Q: I am a librarian currently looking for full-time public library work. Although I love working with kids and single-handedly run my library’s children’s department, my current position is only part-time. A full-time position in adult reference has just opened up in my area, and I am interested in applying. I have experience with working at the adult reference desk and took classes in graduate school in working with an adult patron base, but most of my 4 1/2 years of library experience come from working in children’s departments. Do you have any suggestions for what to highlight and emphasize in my resume and cover letter to show that I can work just as effectively in adult reference as I can in children’s reference? Any suggestions will be greatly appreciated.

TA: This can be a tricky transition, moving from the children’s department to adult reference (although I have seen some adults in my lifetime behave much worse than children!).  You’re wise to acknowledge there’s a difference and to think about ways to make the transition, like your previous work experience and coursework—be sure to highlight these in your application materials.   Additionally, think about the transferable skills you’ve gained over the last several years working in the children’s department.  Have you managed a budget?  Supervised employees, students or volunteers?  Created a desk schedule and delegated work? Examined new products and trained others on how to use them?  Have you worked with parents on how to meet the literacy needs of their children?  Make your resume and cover letter an invitation to talk more about your interest in the position and your ability to do the work.  Also know that as an internal candidate, you’ve got a professional network inside the organization.  Be sure to make a positive impression in all of your interactions and have people prepared to speak positively on your behalf.

Q: Can an ATS system be configured to automatically exclude resumes that include certain words?  I frequently read about the need to include certain keywords in my resume so applicant tracking systems can easily find them. However, I’ve never seen anything on the need to exclude certain words. Does HR ever set up their ATS to exclude resumes from their systems that mistakenly list sex, age, race, and other protected categories? I am concerned because my university still includes the word “woman” in its title, and I am curious if this is part of why I rarely receive interviews from places that require a full online application versus just emailing a cover letter and resume.

TA: I can’t say that I’ve ever heard of an Applicant Tracking System (http://en.wikipedia.org/wiki/Applicant_tracking_system) being set up to exclude applications based on certain keywords.  As you mentioned, I’ve always heard of these systems scoring applications and giving higher points to those that included specific keywords (like a relevancy rating).  So more keywords = higher relevance and higher score.  Not so much the opposite (certain keywords = lower score, or even excluded from consideration.)  Additionally, it strikes me as highly unlikely that a company could set up an ATS to screen out and exclude from consideration any resume that contains the word “Woman”.

So maybe your question is really, Why am I less successful with ATS applications than with emailed applications?  There are any number of reasons that are possible here, but let’s start with a few that immediately come to mind:

1. Perhaps larger companies use Applicant Tracking Systems and smaller companies don’t.  If that’s the case, it might also be logical to conclude that larger companies have larger budgets to advertise and recruit nationally, thus building larger, better qualified, more competitive applicant pools.
2. Maybe your emailed resume looks better than the application that you build within the ATS.  Carefully crafted resumes and cover letters say a lot about a candidate’s style and attention to detail.  All of that attention and detail can be lost when you enter data into an ATS.  Solution?  If given the option, upload a copy of your resume and cover in addition to the application information you enter into the ATS.  I know it may seem redundant—it’s really the same information, right?—but the time and attention you put into that cover letter and resume won’t be lost on the reader.
3. Finally, sending an email to someone is a much more personal experience than just entering your data into a large applicant system.  Maybe that personal connection—on both ends—is lost with an ATS.  If you can find a hiring contact for the position, send a brief email to introduce yourself, express your interest in the position, let them know you’ve submitted your materials online, and attach a copy of your cover letter and resume.  While you’ve met the technical requirement of applying online, you have also established a personal connection that could be helpful as you proceed through the hiring process.

Make sure your resume and cover letter are top notch and ready to be shared.  Also make sure it’s ready for a technology-savvy world (See: Resume Writing Tips for a Technology-Savvy World, http://jobsearch.about.com/od/resumewriting/a/resumetechtips.htm).

Q: I am a recent MLIS grad looking for work.  Over the past 6 months an organization I would like to work for has advertised a handful of various positions, some of which I was qualified for and applied for.  I heard that they were undergoing a reorganization.  Now there is yet another open position that I’d like to apply for.  I am wondering if I should bother them, on one hand, because if they wanted to interview me for a position they have my resume on file.  On the other hand, maybe a variety of people are doing the hiring and don’t talk to each other or share information.  The submission email address for job applicants is a generic jobs@xxx listing so it’s hard to know who is reading these applications.  Should I go for it again or should I move on and assume I am not a good fit?

Thanks for any advice you can offer about multiple openings at one organization.  I have no experience with this type of dilemma!

