Resume Writing And Interviewing Quick Start!AALL Federal Law Librarians Caucus

Robert R. Newlen

July 24, 2011

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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

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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

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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.

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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

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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.

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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.

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Seven step approach

Personal inventory

Identify job objective

Identify knowledge, skills and abilities that meet job objective

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Seven Step Approach

Identify the major knowledges, skills, and abilities that best meet your job objective

Identify your accomplishments

Assembling the resume – how it looks

A final checklist

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Step 1: Personal Inventory

Professional work history Reverse chronological order, list all position

titles and organizations List your accomplishments under each

position

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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

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Non-professional work history

Have you learned any skills that apply to your job objective?

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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)

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Professional Association Involvement

Professional association memberships

All activities and participation

Attendance at professional conferences

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Publications

Names and titles of books and articles

Experience in writing articles for association or staff newsletters

Keep a master file of publications

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Presentations

Presentations at professional conferences, workshops or seminars

Courses you have taught

Tours you have led

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Research and Grant Activities

List ongoing research

Grant supported research

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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

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Personal Interests

Sports

Hobbies

Community activities

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Step 2: Identify Your Job Objective

Helps you tailor your resume

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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

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Broad Job Objectives

User instruction librarian in an academic institution

Collection development librarian

Corporate librarian

Archivist/special collections librarian

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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

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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

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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?

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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

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Janet Taylor’s Selects These Skills and Quality Areas

Supervisory and administrative skills Community and government relations

experience Technology planning skills Fiscal management skills

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STEP 5: Identify Your Accomplishments That Support Functional Statements

Keep the language tight and phrases short

Don’t use the first person “I”

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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

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Use Action Verbs!

Achieved, administered, compiled, converted, effected, expanded, improved, increased planned, reorganized, streamlined, trained, etc.

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Avoid Terms Found in Job Descriptions

Responsible for…. In charge of…. Duties included…. Scope of responsibilities….

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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

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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

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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

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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

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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

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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

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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

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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?

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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?

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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

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InterviewingAALL Federal Law Librarians Caucus

Robert R. Newlen

July 24, 2011

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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

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Preparing for the Interview

Conducting target employer research

Anticipating questions and practicing responses

Completing an interview dress rehearsal

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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

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Special Types of Interviews

Informational Screening Telephone One-on-one vs. group Meal-time

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Crash Course Interview Tips

When you don’t have much time to prepare for the interview

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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

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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….”

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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

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Don’t Memorize Responses

Have a general sense of how you will respond

Use specific examples Focus on results Quantify where appropriate

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Sample Questions

What do you like most/least about your present job?

Why are you interested in changing jobs now?

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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.

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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.

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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?

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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

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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?

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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?

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Managerial Questions

How do you motivate staff?

Have you ever fired an employee?

What is the largest budget you have managed?

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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)

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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

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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?

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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

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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

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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

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At the Interview

Know when to stop talking

Answer the question, then stop

Don’t drone on and on….

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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

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Questions About Salary

Wait, if possible, to discuss salary until the job is offered

Do your research ahead of time, just in case

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Stumped for an Answer?

Pause

Stall

Ask clarifying questions

Acknowledge you don’t know the answer

Don’t make it up

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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

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After the Interview

Thank you letters to each interviewer

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Special Type of Interviews

Informational

Great opportunity for students Screening Telephone One-on-one vs. group Meal-time

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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?

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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