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Researching Organizations
Resumes
Cover Letters
The Interview
Negotiating the Job Offer and Beyond
Now that you have identified some job openings or simply places you'd like to work, it's time to convince your prospective employers that you are the best candidate for the job. Start with researching the particular organization and also, if possible, the particular position in order to tailor your resume, cover letter, and interview to their needs.
Do remember to never fall to the temptation to stretch or inflate your experience and abilities in order to 'get your foot in the door'. If your previous employer is contacted and has never heard of the old job title you put on your resume, needless to say it will hurt your chances of getting the new job. Don't inflate your skills or add skills that you don't have on your resume. At an interview you may be asked to demonstrate them! If you don't have a needed skill say so honestly and add that you would be willing to learn it before beginning your job or you could try to negotiate more on the job training.
- Job search ethics and protocol ( University of Virginia)
- 101 Great Answers to the Toughest Job Search Problemsby Ollie Stevenson. (Career Press, 1995.) "What to do if you're too old, too young, too inexperienced, etc., or otherwise blocked from landing the job you want." (Available in the Career Services Library.)
The non-academic job search process can be a difficult one at times because now you--the veteran graduate student-- must redefine your selling points from academic accomplishments to practical skill sets. It can also be an empowering experience and a time for establishing a new professional identity and embarking on a new career path.
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Researching the Organization
What to Look For Below is a basic list of items you'll want to find out as you gather information about the organization. Add to this your own topics of interest.
- products and services
- organizational (and geographical) structure
- philosophy
- history
- company trends (profits/losses)
- future directions
- competition
- work atmosphere, diversity, etc.
- employee benefits
- company 'current events' (awards, lawsuits, etc.)
Where to Find It
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Resume Writing for Graduate Students
The Resume: Your most important job tool For those seeking non-academic positions, the resume is your most important job tool.
- The resume serves as your introduction to potential employers, requiring careful attention to both content and style. It is your marketing tool.
- For an employer, the resume can be used as a screener, and you don't want to be screened out.
- It is said that the average reader will take about 25 seconds to read a resume: your challenge is to include the most important information in a readable form.
- An effective resume highlights your skills and experiences to show you are a good fit for the targeted position.
A resume is not just a short CV A key question for many graduate students is how a resume is different from a CV.
- A CV is an academic document used for faculty and other research positions. It is a listing of academic training and experiences. Therefore, the details of academic preparation usually matter, such as dissertation title and summary, or advisor's name.
- Since a resume is used for jobs outside academia, the details above are often excluded. Instead, you'll want to include skills and experiences that will be valued in the non-academic arena where you are seeking employment.
A caveat for scientists: Often scientists seek research positions in industry. In this case, a resume may have many of the same components as a CV; in fact, it is possible that a CV will be appropriate. Sometimes scientists will use a "hybrid" document, which includes both academic and resume categories.
What does your resume say about you?
If you have made a decision to look for work outside academia, your resume needs to reflect this. For example, whereas a CV could include professional organizations related to your field, or titles of your articles or professional presentations, in most cases, a resume will not. Will your potential employer be interested in the actual content of your work, or in your research and writing skills? It is necessary to show an employer that you understand who they are and what they are looking for. Your resume needs to shout the message that you want to work with them.
Some keys points to remember
- The purpose of the resume is to get you an interview-- then you can get the job.
- As the resume is tailored to a specific employer, many job seekers will need more than one version.
- A resume can include paid and unpaid work, internships and jobs, research, teaching, and other types of experiences.
- Pay attention to spacing, white space, use of bullets, headings, and highlighting features. Be consistent in your style and format.
- The font size should be no smaller than 10 pt. Margins should be at least half an inch.
- A one-page resume is often preferred by employers, however, some graduate students will need an additional page.
- Do not include personal information such as age, date-of-birth, marital status, children, height/weight, or social security number.
- Always spellcheck and proofread. And then do it again. No mistakes!
- Every entry on your resume must be 100% accurate and true.
Step 1: Review resume samples
Don't reinvent the wheel. There are many places to go for help.
- Check the graduate student resume binder in the Career Library.
- Check books in the graduate section in the Career Library.
- Attend a graduate student resume writing workshop.
- See a counselor for a resume critique.
Step 2: Inventory your accomplishments, training, skills, and other experiences
Make lists if you are just beginning this process. If you already have a CV, consider adding/deleting categories and editing/revising your existing document. Consider including:
- Academic degrees, institution
- Paid/unpaid work or internships
- Awards/honors
- Volunteer/community service
- Computer/language/lab skills
- Experience (research, teaching, writing, leadership, technical, related, etc.)
