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Resume Writing And Interviewing Quick Start!2009 Careers in Federal Libraries
Robert R. Newlen
July 10, 2009
2
Some Resume/Cover Letter Bloopers
Reason for leaving last job: maturity leave Failed bar exam with relatively high grades Let’s meet, so you can “ooh” and “aah” over my
experience You will want me to be Head Honcho in no time Am a perfectionist and rarely if if ever forget details Marital status: often. Children: various. Finished eighth in my class of ten
3
Resume Writing - Goals
Examine different types of resumes
Review step-by-step the process for writing a job-winning resume
Take away at least one new idea
4
Chronological
Pros Easy to read and write Focuses on job progression Draws attention to name of
your library or organization
Cons Less desirable for those who
have been in one position for an extended period
Can focus on employment gaps
Makes all your jobs have equal weight
Not good for career changers
Can accentuate vague job title
Senior Research Librarian, 1991 - PresentThe Library of Congress, Legislative Reference Service
• Extensive reference service, including in-person assistance, to Membersof Congress and congressional staff.
• Specialize in issues related to arts and education.• Expert searching skills using a wide range of databases such as NEXIS,
WESTLAW, and DIALOG. Use of Internet protocols and resources: Gopher, World Wide Web, and E-mail.
• Experience with archival and special format materials using Library ofCongress and other collections related to film, photographs, and music.
• DOS, Windows, and Macintosh proficiency for research and technicalsupport.
• Supervisory experience in delegating and reviewing work of librarians.
Special Assignment, Team Member, User-Evaluation Special Project, 1991-93The Library of Congress American Image Project
• Evaluated American Image prototype (an electronic version of archivalmaterials in Library of Congress collections).
• Chaired site selection subcommittee, prepared report, and presented resultsto senior managers.
• Coordinated orientation and training sessions at Library and at selectedsites throughout the U.S.
• Wrote sections of instruction manual, interviewed site coordinators,analyzed site experiences, and was one of three authors of final report.
6
Functional Resume - Pros
Good if you have been in one position a long time – focuses on skills and abilities
Works well for career changers Works well for those re-entering the job
market Makes employment gaps less noticeable Good for job switchers or those in part-time
or temporary positions
7
Functional Resume - Pros
Good for recent library school graduates and those with limited job experience
Works well for those with jobs which are unrelated and don’t reveal a distinct career path
Film reference and research
Provided in-person and telephone reference service in major university film library. Created major bibliographies on film history, production, and personalities. Examined and prepared special collections inventory of Ritz Radio Theatre disk
recordings. Excellent research skills with archival and special format material using Library of
Congress and external collections related to film, photographs, and music.
Web and database searching
Extensive searching experience including use of NEXIS and Dialog. Use of Internet protocols and resources: Gopher, World Wide Web, and E-mail. DOS, Windows, and Macintosh proficiency for research and technical support.
9
Combo
Pro Can be useful if you
have been in one position or institution for a long time
Highlights distinct jobs as well as skill areas
Con Needs special attention
in how it is presented graphically
Senior Research Librarian, 1991 - PresentThe Library of Congress, Legislative Reference Service
Reference and Research• Extensive reference service, including in-person assistance to Members of Congress and
congressional staff.• Specialization in issues related to arts and education.• Experience with archival and special for mat materials using Library of Congress and other
collections related to film, photographs, and music.
Automation• Expert searching skills using a wide range of databases such as NEXIS and DIALOG. Use of
In ternet protocols and resources: Gopher, W orld W ide W eb, and E-mail.• DOS, W indows, and Macintosh proficiency for research and technical support.
S pecial Assignment, Team Member, User- Evaluation S pecial Project, 1991-93The Library of Congress American Image Project
Project Evaluation• Evaluated American Memory prototype (an electronic version of archival materials in Library of
Congress co llections).• Chaired site selection subcommittee and presented results to senior managers.• Coordinated orientation and training sessions.
W riting• Co-authored instruction manual fo r digital prototype.• Wrote final report for the project.
Senior Research Librarian, 1991 - PresentThe Library of Congress, Legislative Reference Service
Reference and Research• Extensive reference service, including in-person assistance to Members of Congress and
congressional staff.• Specialization in issues related to arts and education.• Experience with archival and special for mat materials using Library of Congress and other
collections related to film, photographs, and music.