SM: This type of thing happens quite often, actually. Reorganization is a common occurrence and can affect job openings, job listings, interviewing/hiring schedules, organizational structuring, etc. And it can affect (or play havoc with) your job applications. My advice is to go ahead and apply for the position, or positions, that you want. Since it is a different position (and one that came up after the reorganization and after the other position(s) were advertised), you will want to tailor your application materials specifically to it and its requirements. Unless the institution states that the applications go into a pool for several positions or they contact you and ask you if you want to be considered for a new position (some will do this!), assume that if you apply for one position, only those who hire for that position will see your materials (other than HR). And, assume that you will only be considered for the position(s) that you apply for. However, every place does things differently, so if you can find contact information for the human resources department of the institution, you could try to contact them and ask about the reorganization and how that will affect the job openings and your applications materials. And, finally, you probably shouldn’t apply for more than two positions at one institution within a short time period. Good luck!

Q: I am changing careers after completing an LIS program. I have been working at a technical help desk in various roles using many of the skills taught to information professionals. For example, I have taught effective search techniques, researched technical issues using various technical resources, and practiced customer service through various communication paths. Is there an effective way to present these types of transferable skills when applying for a library position?

SM: This is a good question and an issue that many people have, especially those who are changing careers and those who are just entering the profession and have little or no library experience. One option is to use a functional resume, rather than a chronological resume. Functional resumes focus on skills and experience rather than work history over time. You might choose to organize your resume into categories such as: customer service, research, instruction, and technology. Within the categories you can list out the different skills and go into more detail about the jobs themselves. The skills you mention transfer nicely to the library world, and the job of working at a technical help desk is comparable to working at a reference desk, so this seems like a natural fit for you.

When you are writing cover letters, emphasize whatever skills are emphasized in the job description. For example, if the job is for a reference librarian, write about how you have assisted users both in person at the desk and online — and be specific about the tools/technologies/databases/media/etc. that you used. Employers like to know that you have experience (or expertise) with the same or similar tools that they have at their library. And they like to know that you are knowledgeable about current or emerging technologies and trends.

Resources that might be helpful:

Should You Use a Chronological or Functional Resume? By Roberta Chinsky Matuson

Crafting a Winning Resume by Tiffany Eatman Allen

JobStar Resume Guide (+ sample resumes)

Q: I would be very thankful if you could examine my resume.  Basically I have more experience as a cataloger, but I was cross-trained in other areas as well.  I was laid off and I am looking for a job without job.

TA: We aren’t in a position to review individual resumes, but there are services out there.  If you’re attending any professional association conferences soon, there are often free resume reviewing services available on site.  If you’re a member of a professional association, you can check with membership services to see if they offer mail-on resume reviewing services.  Your career services center from your undergraduate and graduate institutions may also offer these services (and many others) to alumni, so be sure to check there.  And finally, there are consultants who offer these services for a fee.  A quick internet search (“resume review services libraries”) will yield several responses, so you can check them out and find something that’s a good fit for you in terms of geography, services offered and associated fees.

Q: Hello, I am a fairly new librarian with some professional experience, but not much. I got a job quickly out of school, but I was laid off and I am now starting a serious full time job hunt. I am looking for a mentor, someone to help me in my search and guide me to where I need to be to get a job. I also would like someone in the field to give me a critique of my cover letter and resume. Can I send you my cover letter and resume to you for review?  Thanks for your time.

SM: Finding a mentor is a great idea for any new librarian (whether you have a job or not), and for those who are looking to switch career paths or move into different roles. Mentors can provide invaluable advice and much needed encouragement, and they can help to mold your career. We wrote a post about mentoring a few years ago that talks about the benefits of the mentor/mentee relationship and offers links to additional resources.

To find a mentor, you should look in your area for local library organizations that you can join. Some of these might have formal mentoring programs, and some might have members that are interested in taking on the role of mentor. Look for a local SLA, PLA, or ACRL group, or your state library association, and find out what programs and services they have for new librarians. You can also look at national organizations, such as ALA, that sponsor mentoring programs like the New Member’s Round Table Mentoring Program (some state library associations have these as well).

As for reviewing cover letters and resumes, unfortunately we cannot offer that service in the context of this site. However, in your search for mentoring programs, you will most likely find that many of them offer resume and cover letter reviewing services to their members. And, a mentor will be able to review your cover letter and resume. As good practice, we recommend that you always have someone review your cover letter and resume before you send them out. Another option is to find a librarian that you know and respect, ideally someone who is in a role you desire, and ask that person to be your mentor. Before you approach him/her, write down your expectations for the mentor/mentee relationship (e.g., how long should the “relationship” last? what parts of her job do you want her to show you? how do you expect her to help you in your job search? etc.) and your career goals, so you can share them with your mentor.

