Writing a Successful Resume

University of Massachusetts Boston Office of Career Services

Writing a Successful Resume

An effective resume can get you "in the door" for an interview.

Your resume gives the reader a blueprint of your most pertinent qualifications, skills and experience.

Statistics show that employers spend less than 10 seconds scanning a resume, so the design and format should allow the reader to take in your most important credentials at a glance.

Visit Career Services in the Campus Center - 1st Floor – Room 1300 or on the web: www.careers.umb.edu Call 617-287-5519

It is typical to have several versions of a resume. Each one should be fashioned for the particular job for which you are applying. Letterhead: The top of the page should include your name, postal address, telephone number, and e-mail address. Create a "letterhead" so that this stands out and will be remembered by the reader.

An objective - states your purpose: • • •

Tells the reader what you want to do (include job title and/or industry) Is the reason your resume exists Leaves no doubt about the focus of your job search.

Professional Profile/Summary of Qualifications: No matter what type of work you are interested in, it’s important to assess your skills and experience to know how marketable you are. Any kind of work requires a range of skills, experiences and personal qualities beyond what is specified in a job description. Employers will be interested in three areas - business/interpersonal skills, personal qualities, and specific work experience. After you have determined your skills/traits/experience, create a skills summary or professional profile, a 20 second “commercial” of the skills/experience “package” you have to offer. Be sure to include key words so that your resume will be effective electronically as well as on paper. Key words get you Noticed •

Key words are labels that a computer uses to match you to what an employer wants.

•

Key words are nouns and phrases that designate your education, experience, skills and knowledge.

One way to know which words to use is to study current job listings for key words. Key words are highlighted in the sample job listing below: Acme Corporation has an exciting opportunity for a highly motivated and qualified accountant. The position includes full responsibilities in assisting the accounting manager with the operations of the financial office. Specific duties will include supervision of billing, accounts payable, payroll, general ledger, and various special projects that include budgeting, financial analysis, projections and financial reporting. Qualified candidates must have a BS degree in accounting, and at least 5 years experience. Here is a sample Professional Profile/Summary of Qualifications that uses key words found in the sample job listing above: Recent graduate with major in accounting. Knowledge of Financial Statements; Accounts Payable; Accounts Receivable; Automated Billing System; General Ledger Account Reconciliation; Spreadsheets; and Reports. Categories: 2

Divide your resume into categories and use bold formatting to set them off. Summary of Qualifications Honors/Awards Work Experience

Objective Projects Skills/Computer Skills

Education Related Course Work Affiliations/Membership

Content: • The order of your resume categories should reflect the interests of your reader. For example, if you are applying for a teaching job and have teaching experience, list it first. If you are a recent graduate, with limited experience, list education first. As you gain experience, rearrange your categories, add new listings, and delete the less impressive. •

Be consistent in how you list information in each category. If you list the city and state after each entry, continue to do so in subsequent categories.

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Include only information relative to the job you are seeking. Occasionally, however, a prospective employer may be intrigued by your mention of a special skill or work experience. Avoid complete sentences.

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Dates are typically used when listing positions and often, though not always, for listing educational degrees; i.e., the year that you received your Bachelor's or Master's degree, or years you attended an educational institution.

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If you decide to list dates for other categories, begin with the most recent and work back chronologically. The advantage of not including dates is that you can list your experiences in order of their importance.

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State "References available upon request" at the end of your resume. Actual references should never be listed on the resume - instead, use a separate page, printed with your letterhead and the title "References" at the top. List three or four contacts with name, title, company/organization, address, phone, and e-mail address. Reference sheets should not be mailed with your resume unless specifically requested.

Format - Proofread - Print: Format your resume so that it looks professional, is reader-friendly, and is graphically attractive. Use a typeface that is easy to read; if it is too fancy, it may distract from the content. Too much punctuation - underlines, parenthesis, and too many type styles - are also distracting. Use only one page for your resume. Use two pages only if you have extensive experience, particularly as a professor (if you need to list courses taught or publications written). Remember, less is more! Proofread: Always have someone else proofread the finished resume for typos before you have it printed. You may miss the most obvious mistake and then have to reprint it. Most computers also have a "spell check" - use it! Finally, make sure to double check the spelling of all names, organizations, and dates. Laser print your resume; then have it photocopied onto stationery quality paper. You may also purchase matching envelopes that are usually available at the same shop at which you have your resume printed.