Automation• Expert searching skills using a wide range of databases such as NEXIS and DIALOG. Use of
In ternet protocols and resources: Gopher, W orld W ide W eb, and E-mail.• DOS, W indows, and Macintosh proficiency for research and technical support.
S pecial Assignment, Team Member, User- Evaluation S pecial Project, 1991-93The Library of Congress American Image Project
Project Evaluation• Evaluated American Memory prototype (an electronic version of archival materials in Library of
Congress co llections).• Chaired site selection subcommittee and presented results to senior managers.• Coordinated orientation and training sessions.
W riting• Co-authored instruction manual fo r digital prototype.• Wrote final report for the project.
11
Seven step approach
Personal inventory
Identify job objective
Identify knowledge, skills and abilities that meet job objective
12
Seven Step Approach
Identify YOUR major knowledges, skills, and abilities that best meet your job objective
Identify your accomplishments
Assembling the resume – how it looks
A final checklist
13
Step 1: Personal Inventory
Professional work history Reverse chronological order, list all position
titles and organizations List your accomplishments under each
position
14
Professional work history
What are your responsibilities? How many employees have you supervised? Can you quantify your accomplishments? What personal skills have you developed? What did you initiate or implement? What leadership skills have you developed? Awards? Writing skills? Public speaking?
Assistant Director, Redford County Public Library District, Redford, AR1991 to present
• Assisted Director in managing a budget of $4.5 million, a staff of 105, and a collection of over275,000 items
• Worked closely with Board consisting of 7 members• Library Building Committee - Chaired this committee for 2 years• Coordinated transition team to plan move to new building• Designed Library's Disaster Plan• Designed and implemented ADA Strategic Plan• Wrote Supervisory Manual for the library• Advised 5 Department Heads on writing job descriptions• Counseled Department Heads on employee problems
Acting Director, Redford County Public Library District 1990
• For six month period, served as Acting Director• Negotiated the new build ing plans with Board and County government Worked closely with
community groups on all aspects of building plan• Proposed budget that was passed on the first a ttempt by Library Board• Responsible for all administrative functions of the Library
Associate Librarian/Head of Technical Services, Redford County Public Library District1989 - 1991
• Managed all aspects of Technical Service Department including acquisitions, serials,interlibrary loan, and cataloging functions
• Extensive use of OCLC and the Dynix automated library system• Experience with AACR2 and MARC formats• Extensive audiovisual cataloging• Supervised a staff of 7• Outstand ing performance evaluation
Assistant Director, Redford County Public Library District, Redford, AR1991 to present
• Assisted Director in managing a budget of $4.5 million, a staff of 105, and a collection of over275,000 items
• Worked closely with Board consisting of 7 members• Library Building Committee - Chaired this committee for 2 years• Coordinated transition team to plan move to new building• Designed Library's Disaster Plan• Designed and implemented ADA Strategic Plan• Wrote Supervisory Manual for the library• Advised 5 Department Heads on writing job descriptions• Counseled Department Heads on employee problems
Acting Director, Redford County Public Library District 1990
• For six month period, served as Acting Director• Negotiated the new build ing plans with Board and County government Worked closely with
community groups on all aspects of building plan• Proposed budget that was passed on the first a ttempt by Library Board• Responsible for all administrative functions of the Library
Associate Librarian/Head of Technical Services, Redford County Public Library District1989 - 1991
• Managed all aspects of Technical Service Department including acquisitions, serials,interlibrary loan, and cataloging functions
• Extensive use of OCLC and the Dynix automated library system• Experience with AACR2 and MARC formats• Extensive audiovisual cataloging• Supervised a staff of 7• Outstand ing performance evaluation
Head of Reference, Redford County Public Library District1987 - 1989
• Supervised a staff of 8 reference librarians and 4 library aides• Served on the collection development committee• Chaired committee on user access • Revised and improved library reference guide• Developed and monitored database budget of over $25,000.