- Other interests/activities
- (Selected) publications/presentations
Step 3: Prepare a draft
- Heading/contact information
Name, address, phone number where you want calls and you can get messages (with a respectable message on your machine), email address.
- Education
Include name and location of your schools, degrees received, date of degrees. Do not include anything that has not yet occurred.
- Experience
List your experiences using function headings to focus the reader's attention on skill areas (i.e., Research Experience). Don't categorize according to paid/unpaid. Combine to emphasize types of skills. Identify where you worked, location, your title, and dates of affiliation. Use short, descriptive phrases starting with "action words" (verbs) that reflect your skills.
- Skills
List languages, lab, or computer skills
- Honors
- Interests/Activities (if appropriate)
- Publications/presentations (if appropriate)
Step 4: Proof your resume
- Have your resume critiqued, and make revisions.
- Proofread, check for punctuation and spelling as well as format and style.
- Show your resume draft to a friend or colleague.
- See a Career Services counselor for a critique.
Step 5: Print your resume
- Use resume weight paper (available at the bookstore or copy stores).
- Pick a light, neutral color, like white or ivory.
- Use a good printer, or have the resume printed.
- If you like, purchase matching envelopes and paper for your cover letters.
Additional Resume Resources
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Cover Letter Writing for Graduate Students
Writing a cover letter should never be done as an afterthought-- it is just as important as your resume. If the reader's attention is not grabbed quickly through a well-written cover letter, your resume might not be considered.
The challenge for advanced degree candidates is to sell your skills, experience, expertise, and maturity. Distinguish yourself by highlighting your background and specifically referring to the training, preparation and experiences that make you a good fit. You won't want to reiterate your resume, but provide an introduction to the skills and experiences that make you a good candidate.
Remember to tailor the cover letter to the reader, just as you tailor the resume. For an opportunity outside academia, be sure to showcase the skills and personal characteristics that the employer is looking for. This might mean playing down your specific academic credentials and playing up your communication, teamwork, research, analysis, and other skills that are highly desirable in the non-academic setting. Refer to the 'transferable skills'section in Self-Assessment.
Purpose
A cover letter usually goes along with a resume. It deserves just as much attention.
A terrific resume might never be read if the cover letter doesn't provide the "hook!"
Consider a cover letter your first "writing sample".
- A good cover letter provides additional information, and complements, but does not repeat, your resume.
- Use the opportunity to indicate why you are a good fit for the job.
- Show that you have done research on the type of work, position and the organization.
Suggestion: Take a look at "What Makes a Good Cover Letter" on the Jobstar website for some fun ways to jazz up what can be dry material! Also see University of Waterloo's Career Development eManual - Letters.
Cover Letter Tips
- Use standard 8 ½ x 11 paper, the same paper as your resume, with matching envelopes.
- Stay to one page.
- Word process and then check and recheck for spelling, grammar, and typographical errors.
- Address your letter to a specific person with the correct title (avoid "To Whom it May Concern").
- Tailor your letter to a specific position (if possible).
- Write it in your own words so it sounds like you-- not like something out of a book.
- Visit Career Services for a cover letter critique.
Paragraph 1:
- State the reason for the letter.
- Name the specific position or type of work for which you are applying.
- Indicate how you learned of the opening (referral, newspaper, Career Fairs, job posting, etc.).
Paragraph 2 and possibly 3:
- State why you are interested in the position/organization.
- Indicate how your academic background and other experiences make you a good candidate.
- Mention relevant skills you have developed through your experiences (summer jobs, volunteer positions, internships, community service, campus leadership and activities, etc.).
- Explain what you can do for the employer (use your knowledge of the organization).
Final Paragraph:
- Explain your interest in discussing the position or other possibilities within the company/organization.
- Repeat your phone number and/or e-mail address.
- Offer to produce additional information if desired.
- Close with a statement or question that will encourage a response (e.g., you will be in the city on a certain date and would like to set up an interview).
Finally:
- DON'T FORGET TO SIGN THE LETTER!
Example Formats
STANDARD FORMAT:
221 Popular Street
Missoula, MT 59818
(123)456-7890
January 13, 2001
Mr. John P. Johnson, Vice President
Ajax Accounting Company
555 Tamarack Drive
Billings, MT 59801
Dear Mr. Johnson:
.....Paragraph One: the first line of each paragraph is indented five spaces, all other lines begin at the left margin.
.....Paragraph Two: the first line of each paragraph is indented five spaces, all other lines begin at the left margin.