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Resume Structure

Personal Letterhead (Your name, mailing address, telephone number, and e-mail address)

Objective: A statement of your job search goal. Include job function and/or industry.

Summary of Qualifications: (optional) A brief summary of your best assets in the job market using keywords Education: Educational Institution (i.e., University of Massachusetts Boston), location/city, state Degree (i.e., Bachelor of Science), Major (i.e. Computer Science), Graduation Date (i.e. May, 2004) *List in reverse chronological order (latest to earliest). List only higher education - not high school. Related coursework: (optional) This category is useful for entry-level or internship candidates with limited work experience. List 4-8 courses you have completed that are pertinent to the type of position you are seeking.

Work Experience: (can be split into Related Work Experience and Additional Work Experience) List in reverse chronological order (latest to earliest). Include internship or co-op experience, particularly if it is related to your objective. If you have work experience related to your objective, exclude specific duties of other, unrelated experience. Employer (i.e. Acme Corporation), location/city, state Position Title, Dates of employment • List responsibilities and accomplishments of the position in order of importance • Begin each descriptive statement with an action verb (See a list of action verbs on page 7.) • Use specific numbers when possible rather than generalizations

Computer Skills: List your proficiency or familiarity with software packages commonly used in your industry. Technical candidates may include sub-categories, such as Hardware, Software, Programming, Networking.

Honors/Awards: List academic honors such as inclusion on the Dean’s List, as well as academic and/or industry-specific awards. Be sure to include the semester or month, and year you received each award/honor. References available upon request. (Optional - but list references separately) 4

Special notes about preparing a resume for use in computer assisted job search.

Is your resume scannable? Resume scanning software and applicant tracking systems are a growing trend in today's human resources offices. The process an employer uses to manage your application can vary widely from company to company. So what's your best bet? Don't let your resume get lost in the process. Make sure it's scannable.

A scannable resume is simply the "scanner friendly" version of your paper resume. To create a scanner friendly resume: • • • • • • • • • • • • • • • • •

Use plain white, 8 1/2" x 11" paper, printed on one side only Use a common, clear typeface Use a font size of 12 to 14 points Avoid fancy font treatments, such as italics, underlining, shadows, etc. Use boldface sparingly and preferably not on key words Do not condense spacing between letters Avoid vertical and horizontal lines, graphics, and boxes Avoid a two-column format Keep margins of at least 1/2" on each side Place your name alone on the first line Use the standard address format below your name Include a summary of qualifications full of keywords Put down only the year your degree was completed - do not include the year you entered college Minimize the use of general abbreviations Maximize the use of industry jargon and industry abbreviations Provide a laser-printed original copy Do not fold or staple

Remember to use Key Words •

Key Words are labels that a computer uses to match you to what an employer wants.

•

Nouns and phrases that designate your education, experience, skills and knowledge.

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E-Mailing your Resume: Computer assisted job search almost always involves forwarding your resume to an employer via email, but depending on the kind of computer (PC, Mac, UNIX System, mainframe terminal) the recipient uses, your resume may not travel as well as you think it does. Is the resume attachment you send something the employer can readily view? If not, you may want to have a text copy of your resume handy to include in the body of your e-mail message. 1) Save a copy of your resume as text-only. Files formatted as text-only or ASCII (American Standard Code for Information Interchange) text are recognizable to virtually all computers. 2) Edit this resume. Text-only is your resume content minus all of the formatting enhancements your word-processing application provides. To compensate for the loss of these enhancements: • Use hard carriage returns. Do not rely on word wrap. • Keep to 60-63 characters per line on the screen. • Left justify or use the space bar to indent - not tabs. • Avoid special characters, like mathematical symbols. • Replace bullets with asterisks or hyphens. • Use upper case instead of bolding, italics or underlining for emphasis. • Proofread and spell check before saving. 3) E-Mail a test copy to yourself and a few of your friends. Your resume is often the first look an employer gets at you; be sure it looks good on arrival. 4) Save your final copy on a diskette, so you have it ready to e-mail on demand. Note: If you have created and saved an e-mail version of your resume, it will work well to copy and paste the appropriate sections of this resume into an e-form.

