The Complete Job Application Guide

Transcription

1 The Complete Job Application Guide This guide will walk you through the steps of creating a resume, cover letter, reference sheet, and thank you letter. It also includes samples of each document and a helpful action verb list. 0

2 The Complete Job Application Guide Table of Contents How to Create a Cover Letter... 2 Cover Letter Examples... 3 Making Your Resume Work for You... 6 Resume Examples... 8 Resumes: What NOT to do! Professional Profile Examples Thank You Notes References

3 How to Create a Cover Letter The cover letter is your introduction to the employer; most likely, you will submit the cover letter via . It is designed to accompany a resume when you apply for a job. The goal of the cover letter is to tell the employer why you are appropriate for this position and why they should review your resume for further consideration. Write the letter to sell yourself for the particular job you are seeking. Identify your experience, education, and skills that are most directly related to that job. Highlight items covered in your resume but DO NOT repeat your resume. You want the employer to READ your resume so only give the most important pieces of information from your resume, written in concise sentences that tell the SHORT story of you. Continue to use the key words from your resume to focus on your skills. A cover letter should be no more than one page. You MUST INCLUDE: WHAT position it is you are applying for How you found out about the position Why you want to work for THIS company Why you are the RIGHT person for the job How your education and area of study fit with the position How your past experience has prepared you for this position (focus on SKILLS) How to contact you COVER LETTER FORMAT (See sample) Be sure your letter is individually tailored for the job (never a form letter); utilize the employer s website or social media sites to gather information, focusing on the skills and attributes the employer is seeking in a candidate. Focus on their mission statement, goals, and overall vision. Address it to the contact individual by name (call and find out the name if you do not know it), including his or her correct job title, company name, and address. As a last resort, use the title given on the job description such as Dear Intern Coordinator but please do NOT use To whom it may concern, or dated terms like Dear Sir or Madam. Write in your own words in a conversational style with short sentences. Start with an introduction paragraph, followed by one or two paragraphs covering your education and experience, emphasizing the skills you have that match the position. Close with a summary statement about your qualifications and interest and a request for action (ask them to contact you). Include both your phone number and address as forms of contact and end with a "thank you" for consideration. Remember to sign the letter. When online applications are preferred, try to use an electronic signature or scan a copy of your letter with a true signature. When ing your application, attach both the resume and cover letter. DO NOT write the cover letter in the body of the . The body of your should say something like, Please see the attachments as my application for the policy analyst position. Always convert your documents to PDF s! 2

4 Cover Letter Examples YOUR NAME ADDRESS PHONE # CITY, STATE, ZIP ADDRESS ADDRESSEE TITLE ADDRESS CITY, STATE, ZIP DATE Dear ADDRESSEE: The first paragraph indicates why you are writing. State the position you are applying for and how you learned of it. Emphasize what you offer to the employer related to the position you are seeking (not what they can do for you). Cover letters are usually three to five paragraphs long, centered on one page, and written in a conversational style with short sentences. The middle paragraph(s) highlight the most significant information the employer will find when they read your resume. Briefly state your qualifications. Describe your education, highlighting your specialized training, related courses, and class projects. Describe your work experience, activities, and skills which are related to the job you are seeking. Provide specific examples of accomplishments and situations where you demonstrated job related skills. You may also add information about your experiences or personal work characteristics not listed on your resume. Summarize your qualifications and interest in the employer. Close the letter with an appropriate request for action. (Ask the employer to contact you and provide your phone number, OR indicate when you will contact them to arrange a mutually convenient time to meet.) Thank the employer for their consideration. Sincerely, YOUR SIGNATURE YOUR NAME 3

