Analyzing Your Job Search Using Systems Analysis

Define Objectives/Time Frame | Write Resume | Solicit References | Locate Job Ads | Analyze Job Ads | Write Cover Letter | Phone Interviews | On-Site Interviews | Evaluating Job Offers and Benefits Negotiation

Define Objectives/Time Frame

When planning your job search, especially if seeking your first position, it is imperative to allow adequate time for the process. All too often library students start their job search a few weeks prior to graduation (which isn't a problem if you're independently wealthy or don't mind flipping hamburgers for a while) instead of targeting a type of library and anticipated starting date and planning backward from there. The length of time it takes to fill an open position is often defined by the various types of libraries. Size and organization of the institution also have a major impact. Geographical constraints (staying within a given location) or pursuing a narrow specialty (such as Spanish language cataloger) are examples of other factors that can contribute to extending the length of a job search.

Academic library jobs can, and often do, take six months or longer from the closing date noted in the position announcement until they are filled. School libraries target filling a position by the beginning of the contract date, which is generally before the beginning of the school year, unless there is an unexpected opening. They often advertise a couple of months in advance and usually work quickly to fill the position.

Where a public library advertises the opening often dictates how swiftly they move in the hiring process. Locally advertised positions are generally filled quicker than regionally or nationally advertised positions. Special libraries, including medical, business, and law, are often the quickest to fill an opening.

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Write Resume

Writing a resume is a difficult endeavor. Content and style are both important. What your resume does is offer a snapshot of who you are, what you have done, and when you did it. There are several essential elements you must include on your resume. Name, address, phone, and email are standard elements. Educational background and work history are also fundamental. Everything else can be added as necessary. This includes things like: computer and language skills, course work (if it's your first professional position), professional memberships, and significant honors. If you've sent out many applications and are not getting any calls to your references, it might be time to look at what you're doing on your resume. Did you:

• Lie or embellish? Your references may be asked about projects you claim to have done, and nothing disqualifies a person faster than being found out about lying on a resume!
• Include personal information like: age, marital status, children, height, weight, social security number, a photo? This is not appropriate, and marks you as "out of touch."
• Find a format which works well for you? Some people like to focus on skill groups, other prefer to focus on a chronological listing. Either is fine, just don't mix them.
• Limit your resume to 2 pages if this is your first job? If you have professional experience, limit it to 3 pages or send a curriculum vita?
• Proofread and spell-check?
• Have colleagues give you feedback on both content and style? Resumes need criticism before they're put to use.

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Solicit References

References are vital to your job search. They tell people things about you, and it pays to cultivate working relationships with people who are articulate, dependable, and who can depend on you. If you've gotten some nibbles of interest from your applications, as evidenced by calls to your references, but things are going no further than that, you might want to reevaluate your references. Did you:

• Ask first? Professional and personal courtesy requires this.
• Ask suitable people? Current supervisors/mentors, professors, and colleagues in professional organizations are suitable. Personal references are not.
• Find out what your references would say? You want them to say good things about you. Are they able to give you a strong and unequivocal reference? Don't be shy, ASK!
• Are they dependable? In case of written references, you may have to keep on them to write if they're not dependable or if overworked.

Locate Job Ads

You've figured out your time frame and your objectives, you've got three to five references, and you have a great resume in hand. Where should you look for job ads?

• American Libraries, C&RL News, Chronicle of Higher Education, and Library Journal.
• LIBJOBS listserv
• Library and Information Science JobSearch
• Library Job Postings on the Internet
• Joblines listed in the back of American Libraries.
• Network with colleagues and at conferences.
• If you're tied to a particular geographical location, check the local newspaper classifieds.
• Web Resources at this site.

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Analyze Job Ads

This step can take a huge amount of time. You'll need to keep reading job ads and applying for jobs until you have a job in hand and a contract signed. Most people apply for between 10 and 100 jobs. For each of those you apply for, imagine how many ads you'll have to read!

Carefully reading and interpreting each job ad will save you the pain, time, and rejection you'll encounter if you apply for jobs for which you are not qualified. If you've applied for many jobs and have only received the "Thank you for your application, but the other candidates are much more qualified" letters, rethink how you've been reading the ads. Did you figure out exactly what each ad said? Did you:

• Have all the required qualifications? Don't apply if you don't have them!
• Have one or more of the preferred qualifications? If you have all or most of them, great! If you don't, that's okay. They are only preferred, after all.
• Determine if you'd "fit" the job? Can you do the job? Would you want to?
• Determine the status of the job (faculty, tenure-track, staff; contract, hourly wage, salary) and whether you'd want that?
• Determine if the salary was enough? What if the salary isn't listed? Do you feel comfortable applying for a position where the organization won't disclose the salary?
• Make the application deadline?