Also, look into your library school’s Career Services Office. Their services are typically designed for current students, but as an alumnus you might be able to take advantage of their services (which may include resume and cover letter reviewing, mentoring programs, and job search and job transitioning assistance). In addition, we can recommend the following:

ALA’s New Member’s Round Table Resume Review Service (for NMRT members)

LIScareer.com’s Consulting Services (fee service)

Music Library Association’s Resume Review Service (for MLA members)

North Carolina Library Association’s Resume and Cover Letter Review Service and Mentoring Program (for NC NMRT librarians)

Texas Library Association NRMT Mentor Program (for TLA NMRT members)

University of Texas School of Information’s Career Services Office (for students and alumni)

This answer is provided by our guest author, Rachel Kuhn Stinehelfer.

Q: In the summer of 2010, I applied for massage therapy jobs and librarian jobs. I discovered with my simple 1-page massage therapy resume that I could get an interview and even the job. Most of the job opportunities were found using one information resource: Chicago Craigslist. The interview process included a practical portion: I had to give a massage to a colleague. The job opportunities were at respectable salons: Asha SalonSpa, the largest collection of Aveda salons in the Chicago area; Heavenly Massage with 11 locations in the Chicagoland area; Massage Envy, the biggest massage franchise in the country; and Elizabeth Arden Red Door Spa, a luxury spa on Michigan Avenue.

There must be a problem. Even though I was primarily looking for an entry-level position, I clearly am competing with candidates who look better on paper. The biggest issue could be that I am transitioning from an entirely different field. What’s the solution? My library resume and references could be improved if I acquired more experience; this would give my prospective employers more confidence.  But, by definition, I am a Librarian, since a Librarian is someone who completes a Master’s degree in Library and Information Science. Moreover, I already did two internships while in school: one was at the American Library Association and one was at St. Scholastica High School. What can I do to improve my chances of getting hired? 

RKS: You make some great points about the differences in looking for a salon type position and a professional librarian position.  Having been on the other end of reading those letters and resumes I can say that there is A LOT of competition out there.   There may even be fifty candidates for an entry-level job.  Try not to be discouraged, but do look at your resume and cover letter with a closer eye.  I would also recommend having a friend (especially one who is already in a professional librarian position) edit your resume and cover letter.

First things first – do not confine your resume to one page if you have more relevant experience than that.  The non-library work is somewhat relevant however you need to make sure it does not look like you are too heavy on the salon work.  I would briefly describe the salon work including the years you worked there and a two-sentence description for each job.  Mostly to show you have been working during those years.  You can bring together the public services/working with people aspects of the two types of jobs in the cover letter. 

The internships and your coursework at Dominican should be the bulk of the resume.  Describe the specifics of your internships and list any websites or databases where the committee can go and review your work. 

Do limit the cover letter not necessarily to only one page, but for an entry-level position not much more than one and a half.  The cover letter is the personal connection you can make with a search committee so be sure to tailor it to the job for which you are applying.  Know that this is your chance to express why you are making a career change and how the work you have done in a salon will help you in libraries. 

Who you list as your referees is also very important.  Do list library folks – I find it useful to list your relationship in parentheses or italics – Professor or Internship Supervisor.  I would only list one salon referee probably your current employer or if you are not comfortable with the current supervisor until you are further in the process you can simply say Current supervisor contact information upon request.

Finally make sure you are qualified for the position.  If you do not meet the basic qualifications which may include a specific major or years of experience then you do not need to apply.  

Good luck to you in your job search and new career as a librarian!

This answer is provided by our guest author, Rachel Kuhn Stinehelfer.

Q: I love your website & your column. It keeps me motivated through some trying times!  I have over a decade’s worth of experience in academic libraries – circulation, subject libraries, cataloging & solo. I’ve just started working on my MLIS through an online program while working full time & have been sorting out my post-graduate career goals (I would like to work in special/corporate libraries or library/information consulting/sales). Most experts say students should complete a practicum or internship before graduating so they’re more attractive to employers. My question is how would a person who is currently working full time, going to school online, & trying to have a family/personal life squeeze in a consulting practicum? Do you think it’s necessary for someone with my background? Any suggestions would be great. Thanks so much! 

RKS: You have a very diverse background in libraries already.  I think with your work experience and MLIS that you would be a strong candidate without having an additional practicum.  What I would suggest is concentrate your coursework to go the direction you want your career to go and emphasize this connection in your cover letter.  Also, carefully construct your resume to highlight the experience you do have in detail.   A mistake that some candidates make is only writing a short description or sometimes only the title of a position without actually describing the depth and breadth of the work.  Going to school full time and working full time takes a lot of time management that you should also highlight when you are applying for jobs.  Good luck to you!

Q:  I have a resume question and I’m not sure who to ask, so I really hope you can give me some advice.