The HTML Resume: An HTML or Web Resume is a version of your resume created in Hypertext Markup Language that may contain clickable text and images. Most job seekers do not need an HTML resume, but individuals in high tech, marketing, or creative fields may find it advantageous to create an HTML version of their resume. HTML offers design and layout possibilities that can greatly enhance the appearance of your resume. HTML resumes can include links to other sites, direct email, photographs, sound, and other technical additions not attainable in any other format. However, the searchable resume databases at most job search sites are text only. Most employers will not spend time using search engines to locate web resumes on their own. You will need to find ways to get them to view your HTML resume. Some HTML Resume Tips: • Use a title that employers will search for • Keep it short • Provide a keyword summary • Use hyperlinks to aid in navigation within the page • Avoid hyperlinks that may distract the viewer

Recommended Reading: Electronic Resume Revolution - Joyce Lain Kennedy & Thomas Morrow Available in the Career Resource Library (Campus Center-1-Rm. 1112) 6

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SAMPLE RESUM

NAME 47 Main Street, Anytown, MA 01234 (617) 123-4567 [email protected]

QUALIFICATIONS Extensive experience providing high quality Customer Service, including: • • • • •

Applying strong communication skills and analytical abilities to identify and resolve customer problems, and providing efficient troubleshooting support both in-person and over the phone. Training new employees and customers in the use of complex systems. Consistently demonstrating thoroughness, efficiency, accuracy and attention to detail. Ability to learn new systems and procedures with a genuine desire to learn new skills. Working well both independently and as a team member; skilled at establishing rapport with individuals at all organizational levels and with diverse backgrounds.

Comment [CL1]: The type of position being sought is not clear. You can infer a “customer service” position, but that is not ideal. Develop a specific objective if possible. Comment [CL2]: The Qualifications section is long, covers more than the stated “Customer Service”. A brief profile, a self-description much like the blurb on the back of a book jacket, might be preferable.

WORK EXPERIENCE Belmont Wheelworks - Belmont, Massachusetts Feb 2003 - Present Assistant Sales Manager Working with both the sales manager and the president of Wheelworks to maintain highest level of customer service and suppo at New England’s largest bicycle retailer. Responsibilities include: • Ensuring that all sales staff members are properly trained and kept motivated to achieve highest level of customer service while working as a team. Comment [L3]: Rather long • Organize and lead new product clinics for staff members. descriptions for each experience. The • Operate the “close-out” annex retail location as needed. resume is too long-----that is the employer reading it may not be • Manage bicycle inventory and advise sales staff members on which models and brands should be aggressively willing to read all this detail. Resume sold. does have a professional appearance. • Monitor sales floor and telephone inquiries to ensure that all customer needs are met promptly. GE Capital Woodchester - Dublin, Ireland Aug 2002 - Feb 2003 Direct Sales Support Administrator Providing sales support to the direct lending department in the Irish division of GE Capital, my responsibilities were: • Reviewing loan documentation to ensure accuracy and completeness. • Writing up loan agreements between GE Capital and their customers. • Calculating the repayment of loans. • Assisting with the management and launch of “purchase and pay later” products for retail markets. • Managing incoming web-based loan applications. • Sorting and distributing mail and faxes. Comment [L4]: Too much wasted space at the bottom of page one.

The Document Company Xerox LTD - Dublin, Ireland 2001-2002 Customer Service Representative Switzerland/UK markets Utilizing bi-lingual capabilities, I provided technical telephone support for a wide range of Xerox photocopiers, printers, and digital scanners. Communicating in Italian for the Swiss Italian market and English for the UK market, responsibilities include • Participation in prototype research and development for a new generation of photocopiers at UK research facility. • Maintaining consistent service levels - at or above team targets. • Demonstration of tact and diplomacy when dealing with sensitive customer service issues. • Training on a number of proprietary software products to enable me to fill consumable orders. Belmont Wheelworks - Belmont, Massachusetts 1998-2000 Senior Sales Representative Working as a specialized sales representative for high-end performance responsibilities included: • Successfully closing 85% of client interactions. • Consistent up-selling of accessories and services offered. • Assisting in the training of junior sales staff. • Assisting customers with selecting the proper bicycle for their anticipated usage, budget restrictions and physique. • Providing professional advice on the proper cycling apparel, from helmets to foul weather clothing. • Multi-tasking to ensure high level of client service regardless of how much they were planning to spend. • Becoming an expert on luxury cycling vacations and companies that offered them.

