of addressing them as Dr. They worked very hard for that degree and deserve that respect! Regular edits – you lose too much if you don’t update regularly. Plus, if you are regularly editing it, when that perfect next step does become available to you, you don’t have to scramble as much to create one from scratch. Shot gunning your resume? DO YOUR HOMEWORK! Is the job a good fit for you based on what you know. Consider location, schools if you have kids, chances to further your education, etc….don’t just send your resume out to see if you get called.
- Letter of Application: There are a lot of cover letter rules. I myself have a hard time following some of the traditional rules of a cover letter as none of the cover letters I have written are quite as concise as the next slide example. However, most people will tell you…3-4 paragraphs. Since the LOA only gets a quick glance by most, action words are important. Critical!!! – DO YOUR RESEARCH about the job. Make sure to get a name of someone to address your cover letter too. Names are not always listed in the position descriptions. Call and ask for a name. It shows initiative and also that you know how to write a proper letter. Get a name! Perhaps it is the name of the Chair of the search committee. Perhaps it is the direct supervisor.
- The Interview: You may have written a great cover letter and described your current and previous positions in a very articulate manner. Those may be the reasons you got the interview. You can easily blow it in the interview if you do not present yourself well. Interviewing well is a skill – one that should be practiced. You probably shouldn’t go into an interview cold, not having practiced at all. Arrive Early…DO NOT be late! Any current hiring managers in the room – Would you prefer the candidate to arrive late or call to let you know that something unavoidable came up? Traffic (which you should have planned for), flat tire (which you can’t predict) – COMMUNICATE with your potential employer. Attire – Read from the slide
- Common questions may vary depending on the position of level of position you are applying for, i.e. if you are applying for a customer service/membership related position, you will likely be asked about your skills in that area. If you are applying for more of an administrative position, you would likely be asked about your abilities to manage a budget or supervise staff. How to Respond to the Tricky Questions: A Few Examples… EVERYONE has a weakness. Do NOT say respond to this question saying you don’t have a weakness. Also, interviewers have heard “canned” responses like “I’m a bit of a perfectionist”. What you are really saying there is, I don’t have a weakness, bc I am a perfectionist and you can expect great things from me. You don’t really answer the questions when you say that. The trick to this question is to be honest. If you lack experience managing a budget, be honest….But, then follow it up with what you are doing to improve upon the weakness. Last Boss – Should you be asked this question, never insinuate that you had problems with that individual. Strength – This is an opportunity to highlight your best skills. If you pair skills correctly, you can even get away with naming a few. To an extent (without lying) you will need to determine which strengths would fit best with the position for which you are applying. Why Here – Your response to this question will promptly let the employer know if you have done your homework or not. If you have done your homework (you know the organization, its direction, programs, facilities, etc), this question give you an opportunity to show some initiative and demonstrate how your experience/qualifications match what the employer is seeking. Salary Expectations – In an initial interview, you might try to commit yourself to not discussing specific numbers. It would behoove you to at least research the average range for the type of position you are applying for. If the employer asks you to name a number, you can cite the range you researched. About yourself – Seems simple enough to answer, but in fact is quite tricky. The important thing to know is that the employer probably does not want to know about your hometown. Pick a couple of points about yourself, your professional experience and perhaps career goals. Wrap that up with your desire to join this team. Keep in mind that one of the most important strategies is to match your qualifications with the employer’s needs.
- Questions to Ask…AND DO ASK QUESTIONS! Huge pet peeve/turn off for me as a hiring manager – when the candidate does not ask questions. When asking questions, keep in mind that you should have already done your homework. You can ask the employer to clarify something you found in your research. If you are asking the questions in the correct manner, you will let the potential employer know that you did in fact do your homework, but are also seeking further explanation. i.e. If someone is looking on the TAMUCC website and the position they are interviewing for works closely on Special Events…that individual should view the website and get an idea as to what types of events we offer. They might see Paws for a Cause and that the money is donated to First Friday. A wise candidate will then look up First Friday. But that candidate may say something to the effect of: I saw on your website that Paws for a Cause is currently one of your larger special events. First Friday was noted as the primary beneficiary; however, I didn’t see a dollar amount attached to the last donation. How large has the event traditionally been and what kind of funds have been donated in the past.