Reference Librarian, San Angelo Free Public Library, San Angelo, TX1984 - 1987
• Provided extensive reference service • Coordinated staff training on new online catalog• Redesigned quick reference collection for more efficient use
Elementary School Librarian, Sam Houston Elementary School, Eagle Pass, TX1982 - 1984
• Developed and maintained library and multimedia center for school of 350students
• Created Parent Advisory Committee for library to increase parent volunteers• Implemented automated circulation control for the library
Substitute Reference Assistant, Springdale College, Springdale, TX1981 - 1982
• Performed part-time reference services for college library serving 800 students• Staffed reference and circulation desk• Routinely used college automated catalog to assist patrons
Documents Technician (part-time), Grinnell College Undergraduate Library, Grinnell, IA1977 - 1979
• Worked with Federal Depository Library collection• Sorted and shelved documents• Maintained collection
Head of Reference, Redford County Public Library District1987 - 1989
• Supervised a staff of 8 reference librarians and 4 library aides• Served on the collection development committee• Chaired committee on user access • Revised and improved library reference guide• Developed and monitored database budget of over $25,000.
Reference Librarian, San Angelo Free Public Library, San Angelo, TX1984 - 1987
• Provided extensive reference service • Coordinated staff training on new online catalog• Redesigned quick reference collection for more efficient use
Elementary School Librarian, Sam Houston Elementary School, Eagle Pass, TX1982 - 1984
• Developed and maintained library and multimedia center for school of 350students
• Created Parent Advisory Committee for library to increase parent volunteers• Implemented automated circulation control for the library
Substitute Reference Assistant, Springdale College, Springdale, TX1981 - 1982
• Performed part-time reference services for college library serving 800 students• Staffed reference and circulation desk• Routinely used college automated catalog to assist patrons
Documents Technician (part-time), Grinnell College Undergraduate Library, Grinnell, IA1977 - 1979
• Worked with Federal Depository Library collection• Sorted and shelved documents• Maintained collection
17
Non-professional work history
Have you learned any skills that apply to your job objective?
18
Education, Specialized Training, and Language Skills
List degrees, schools, dates of enrollment Awards, scholarships, fellowships,
internships, etc. Training courses Technology skills Emphasize skill proficiency (routine or
occasional use of a system)
19
Professional Association Involvement
Professional association memberships
All activities and participation
Attendance at professional conferences
20
Publications
Names and titles of books and articles
Experience in writing articles for association or staff newsletters
Keep a master file of publications
21
Presentations
Presentations at professional conferences, workshops or seminars
Courses you have taught
Tours you have led
22
Research and Grant Activities
List ongoing research
Grant supported research
23
Volunteer Work and Personal Interests
List volunteer work Volunteer skills you have acquired:
organizational, public speaking, fund raising, budgeting, publicity, meeting deadlines, coordinating meetings, planning for events, leading a team, recruitment, training, scheduling
24
Personal Interests
Sports
Hobbies
Community activities
25
Step 2: Identify Your Job Objective
Helps you tailor your resume
26
Specific Job Objectives
Coordinator of Children’s Services, Houston Public Library
Electronic Services and Reference Librarian, Tennessee Technological University
Library Systems Administrator, Prince Edward County Public Library
Metadata Services Cataloger, Wichita State University
27
Broad Job Objectives
User instruction librarian in an academic institution
Collection development librarian
Corporate librarian
Archivist/special collections librarian
28
Step 3: Identify knowledges, skills, and abilities or functional areas
Link these to job objective
Start thinking like the employer
What skills are most desirable?
Refer to critical skills identified in the job announcement
29
Job objective: Instructional Services Librarian in a public library
Significant library instruction and reference experience
Knowledge of electronic resources and library systems
Experience with Web page design and development
Ability to work collaboratively
30
Step 4: Identify Accomplishments & Abilities That Support Each Skill or Quality
For example, a job applicant (Janet Taylor) wants to be a director in a small or medium-sized library
What skills are needed for this position?