Comment [L5]: Experience with this employer is mentioned in two separate places. Although acceptable, it again adds length to the document.

Bike Riders Tours - Boston, Massachusetts 1996-1998 Tour Guide/Equipment Manager Working for an international luxury bicycle touring company, responsibilities included: • Leading clients of all fitness levels on cycling vacations in Italy, the Canadian Maritimes, and New England. • Acting as a cultural liaison and interpreter while on location in Italy. • Managing day-to-day needs of clients while leading tours. • Managing allocation, construction, and routine maintenance of bicycles needed on tour. • Working out logistics of getting all necessary equipment on location at the proper time with knowledge of local resources in the event of equipment failure. • Showing leadership while working under pressure and scrutiny. • Motivating clients to achieve personal bests.

COMPUTER SKILLS Skilled in: AS400, Microsoft Word, PowerPoint, Excel, Outlook and Access. Microsoft Operating systems knowledge: Windows ’95, ’98, NT4, 2000 (Pro and Server versions),XP

Comment [L6]: The punctuation and italics are not necessary here, but it is a minor issue.

EDUCATION BA in Italian, University of Massachusetts at Boston, Completed in 1997 course, Universitá per i Stranieri, Siena, Italy, 1995

Intensive accelerated Italian

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SAMPLE RESUME #1 - AFTER NAME 47 Main Street, Anytown, MA 01234 (617) 123-4567 [email protected] OBJECTIVE A management position that utilizes customer service, supervisory and communication skills.

Comment [CL7]: Clear, specific objective. The listing of skills, rather than a specific job title, makes it more flexible. No use of “I”, “my” or other first person references.

PROFILE Over ten years customer service experience. Skilled in conflict resolution. Have worked for multinational corporations in Ireland and in Italy. WORK EXPERIENCE Belmont Wheelworks –Belmont, Massachusetts Feb 2003- Present Assistant Sales Manager 1998-2002 Senior Sales Representative • Manage sales floor activity and verifying that all customers are assisted in a timely manner. • Monitoring inventory status on older bicycles advising sales representatives on which models should be aggressively sold. • Ensuring that all sales representatives are properly trained. • Operating separate clearance location and perform all necessary duties as needed. GE Capital Woodchester –Dublin, Ireland Aug 2002- Feb 2003 Direct Sales Support Administrator • Reviewed loan documentation to ensure accuracy and thoroughness. • Calculated the repayment of loans. • Assisted in the launch and management of purchase and pay later product.

Comment [CL8]: The profile is brief, but has an impact on the reader. The use of this section helps to greatly reduce the number of words needed to get the attention of the employer.

Comment [CL9]: Only one listing needed for the two experiences at this employer.

Comment [CL10]: Descriptions are shorter and more readable, but remain focused on accomplishments on the job.

The Document Company Xerox Ireland LTD – Dublin, Ireland 2001-2002 Customer Service Representative Switzerland/UK markets • Participated in prototype research and development of next generation photocopier at English research facility. • Demonstrated tact and diplomacy, both in English and Italian, when dealing with sensitive customer service issues. Bike Riders Tours – Boston, MA 1996 – 1998 Tour Guide/Equipment Manager • Managed the allocation and maintenance of all equipment needed to outfit tours in Italy, Canada and the United States. • Acted as cultural liaison and interpreter while on location in Italy. COMPUTER SKILLS Skilled in Microsoft Office, AS400 Microsoft operating systems knowledge: Windows ‘95,’98, NT4, 2000 (Pro and Server), XP

Comment [CL11]: The last two sections of the resume are improved on this version through the use of very minor formatting changes. Comment [CL12]: The order of the headings in appropriate for this individual, although it can vary from person to person. This one-page version is superior to the two-page version. Most importantly, its message is clearer and more persuasive to the reader. Remember: A resume is a tool to get an interview, not an interview or a life history.

EDUCATION BA in Italian, University of Massachusetts at Boston 1997 • Intensive accelerated Italian course, Universitá per i Stranieri, Siena, Italy, 1995

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SAMPLE RESUME #2 - BEFORE

NAME 47 Main Street Anytown, MA 01234 [email protected] (617) 123-4567

Objective To become an intern in the program sponsored by The New England Center for Children.