.....Paragraph Three: the first line of each paragraph is indented five spaces, all other lines begin at the left margin.
Sincerely,..........
Thomas L. Smith
BLOCKED FORMAT
221 Popular Street
Missoula, MT 59818
(123)456-7890
January 13, 2001
Mr. John P. Johnson, Vice President
Ajax Accounting Company
555 Tamarack Drive
Billings, MT 59801
Dear Mr. Johnson:
Paragraph One: All lines begin at the left margin, nothing is indented.
Paragraph Two: All lines begin at the left margin, nothing is indented.
Paragraph Three: All lines begin at the left margin, nothing is indented.
Sincerely,
Thomas L. Smith
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The Interview
"A great resume will get you an interview. A great interview is what gets you a job."
Preparing for the Interview - The 3 R's
Three steps to prepare yourself for an upcoming interview.
1. Research : Gather information about the position, organization and the field through print and online resources and informational interviews. Read information from websites, job descriptions, annual reports, trade journals, newspapers, magazines, etc.
2 . Review & Relate : Review your experiences and skills and draw connections between your background and the position's responsibilities and qualifications. Identify specific examples that highlight your relevant skills.
3. Rehearse : Anticipate the kinds of questions you may be asked, try your responses out with a friend, or schedule a practice interview at Career Services. Craft your own list of questions about the position and organization to ask the interviewer. The goal is not to memorize answers (which would sound rehearsed), but to gain confidence in discussing your strengths and experience in an interview situation.
Knowing What to Expect
An employer will be using the interview to ascertain three things:
1. Do you have the academic background, technical qualifications, and skills to do the job?
2. Do you have the personal characteristics and competencies necessary for effective performance?
3. Are you a good fit with the organization?
In most cases, an interviewer has already decided from your resume that you meet the first criteria, though s/he may have additional questions about your background, on which you'll be asked to expand. The answers to questions two and three can usually be gained only through an interview.
Be prepared with examples of personal characteristics such as leadership, dedication, teamwork, and communication and interpersonal skills.
Be prepared to present your credentials:
- Key responses are crisp and concise.
- Ask for clarification if you do not understand a question. Do not guess.
- Build on areas of interest as indicated by the interviewer's reactions.
- Be prepared to illustrate your answers with examples.
- Avoid being negative. Show the positive side of all situations.
Know your accomplishments and what you have to offer!
- Tailor your presentation to your audience. Know what specific points will sell for the position, and have specific points to reinforce that you are right for the position.
- Link your accomplishments to the job at hand.
- When answering a question or giving information, always back up a statement with a concrete example.
Interview Protocol:
Some of the following seem to be common sense but often, in times of nervousness or stress, are easily forgotten:
- Appear alert, show enthusiasm and energy.
- Smile, maintain eye contact, and give a firm handshake.
- Take time answering. Momentary pauses to collect your thoughts are O.K.
- If at all possible, do not write anything down until after the interview is over.
- Be prepared to ask pertinent questions to the interviewer.
- Do not ask about salary.
- At the conclusion of the interview, ask for a business card and what the next steps and time frame are.
- Write and send a thank you note within 24 hours.
What Will I Be Asked?
The Three Basic Questions:
In one way or another, you will be asked three basic questions in any interview:
- Why are you interested in this field?
- Why are you interested in this position and organization?
- What relevant skills and experience do you have that will make you successful?
Review these questions to assess how prepared you are to discuss your interests and skills. Do you feel your answers will be convincing to an interviewer?
Interview FAQ's:
Personal
- Tell me about yourself.
- What are your greatest strengths? Weaknesses?
- What do you do in your spare time?
- Why should we hire you?
Education
- Why did you choose to study at Brown?
- Why did you choose to get a Ph.D. in _____?
- What aspects of your program did you enjoy most/least?
- Tell me about your dissertation (or Master's thesis).
Knowledge of the Organization
- What do you know about our organization? Why do you want to work for us?
- What do you think it takes to be successful in an organization like ours?
- In what type of work environment are you most comfortable?
- In what ways do you think you can make a contribution to our organization?
Experience
- How does your Brown education or work experience relate to this job?
- Give me an example of your __________ skills (e.g., writing).
- What did you learn from your participation in extracurricular activities?
- What has been your experience working in a team?
- What is the best job you ever had? Why?
Career Goals
- What are your future career goals? What do you see yourself doing in 5 years, 10 years?
- What questions do you have?
"Tell me about yourself: " The 90-second response:
"Tell me about yourself" is very commonly used in an interview. What are employers looking for in your answer? This and other open-ended questions are asked to see how well you can focus your answers to the position for which you are interviewing. Responses to this question should demonstrate your skills, interests, and past experiences, and show how these skills and experiences would contribute to the organization.