31
Skills needed for position as director of small or medium-sized public library
Experience in a public library system Fiscal management skills Supervisory experience Ability to interact with community, library boards, and
local governments Leadership skills Experience with technology Strategic planning Organizational skills
32
Janet Taylor’s Selects These Skills and Quality Areas
Supervisory and administrative skills Community and government relations
experience Technology planning skills Fiscal management skills
33
STEP 5: Identify Your Accomplishments That Support Functional Statements
Keep the language tight and phrases short
Don’t use the first person “I”
34
Accomplishments: Use incomplete sentences
Planned and implemented the network Initiated after-school reading hour Coordinated acquisition proposals Evaluated cataloging policies Wrote training manual Administered budget of over $ 2 million Simplified archival acquisition procedure
35
Use Action Verbs!
Achieved, administered, compiled, converted, effected, expanded, improved, increased planned, reorganized, streamlined, trained, etc
36
Avoid Terms Found in Job Descriptions
Responsible for…. In charge of…. Duties included…. Scope of responsibilities….
37
Use Plain English
Avoid insider technology and acronyms Don’t use: Represented the library on
District Steering Team for WPL-WASB Pilot project
Don’t use: Established the IMC routines Don’t use: Represented the section on
interlibrary team
38
Quantify Your Accomplishments
How many people did you supervise? How much money did you save? What size budget did you manage? How much did circulation improve? How did productivity increase
39
Quantify, Quantify, Quantify
Instead of “Changed procedures for checking-in serials”
Use: “Successfully streamlined procedures for serial check-in which saved 8 hours of staff time a week
40
Janet Taylor’s Accomplishment Statements
Supervisory and administrative skills Wrote comprehensive library disaster plan Assisted in the administration of over 100 staff Coordinated transition team to move central library to
a new building Chaired library building committee and submitted
plan that was approved by library board Counseled department heads on employee problems
41
Janet Taylor’s Accomplishment Statements
Community and government relations Designed and implemented ADA Strategic
Plan Met monthly with library board on a wide
range of issues Represented library on Redford County
Business Development Committee Negotiated building plans
42
Step 6: How the Resume Looks
Resume length – one page? Two pages? More?
Use plenty of white space Don’t compress margins Don’t shrink font size Used good quality paper
43
STEP 7: Final Checklist
Proofread – check and recheck grammar, spelling and punctuation
Is it neat? Have someone else critique your resume:
peers, mentors, managers, some in the area of librarianship which you are pursuing, someone outside of the library world, someone who hires in the area of your job objective
44
Final Checklist
Have you described your position in your own words?
Have you included relevant nonprofessional work experience and volunteer experience?
Have you accounted for periods of unemployment?
Have you used acronyms that will have no meaning for the employer?
45
Final checklist
Will your resume pass the New York Times test?
Is your resume concise and to the point? Have you checked and rechecked to make
sure every statement in your resume supports your job objective?
Have you carefully proofed for typos?
46
Recommended Reading
Resume Writing and Interviewing Techniques That Work by Robert R. Newlen. Neal-Schuman, 2006.
Jump Start Your Career in Library and Information Science by Priscilla K. Shontz.
A Day in the Life: Career Options in Library and Information Science by Priscilla K. Shontz.
The Librarian’s Career Guidebook by Priscilla K. Shontz.
LIScareer.com
47
48
Interviewing2009 Careers in Federal Libraries
Robert R. Newlen
July 10, 2009
50
Interviewing Goals
Provide you with the tools you need to feel confident about interviewing
Come away with one new tip that will set you apart from other candidates
51
Preparing for the Interview
Conducting target employer research
Anticipating questions and practicing responses
Completing an interview dress rehearsal
52
At the Interview: Delivering a Job-Winning Performance
Developing your personal interview style Techniques for answering questions What to do when you are stumped for an
answer Handling questions about salary Concluding the interview
53
Special Types of Interviews
Informational Screening Telephone One-on-one vs. group Meal-time
54
Crash Course Interview Tips
When you don’t have much time to prepare for the interview
55
Conduct Research About the Potential Employer
Background information provided by the employer
Online and web search
Google the names of your interviewers
Your personal network and library colleagues
56
Using Your Personal Research During the Interview
Demonstrate you have done your homework
For example, you might say “according to your annual report…” or “in reading about your library in Library Journal I learned that….”