5 Benjamin Fuller 3526 Bates Street (412) Pittsburgh, PA Ms. Judy Wright Congressional-Executive Commission on China 242 Ford House Office Building Washington, DC September 1, 2013 Dear Ms. Wright: Please accept the enclosed information as my application for the summer internship with the Congressional-Executive Commission on China (CECC) that is advertised on the La Follette Career Development Webpage. I am currently a candidate for a Master of International Development degree at the University of Pittsburgh s Graduate School of Public and International Affairs (GSPIA). My particular interest in institutional and political reform in China and my past work with human rights issues fit well with CECC s work and mission. As shown on my resume, I have already had significant experience with China. I graduated from Lawrence University in Appleton Wisconsin, double majoring in History and East Asian Languages and Cultures. My work focused on the history, culture and politics of China. I have also had substantial Chinese language training, including two separate terms of study in Mainland China. My coursework in the Masters program at GSPIA has focused on additional work in Chinese politics, corruption and good governance, economic policy analysis, and statistical methods. Studying and working in China for two years has helped me understand the Chinese culture. I also tested into 4th year advanced Chinese for next year and have very good reading ability in particular. Additional details of my education and work experience are included on the attached resume. I would greatly appreciate an opportunity to learn more about the position. You can reach me by phone at or by at ben.fuller@gmail.com. Thank you in advance for your time and consideration. Sincerely, Benjamin A. Fuller Benjamin Fuller 4

6 Benjamin Fuller 3526 Bates Street (412) Pittsburgh, PA Ms. Judy Wright Congressional-Executive Commission on China 242 Ford House Office Building Washington, DC September 1, 2013 Dear Ms. Wright: Please accept the enclosed information as my application for the summer internship with the Congressional-Executive Commission on China (CECC) that is advertised on the La Follette Career Development Webpage. I am currently a candidate for a Master of International Development degree at the University of Pittsburgh s Graduate School of Public and International Affairs (GSPIA). My particular interest in institutional and political reform in China and my past work with human rights issues fit well with CECC s work and mission. My most relevant experience includes the following: Double majored in History and East Asian Languages and Cultures. Specialized studies in the history, culture and politics of China. Substantial Chinese language training, including two terms of study in Mainland China. Graduate coursework in Chinese politics, corruption and good governance, economic policy analysis, and statistical methods. Tested into 4th year advanced Chinese for next year Additional details of my education and work experience are included on the attached resume. I would greatly appreciate an opportunity to learn more about the position. You can reach me by phone at or by at ben.fuller@gmail.com. Thank you in advance for your time and consideration. Sincerely, Benjamin A. Fuller Benjamin Fuller 5

7 Making Your Resume Work for You Do you know how to get an interview in 30 seconds or less? The secret is to perfect your resume. Thirty seconds is the average amount of time it takes most employers to decide whether or not to consider an applicant for employment; therefore, you need to make the most of your resume. It needs to be clear, compelling and to the point. Follow our Do s and Don ts tips to get started. Resume Do s Utilize a list of action verbs when writing your resume (see page 9 of this guide). Emphasize transferrable skills (such as computer skills or customer service), especially if you don t have much experience or are in the middle of a career change. Make the resume attractive and eye-catching; be sure to line up the margins and consider using bullets and bolding to separate sections and duties on your resume. Leave yourself enough margin space so that the resume does not look crowded. Emphasize specific accomplishments at previous positions; quantify these achievements whenever possible. Write in the proper tense. If you are presently at a job that is listed, use the present tense for the job descriptions; if you are no longer at that job, use the past tense for the job descriptions. Be consistent with the tense throughout. Decide if you should use a chronological resume or a functional resume (most resumes will be chronological-see next section for details about each). Consider adding a Professional Profile or Summary of Skills section to the top of your resume (see page 11 for examples). Convert your resume to PDF format before ing. Resume Don ts Lie or exaggerate; you will have to defend the content of your resume. Have any spelling or grammatical errors; have at least two other people read your resume to check for mistakes before submitting. Include references or salary requirements unless requested. Use personal pronouns (I, my, me) in your resume. List your high school information; it is assumed that once you have graduated from an undergrad program that you also have a high school diploma or the equivalent. Include hobbies or other irrelevant information. Include personal information, such as gender, age, marital status or religion. Use excessively small type or hard-to-read font. 6