Education 2000 - Present

1996 - 2000

Univ. Mass Boston GPA: 3.2 Currently on Deans List

Boston, MA

Weston High School GPA: 3.0 Consistent Honor Roll Student

Weston, MA

Comment [CL13]: List only grad. date. Comment [CL14]: List degree received. Comment [CL15]: Do not include high school.

Professional

Experience 2002-2003

Jumpstart

Roxbury, MA

Teachers Assistant

Worked with child one on one to help improve language, literacy, and social skills Initiated family involvement Worked with a team to plan daily routine for classroom Assisted teachers in the classroom Helped plan program events Attended teachers meetings

2001 - 2002

New England Shelter for the Homeless Veterans

Boston, MA

Telemarketer & Data Entry Operator

Comment [CL16]: Not related to objective. Do not include detailed breakdown of duties.

Solicited new and potential supporters for donations. Assisted donor’s needs by applying knowledge of subject matter for their satisfaction and reassurance. Transferred documents to the appropriate personnel within the division. Maintained a filing system for efficient retrieval of documents using Windows 98. The computer task of inputting new and old donors and classifying contributions. Disposed previous donors that were unresponsive from the system. Inputting check information into the system using the numeric keypad.

1999 - 2000

Collage House Nursing Home

Brookline, MA

Dietary Aide


Interacted with the elderly and assisted them with any questions regarding their meals. Participated in organizing specialized diabetic foods for each patient. Performed kitchen and dining duties that maintained the facilities sanitation and appearance.

1997 - 1998

Dorchester YMCA

Dorchester, MA

Office Assistant


Performed office operations which included: o Filing o Data Entry o Copying o Typing

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o Distribution of mail and faxes Scheduled appointments for executives as well as kept them informed of any messages they received while out of the office. Assisted various departments with administrative tasks and projects as needed. Greeted guests in a professional and friendly manner. Screened and directed incoming calls. Extracurricular

Activities Roxbury, MA

Comment [CL19]: Include as work experience.

1998 - 1999 Black Student Union Treasurer & Class Rep. Maintained money transactions. Balanced financing for the club, including counting money. Organized deposits regularly. Organized meetings and announced current events.

Weston, MA

Comment [CL20]: Irrelevant. Do not include

1997 - 1998

Weston, MA

Comment [CL21]: Irrelevant. Do not include

Summer 2000

Shelburne Recreational Center (internship)

After school Program counselor

Worked with children ages 5-14 Assisted children in homework Supervised children in recreational activities

Stockyard (school store)

Cashier

Performed routine transactions. Assisted customers with any questions. Organized Stock. Skills and

Abilities

Clerical skills in typing and data entry: proficient in MS Word, Windows 98, and Excel. Strong work ethic and interpersonal skills. Experienced with group projects and teamwork. Ability to grasp new information quickly to work independently. Working with children

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SAMPLE RESUME #2 - AFTER

NAME 47 Main Street Anytown, MA 01234 [email protected] (617) 123-4567

Objective To become an intern in the program sponsored by The New England Center for Children Education University of Massachusetts Boston, Boston, MA B.S. in Psychology May 2004 Currently on Deans List GPA: 3.2 Comment [CL22]: Providing details only for relevant work experience gives this resume focus and supports the author’s objective.

Work Experience Jumpstart, Roxbury, MA Teachers Assistant, 2002-2003 • Worked with child one on one to help improve language, literacy, and social skills • Initiated family involvement • Worked with a team to plan daily routine for classroom • Assisted teachers in the classroom • Helped plan program events • Attended teachers meetings New England Shelter for the Homeless Veterans, Boston, MA Telemarketer & Data Entry Operator, 2001 - 2002 Collage House Nursing Home, Brookline, MA Dietary Aide, 1999 - 2000 Shelburne Recreational Center, Roxbury, MA After School Program Counselor (internship), Summer 2000 • Worked with children ages 5-14 • Assisted children in homework • Supervised children in recreational activities

Comment [CL23]: Internships count as work experience.

Dorchester YMCA, Dorchester, MA Office Assistant, 1997 - 1998 Skills and Abilities • Clerical skills in typing and data entry: proficient in MS Word, Windows 98, and Excel. • Strong work ethic and interpersonal skills. • Experienced with group projects and teamwork. • Ability to grasp new information quickly to work independently. • Working with children

Comment [CL24]: All information in this resume is pertinent to the reader, and a larger font size makes it easier to read.

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