Use a 90-second guideline when answering this question.
- Focus the first 15 seconds on any personal information you wish to share (e.g., where you are from).
- Focus the next 30 seconds on your academic experience (e.g. what you are studying, major research project(s), relevant studies/work abroad).
- Focus the next 30 seconds on your experience (e.g., leadership activities, internships, volunteer work).
- Focus the last 15 seconds to discuss why you are interested in the position (given the background you just discussed).
Remember, this is a brief answer. Just give the highlights of your experiences and focus your answer. Spend some time writing down the experiences you wish to discuss and then practice how you want to answer the question.
Behavior-Based Interviewing:
Currently, behavior-based interviewing is popular with many employers. This approach is built on the premise that past behavior will likely predict future performance. Instead of being asked how you would behave in a particular situation, the interviewer will ask you to describe how you did behave. You will not be able to generalize or theorize. Expect the interviewer to probe your responses and ask you to provide details. Choose examples carefully: those with positive outcomes, quantifiable results, or qualitative improvements.
- Tell me about a time when you worked effectively under pressure.
- Describe a time when you successfully balanced several competing priorities.
- Give an example of a specific occasion in which you conformed to a policy with which you did not agree.
- Tell me about a time when you persuaded team members to do things your way.
- Tell me about a time when you had to handle a difficult situation with a co-worker.
- Describe the most significant written document or report or presentation you have had to complete.
- Describe a specific occasion in which you were creative in solving a problem.
- Give an example of a time in which you felt you were able to build motivation in your co-workers or peers.
- Talk about a time when you were faced with a difficult decision and describe how it turned out.
Questions You Can Ask an Interviewer:
- What are the most important responsibilities of the position?
- What are the priorities over the next year?
- What is the greatest challenge currently facing this department or organization?
- What kind of supervision and training is provided?
- What type of person succeeds in this position? Organization?
- What type of feedback (reviews) can I expect? Frequency?
- What is the organization's management philosophy?
- How would you describe the organizational culture?
- Tell me about your own experience with this organization. What do you enjoy most/least about working here?
- Why is this position open? What happened to the previous incumbent?
- What is the next step in the interview process? What is your time frame? Other questions can be developed based on current research and news about the organization or its competitors.
Interview Resources
Web Resources:
Print Resources (available in the Career Services Library):
- Sweaty Palms: The Neglected Art of Being Interviewedby H. Anthony Medley. (Ten Speed Press, 1992.)
A guide to the entire job interview process , FAQ, and more
- Knock 'Em Dead With Great Answers to Tough Interview Questions by Martin Yate. ( Adams Media, 2002.)
- Killer Interviews by Fred and Barbara Ball (McGraw-Hill, 1996.)
- The Unofficial Guide to Acing the Interview by Michelle Tullier (Simon & Schuster, 1999.)
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Negotiating the Job Offer & Beyond
Try not to be the first to raise the salary issue. Wait for the employer to introduce the topic. In discussing salary during interviews or negotiation do not state "I want X dollars" or "I made X before but I need Y salary." Show that you've done your research without divulging too much personal information. Simply state something similar to: "The salary range for this job in this area ranges from X to Z. I'm looking for Y."
What You May Negotiate
- base salary
- performance bonus
- raises
- structure of compensation package
- vacation time
- flex-time or telecommuting
- continuing education (tuition reimbursement)
- other important points of interest to you
Points to Keep in Mind
Keep in mind that you'll have to be willing to trade some benefits for others. Be careful not to display greed in your negotiations. Carefully identify and research your needs vs. wants and set priorities among them prior to negotiating. Never say "yes" to an offer immediately no matter how much you want the job. Ask for a reasonable amount of time to 'evaluate the company's offer'. Take that time to weigh the pros and cons of the offer along with others you have received or may receive. Besides, you do not want to give the negative impression that you are desperate or make important decisions hastily.
On-line Negotiating Resources
Books in the Career Services Library
- Dynamite Salary Negotiations: Know What You're Worth and Get It! by Ron and Caryl Krannich. (Impact Publications, 2001.)
- Are You Paid What You're Worth?: The Complete Guide to Negotiating the Salary, Benefits, Bonus, and Raise You Deserve by Michelle O'Malley. (Broadway Books, 1998.)
- The Unofficial Guide to Acing the Interview by Michelle Tullier. (MacMillan Press, 1999.)
See Chapter 14: Evaluating and Negotiating Offers.
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