8 Which format works best for you? Use the guidelines below to decide: Chronological Resume This is the most commonly used resume format. It serves to highlight a good work history by listing your education and job experience in reverse chronological order, with your most recent information first. This format should be used when your work history shows growth and development and when there are no large gaps in your employment history. If you have less than 2-3 years of employment history and are still in school or have received a degree within in the past two years, list your education information at the top of the page (in reverse chronological order, omitting your high school information). Functional Resume The functional format should only be used if large gaps exist in your employment history or if you are changing your employment direction. Rather than highlight past experience, this format emphasizes your skills and qualifications. Each skill that you choose to list should be reinforced by specific experiences that can exemplify your knowledge and ability for the specific position you are applying to. Again, if you have less than 2-3 years of employment history and are still in school or have received a degree within in the past two years, list your education information at the top of the page (in reverse chronological order, omitting your high school information). Have you figured out which resume format best suits you? Ready to get started? Check out the next section, full of samples! 7

9 Resume Examples Your Name Address line 1 Address line 2 Phone QUALIFICATIONS, SKILLS, AND FOREIGN LANGUAGES Active Top Secret (TS) Clearance Experience producing concise analytical reports from comprehensive open source research Applied knowledge of computer hardware and experience constructing computer systems and software: Microsoft Office Suite, SPSS, Palantir, ArcGIS, DIVS Native proficiency in Italian, advanced proficiency in Spanish EDUCATION Master of Public and International Affairs, Security and Intelligence Studies 2013 University of Pittsburgh, Graduate School of Public and International Affairs (GSPIA) Pittsburgh, PA Minor: International Political Economy; Cumulative GPA: 3.94 K. Leroy Irvis Fellow and GSPIA Council of Scholars for top-ranked students Bachelor of Arts in International Relations, Middle East Concentration 2011 Salisbury University, Fulton School of Liberal Arts Salisbury, MD Cumulative GPA: 3.97, Summa Cum Laude Minors: Spanish, Political Science Thomas E. Bellavance Honors and Justin Shen Award to the first ranked senior in International Studies PROFESSIONAL EXPERIENCE Federal Bureau of Investigation (FBI), Pittsburgh Division September 2012 April 2013 Public Corruption Squad Intern Pittsburgh, PA Analyzed phone and political contribution records discerning patterns relevant to ongoing investigations Optimized the analysis of thousands of intercepted s using software to filter and categorize pertinent s Reviewed seized physical evidence identifying information relevant to ongoing cases Produced concise reports including visual aids to display frequencies and timelines of relevant events Ford Institute for Human Security September 2011 April 2013 Graduate Student Assistant Pittsburgh, PA Created a digital index of past research grants, facilitating consultation by staff and faculty Developed a uniform format for project proposals and staff tracking, enhancing compatibility across databases Designed flyers and assisted administrative staff in coordinating visits by guest speakers and fellows Salisbury University May 2008 July 2011 Information Technology (IT) Help Desk Project Manager Salisbury, MD Supervised five employees with direct responsibility for scheduling and performance of administrative duties Resolved the highest number of user-reported tasks with more than 700 closed incidents per quarter Updated a tracking system for the performance of staff weekly duties increasing compliance by up to 50% United States Department of State, U.S. Consulate General Naples May August 2010 Information Program Office Intern Naples, Italy Located and redistributed telecommunications equipment establishing a data base for tracking and accountability Worked to improve the consulate security score, placing Naples in the top 10 posts worldwide in the ipost system Ensured efficient design of network equipment and respect of security standards and access control safeguards Inspected network equipment to ensure compliance with State Department policies, regulations and procedures RESEARCH AND CONFERENCES Led a 5-person team researching global patterns of violent spillover from countries experiencing internal conflict, personally focusing on armed groups in the DRC and the minerals trade as their source of financing Presented research on violent spillover to a guest panel from the U.S. Department of Treasury's Office of Terrorism and Financial Intelligence (TFI) and the National Counterterrorism Center (NCTC) at GSPIA 8