57
Anticipate Interview Questions and Develop Answers
Write some questions and develop “bullet” responses
Behavioral questions: focuses on your personal behaviors and qualities
Situational questions: focuses on how you approach and solve problems
Practice your answers with a partner
58
Don’t Memorize Responses
Have a general sense of how you will respond
Use specific examples Focus on results Quantify where appropriate
59
Sample Questions
What do you like most/least about your present job?
Why are you interested in changing jobs now?
60
Sample Questions
Don’t you think you are overqualified?
There are positions at a higher level that I could pursue, but I’m impressed with the opportunities created by this position. I feel I can make a significant contribution here. This is the type of library where I think I can learn and grow.
61
Personal Characteristics Questions
Can you tell me something about yourself? How would describe your strengths and
weaknesses?
In the past, I tended to take on too many projects at work. In one instance, I came close to not meeting an important deadline. That experience taught me the importance of planning and allowing for the unexpected.
62
Personal Characteristics Questions
What is the best way to motivate you?
How do you stay current in your area of librarianship?
Are you active in any professional organizations?
63
Skill-related Questions
Tell me about a time when you: Worked effectively under pressure Anticipated potential problems and
developed preventative measures Had to deal with an irate customer or patron Had to adapt to a difficult situation Made the wrong decision
64
Hypothetical Questions
Test your problem-solving skills: If a contractor was not completing work in a timely
manner, how would you handle it? How would you manage a situation where a patron
was looking at inappropriate material on the Internet?
If you could select only ten reference sources in your area of expertise, what would they be?
65
Questions that Entry-level or New Librarians Might Encounter
Which courses in your graduate program relate directly to this position?
What would you do if you heard a colleague give out incorrect information or misstate library policy?
What do you think the (school, public, academic, etc.) library of the future will look like?
66
Managerial Questions
How do you motivate staff?
Have you ever fired an employee?
What is the largest budget you have managed?
67
Interview Dress Rehearsal
The Interview Rehearsal Book: 7 Steps to Job-Winning Interviews Using Acting Skills You Never Knew You Had
By Deb Gottesman and Buzz Mauro (New York: Berkley Books, 1999)
68
Plan Your Wardrobe
Wearing something new? Wear it ahead of time so you know how your clothing will “act” – no wardrobe malfunctions!
Err on the side of conservative
69
Questions to Ask the Interviewers
What are the major challenges facing the library?
What is the work culture like? Collegial? Collaborative?
What is the typical day like?
What is the most important thing you would like me to accomplish in the first six months on the job?
What are the next steps in the hiring process and what is your time frame?
What is your timetable for selection of this position?
70
At the Interview
Know the location in advance Arrive 10 minutes early Obtain the names and pronunciation of your
interviewers in advance Take water with you
71
First Impressions Count
Greet everyone enthusiastically Shake hands firmly If the interview starts with small talk,
remember there is no such thing as small talk Smile Speak slowly and clearly
72
At the Interview
Don’t be afraid to pause
Ask the interviewer to repeat the question, if necessary
Engage all interviewers
Pay attention to interviewer body language
73
At the Interview
Know when to stop talking
Answer the question, then stop
Don’t drone on and on….
74
Techniques for Answering Questions
Use specific examples Quantify answers where appropriate Always define your role Never say anything critical or negative about
yourself Mention current trends in the field that may
pertain to the target library
75
Questions About Salary
Wait, if possible, to discuss salary until the job is offered
Do your research ahead of time, just in case
76
Stumped for an Answer?
Pause
Stall
Ask clarifying questions
Acknowledge you don’t know the answer
Don’t make it up
77
Concluding the Interview
Return to an earlier question which you had difficulty answering
At the end of the interview, you will be asked if there is anything you want to add. Make a strong closing statement
Thank the employer for the interview
78
After the Interview
Thank you letters to each interviewer
79
Special Type of Interviews
Informational
Great opportunity for students Screening Telephone One-on-one vs. group Meal-time
80
Interview Survival Skills
Bring copies of your current resume Bring copies of writing samples Dress conservatively Smile, be enthusiastic, and display energy Stop talking when you have answered the question Vary the tone of your voice Always think in terms of results – what did you
produce?
81
Interview Survival Skills
Maintain good eye contact At the end of the interview, ask questions
about the position and the library Thank the employer for the interview If you want the job, say so