After skimming over my resume, I just noticed that the ending date for one of my jobs is listed incorrectly. The date is listed as July of 2007 — the correct ending date is actually November of 2006. I’m not sure how I did not notice this error before, but I didn’t and have been submitting this resume with job applications for several months now. I was contacted by one of the libraries where I placed an application, and they are bringing me in for an interview next week.

This was truly an honest mistake — I think it was originally the result of a copying and pasting error — and I want to clear this mistake up quickly and be honest about it with the person with whom I am interviewing. However, I am terrified that he will think that I was lying and trying to inflate my employment date, or that I am not a detail-oriented person, and that it will cost me the job. I have gone over the rest of my resume with a fine tooth comb and have had two other people also look at it for me. This was the only mistake.

How can I fix this? Should I email him with a corrected copy before the interview — and if I do, how do I address the error in the email? Should I wait and mention it at the interview itself? Should I wait and see how the interview goes and proceed from there? Or should I do something else entirely?

TA:  People are human and–breaking news!–we make mistakes.  It’s how we correct them that demonstrates our values and professional judgment.  At the point of the interview, bring a corrected version of your resume.  Simply state that you discovered a mistake on the dates of your employment and wanted to present a corrected copy with the accurate information. Don’t dwell, don’t go on and on about making mistakes; just present the resume, apologize and proceed.  Then carry on with the interview as you’ve planned and prepared.  Good luck!

Q:  In December of 2008, I completed an MLIS degree from a fairly well-respected state university. The whole time I was in library school (2.5 years) I worked as a circulation clerk in a medium-sized public library which is part of a three county system. When it came close to graduation, I started applying for professional jobs in that system. I got interviews, but no offers. At least once, I was never extended the courtesy of a phone call to tell me I had not been chosen. I ended up getting a good job with a five county library system in a small town an hour south of where I had been living. Reluctantly, I moved there. I am used to living in a vibrant college town which is full of culture and stimulating activity. I was bored and lonely in the small town. The library’s director was a tyrant who treated her employees in a condescending manner. I quit in three months after an unexpected personal tragedy, and moved back to the town where I went to college.  Since, I have been doing some teaching, receptionist work, bartending, and working in a greenhouse. I want to be a public librarian. I wouldn’t mind working in children’s, teen services, circulation, or reference. I am confused as to why the system I worked for during school won’t hire me, and no one else will either. I don’t think it’s my resume, which has been looked over at state conference by a library branch manager and met with approval. Maybe it is my interview skills. Maybe it is the fact that I quit the job in the small town so suddenly and it has affected my reputation negatively. My question is two-fold. What can I do to better my chances at landing a job in a library? Is there a way I can get more library related experience to put on my resume that would possibly help me in the future?  Sincerely, Bummed Bookworm

 
TA:  Dear Bummed Bookworm, I am sorry you are feeling dissatisfaction with your current situation.  I hope that I will be able to assist you in moving forward with a few thoughts and action items. 

First, you need to lose the negative attitude.  I can certainly understand your frustration at not having a library position, and having to make ends meet by teaching and bartending.  You did have a librarian position, but quit after three months in the position.  You described the library director as “condescending” and “a tyrant” and you added that there was also a personal tragedy that influenced your decision.  I acknowledge it may not have been perfect, but it’s time to get angry and get over it, because your negative feelings about the past seem to be influencing the present.  You need to find a way to describe your previous experience in a concise, honest, positive and professional way.  If you disparage one employer to another, their fear is that you’ll do the same to them when you’ve moved on.  And it’s just not professional. 

You’ve got a lot of things working for you, and that’s what you need to focus on.  First, you have a couple of years of solid public library experience.  Second, you’ve had your resume reviewed by others and feel pretty good about it.  Your interests are also wide (“children’s, teen services, circulation, or reference”), which broadens your opportunities. 

Your “To Do List” from me also has a few items to consider.  First, look at your cover letter and make sure its tone is positive and professional, and that it ties your experience to the needs of the position.  Your cover letter should project enthusiasm and confidence, and should be tailored to each position you apply for.  Second, you should consider going back to your supervisors at your first library system and asking them what you can do to make yourself a more competitive applicant for their positions.  Do you, for example, need to brush up on technology or repair any relationships from your previous employment?  If you ask someone to serve as a reference for you, be sure you ask them if they can be a GOOD reference for you for a SPECIFIC position.  Ask them to discuss with you their assessment of your strengths and weaknesses for the position, and ask if there’s anything they need from you to better prepare for the reference.  Make it easy for them to talk well about you.  Third, work your professional network to see if there are any volunteer positions available.  You will need to work carefully to build this into your already-busy schedule, but a volunteer position will allow you to keep your skills current, build a wider professional network, and rebuild a professional reputation.  Prove yourself to be trustworthy, reliable, professional and invaluable as a worker and a colleague.