10 Name Address Line 1 City, State, Zip Phone Number Address Skills and Qualifications Language Skills: Spanish (advanced), Portuguese (intermediate) Knowledge of SPSS and Stata Statistical Software Microsoft Office Excel, PowerPoint, Word, Access, Publisher Education University of Pittsburgh Master of Public and International Affairs, expected 2014 Graduate School of Public and International Affairs (GSPIA) Major: International Political Economy Coursework: International Political Economy Macroeconomics International Trade Policy Applications of Game Theory West Virginia University Bachelor of Arts International Studies, 2012 Summa cum Laude Concentrations: The Americas & International Development Bachelor of Arts World Languages, Literatures, and Linguistics, 2012 Concentration: Spanish Language Relevant Experience Graduate Student Assistant GSPIA University of Pittsburgh Pittsburgh, PA August Present Perform administrative tasks for the GSPIA Dean s Office and its staff Organized the arrival of and event for guest lecturer for the Pittsburgh Philanthropy Forum by performing duties such as creating flyers, invitations, and programs Responsible for the handling of sensitive and private information Resident Assistant West Virginia University Morgantown, WV January May 2011 Organized various programs in the residence hall throughout the semester Served as a source of advice and information for residents while enforcing campus policies Professional Development Ronald E. McNair Post-Baccalaureate Scholars Program West Virginia University May 2011 May 2012 Researched education policy in Bolivia by conducting interviews with Bolivian school principals Performed under the supervision of Political Science Professor Karleen West at West Virginia University Presented findings at the McNair Scholars annual conference at the University of Maryland Amizade Global Service-Learning Participant Cochabamba, Bolivia September 2011 December 2012 Studied Bolivian and Latin American politics and Spanish Language in the city of Cochabamba, Bolivia Volunteered at a Bolivian orphanage International Studies Abroad Participant Valencia, Spain June August 2010 Studied Spanish Culture and Spanish Film at the University of Valencia in Spanish courses instructed in Spanish by University of Valencia faculty 9

11 NAME Street Address City, State, Zip Phone EDUCATION University of Pittsburgh Pittsburgh, PA Expected May 2013 Graduate School of Public and International Affairs Master of International Development; Development Planning & Environmental Sustainability major SUNY Geneseo, Geneseo, NY 2009 B.A. International Relations: Concentration in the Developing World Study Abroad at Seoul National University, South Korea: Korean economy, history and language EXPERIENCE AmeriCorps VISTA Participant July 2010 July 2011 Wrote and received over $20,000 in grants and private funds for youth programming Implemented and coordinated five in- and after-school writing programs at schools and libraries Edited and published 3 student anthologies with a print run of 300 total with some InDesign use Coordinated summer teaching apprenticeship program and oversaw 8 interns Coordinated annual scholarship fund: raised $4,500 and allowed 50 students to attend writing classes Assisted with website redesign and increased use of social media by running Twitter contests and creating an interactive Facebook page Global Goods Partners, New York, NY June 2009 September 2009 Public Relations Intern Created a database of media contacts, press kit and online press room featuring all past coverage Wrote press releases and pitched fair trade products for holiday gift guides to magazines and e-zines Assisted with publicity and planning of three medium sized events with a group of interns Helped with website redesign and social media initiatives Co-Communications, Mt. Kisco, NY Summer 2005, Winter 2009 Public Relations Intern Aided in marketing plan creation, handled billing invoices and purchases, and managed press releases, inventory, phone calls and contact lists GSTV: Geneseo Student Television, SUNY Geneseo January 2008 May 2009 Arts & Graphics Director Created print marketing materials for the station and graphics for Newscene4 using Adobe Photoshop Contributing writer, video producer, set and costume designer, and on-camera talent for a comedic TV show International Relations and Political Science Department, SUNY Geneseo June 2008 December 2008 Research Assistant Created a bibliographic database and completed library and internet research for ongoing publications American Red Cross of Westchester, White Plains, NY June August 2008 Financial Development Intern 10

12 Managed donor accounts of up to $10,000 on Raiser s Edge and assisted in direct marketing Designed an events blog and assisted in planning special events and fundraising Advanced French, Basic Korean, Native Russian Speaker LANGUAGE SKILLS VOLUNTEER AND LEADERSHIP EXPERIENCE Liaison, Rochester, NY September 2009-June 2010 Volunteer Oversaw city-wide young professionals initiative encompassing 6,000 members Helped with advocacy and outreach Created Writers & Books Young Professionals Book Club Love, Your City, Rochester, NY September 2009 June 2010 Founding Member Focused on developing ways to increase retention of young professionals in Rochester Collaborated with local neighborhood advocacy and redevelopment organizations 11

13 SAMPLE FUNCTIONAL RESUME MARILYN NOLAN 22 Meadow Lane Chicago, IL (555) PROFILE Conferences Fund-raising Trade Shows Meeting Planning Cultural Programs Creative professional with expertise in all aspects of successful event/program planning, development and management. Excel in managing multiple projects concurrently with strong detail, problem solving and follow-through. Demonstrated ability to recruit, motivate and build cohesive teams. Sourced vendors, negotiated contracts and managed project budgets. Superb written communications, interpersonal and presentation skills. SELECTED ACCOMPLISHMENTS Special Events Management Planned and coordinated conferences, meetings and events for companies, professional associations, arts/cultural, and other organizations. Developed program content and administered budgets. Arranged all on-site logistics, including transportation, accommodations, meals, guest speakers and entertainers, and audiovisual support. Coordinated participation and represented companies at industry trade shows. Recognized for creating and planning some of the most successful events ever held statewide. Organized 5 well-attended conferences for 2 national professional associations. Designed successful community educational campaigns promoting safety awareness. Created cultural events for an arts organization that boosted membership enrollment. Fund-raising and Public Relations Created, planned and managed all aspects of several major fund-raising campaigns, resulting in a significant increase in contributions raised for each function over prior years. Recruited volunteers and developed corporate sponsorships. Generated extensive media coverage through effective promotional and public relations strategies. Created newsletters distributed to employees, customers and others. Co-chaired capital fund campaign, raising $3.5 million for new facility. Coordinated 3 auctions, raising over $140,000 for an educational institution. Initiated successful publication, generating $25,000 to finance community programs. Sales and Marketing Selected by management to spearhead opening of regional office, including all logistics, staff relocation and business development efforts. Designed and implemented creative sales and marketing strategies to capitalize on consumer trends and penetrate new market. Coordinated and conducted sales training. Developed and managed 17 key accounts, generating $10 million annually. Recognized for managing top revenue-generating program company-wide. Consistently exceeded sales forecast and led region to ran #1 out of 6 in profitability nationwide. EXPERIENCE Arts Council, Botanical Gardens & Cultural Exchange Event/Program Coordinator Chicago, IL 1998-Present Marcon Financial Services Company Regional Manager/Account Executive/Financial Underwriter Chicago, IL EDUCATION Springfield College Springfield, MA 1997 B.A. in Business Administration 12

14 Resumes: What NOT to do! Things that employers don t need to know. Personal information, such as your religion or marital status Your social security number What you look like (never include a picture of yourself with your application materials) Irrelevant information about your hobbies or extracurricular activities, such as: Other Experience and Activities Self-taught birdwatcher and ornithologist Research bird behavioral and migration patterns on own time for more enriching birdwatching trips. Study and memorize bird appearances, songs and calls for use in field trips. Writing fantasy stories in self-created fantasy world. Self-taught meteorologist Self-guided research on weather behavior and climate patterns. Self-taught in reading and understanding weather data maps to make own weather predictions. 13

15 Action Verbs for Resumes and Cover Letters Management Skills Communication Skills Clerical Skills Administered Analyzed Assigned Attained Chaired Contracted Consolidated Coordinated Delegated Developed Directed Evaluated Executed Improved Increased Organized Oversaw Planned Prioritized Produced Recommended Reviewed Scheduled Strengthened Supervised Addressed Arbitrated Arranged Authored Corresponded Developed Directed Drafted Edited Enlisted Formulated Influenced Interpreted Lectured Mediated Moderated Motivated Negotiated Persuaded Promoted Publicized Reconciled Recruited Spoke Translated Wrote Approved Arranged Catalogued Classified Collected Compiled Dispatched Executed Generated Implemented Inspected Monitored Financial Skills Creative Skills Helping Skills Operated Organized Prepared Processed Purchased Recorded Retrieved Screened Specified Systematized Tabulated Validated Administered Allocated Analyzed Appraised Audited Balanced Budgeted Calculated Computed Developed Forecasted Managed Marketed Planned Projected Researched Acted Conceptualized Created Designed Developed Directed Established Fashioned Founded Illustrated Instituted Integrated Introduced Invented Originated Performed Planned Revitalized Shaped Assessed Assisted Clarified Coached Counseled Demonstrated Diagnosed Educated Expedited Facilitated Familiarized Guided Referred Rehabilitated Represented Research Skills Technical Skills Teaching Skills Clarified Collected Critiqued Diagnosed Evaluated Examined Extracted Identified Inspected Interpreted Interviewed Investigated Organized Reviewed Summarized Surveyed Systematized Assembled Built Calculated Computed Designed Devised Engineered Fabricated Maintained Operated Overhauled Programmed Remodeled Repair Solved Trained Upgraded Adapted Advised Clarified Coached Communicated Coordinated Developed Enabled Encouraged Evaluated Explained Facilitated Guided Informed Initiated Instructed Persuaded Set goals Stimulated 14

16 Professional Profile Examples Accomplished international development graduate student with more than 5 years experience in office environments, including non-profit organizations. Proven leadership qualities in numerous settings, able to work effectively both independently and in teams. Strong research and writing skills. Proficiency with Microsoft Office and several database systems. Strong desire to learn and get firsthand experience with a development-oriented organization. Self-motivated public affairs graduate with extensive background in financial cost analysis. Demonstrated negotiation and computer skills. Resourceful, with ability to effectively solve problems, prioritize and multi-task. Strong written and oral communication ability. Accomplished international development student, with a strong research and writing background. In-depth understanding and knowledge of Latin American culture. Fluent in both English and Spanish. Creative professional with demonstrated leadership ability and commitment to public service. Experience includes grant making, fundraising and social service. Outstanding communication skills, encompassing proposal writing, grand review/stewardship, policy analysis and public speaking. Proven community and program development skills. Accomplished collaborator, with extensive service as organization representative. Management expertise includes staff supervision, as well as innovative project and program development. 15

17 Thank You Notes As important as your resume and cover letter are, they may be pointless if you forget to send a thank you note after your interview! Thank you notes should be sent in a timely manner following your interview, and they should be sent to anyone that you met with that day. While hand-written notes are a nice touch, it is also ok to send the note via , especially if you are unsure of the hiring timeline and want to be certain that it arrives before any decisions are made. Here is an example of a thank you note: Benjamin Fuller 3526 Bates Street (412) Pittsburgh, PA ben.fuller@gmail.com Ms. Judy Wright Congressional-Executive Commission on China 242 Ford House Office Building Washington, DC September 10, 2013 Dear Ms. Wright: It was a pleasure to meet with you yesterday. I am extremely interested in being a part of the mission of the Congressional-Executive Commission on China, and I see myself as being an excellent fit for the summer internship. I expect to excel in all areas of the internship, especially in utilizing my knowledge of and experience in Chinese language and culture to assist your organization. Thank you again for your time, and I look forward to the possibility of working with you and the CCEC this summer. Sincerely, Benjamin A. Fuller Benjamin Fuller 16

18 References Employers will often require that you submit a list of references to them at some point during the hiring process. This list should not be provided unless requested and should never be included as part of your resume. Your references should be carefully selected; they will be used to verify your past experience and qualifications. Requesting References: Contact each and every person before putting them down as a reference. Provide your references with an updated copy of your resume. If you have given their name and contact information to be used to an employer, be sure to send your reference the information about the employer and the specific position. Keep your references up to date on your job search, and if they are used as a reference for a job, be sure to follow up with a thank you note. Reference Sheet Format: Often times, references are gathered electronically, using a standard online form. If you are asked to submit a sheet electronically, you can use the following format: Benjamin Fuller 3526 Bates Street (412) Pittsburgh, PA ben.fuller@gmail.com REFERENCES Name Title Employer Address Phone 17