When reading ads, look between the lines. Does the job state "Librarians are faculty."? If so, expect to do service and research. If an ad gives a salary range by status (Librarian III $30K-33K, Librarian IV $32K-$35K) you'll know how to negotiate if you get the job offer. If the ad has many openings advertised, find out why! Is there dictator running the library? Is there a new branch? Does the ad mention an application or full job description? Write for it, so you can write your cover letter appropriately.

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Write Cover Letter

You're ready to start applying for jobs. You have your resume, references, and pile of job ads in hand. Each ad asks for a letter of application. Why, you may ask? It lets them find out who you are, how well you communicate in writing, and what explicitly qualifies you for the job. Are you sending out lots of applications, but still getting turned down? Did you:

• Read the advertisement carefully? If you're not qualified, you won't get looked at twice.
• Address the particular skills they are asking for?
• Use a good layout sense? An introductory paragraph stating what job you're applying for and where you found the job ad, one to three paragraphs detailing why you are perfect for this job, and a final paragraph concluding the letter and thanking them are all you need.
• Make your letter concise? Two pages is the maximum length. No one reads a 4-page letter.
• Include contact information? Your phone number, address, and email are imperative.
• Apply for a specific position? Always apply to a position, never just to an organization.
• Keep your tone positive? Avoid using negatives, especially about your current job.
• State why you want to be at that specific place and geographical area?
• Express your job philosophy? Show that you have ideas you can contribute to the organization.
• Address substantial gaps in your employment history? (e.g. raised a family).
• Proofread and spell-check the letter (and have your references critique it)?

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Phone Interviews

Not all libraries set up formal phone interviews, but most academic libraries and those that have advertised outside of the local area generally do. The purpose of this step is to assess your potential and it is every bit as important as the rest of the interview process. Information gleaned from the phone interview is used to narrow the field of applicants even further. If you've had a couple (or more) of phone interviews and then failed to make the 'short list' of on-site interviewees, it's time to critically review your phone interviewing technique. Did you:

• Set up a time for the phone interview that is convenient to both you and the interviewer?
• Try to be as accommodating as possible?
• Minimize distractions? Schedule an interview at your place of employment only if necessary.
• Mentally prepare yourself? And think through possible answers to questions before the interview? Questions generally include theoretical as well as practical considerations. Develop an informed philosophy on the position you are pursuing?
• Think of questions about the position or institution that you would like to ask?
• Do your homework? Visit their Web site and research what you can from library literature, newspapers, statistics, and reports.
• Find out who you would be speaking with and research them when setting up your interview?
• Ask for clarification on questions that weren't clear?.
• Compose your answers by being succinct, but thorough?
• Reiterate your interest in the position (if you are indeed still interested)? It is also valid to ask where they are in their search process, and when you should expect to hear back from them.

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On-Site Interviews

If you've made it this far, you're doing great! But close only counts in horse shoes and hand grenades, and being the runner-up in a job search isn't your objective. So, even though you are getting good interviewing experience, you don't want this "always the bridesmaid, never the bride" situation to last very long. The second thing you'll want to do after leaving an interview (the first is always write a thank you letter) is to jot down as much of the experience as you can remember, then evaluate your performance. What parts were you pleased with? What could be improved? What impressions are you leaving behind? When reviewing this part of your job search process, did you:

• Do your homework regarding the institution, the persons interviewing you, the patrons they serve, and (of course) responsibilities and expectations of the position? And demonstrate your knowledge?
• Determine travel arrangements and particulars (will someone meet you at the airport?) and find out what part of the trip you are responsible for financially?
• Dress professionally?
• Bring extra copies of your resume or any publications or handouts you produced?
• Think of questions to ask that are pertinent to the job, the organization, the locale, etc.
• Formulate a philosophy regarding the position you are applying for?
• Prepare answers for all levels and types of questions, including: What are your main strengths? Your weaknesses? What can you bring to this position? Why did you apply to this position or institution?
• Take time to mentally prepare yourself for the interview, rest as much as possible the night before and develop an positive attitude?
• During the interview did you project the image that you are a capable and effective professional?
• Speak of past job experiences as positively as possible?

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Evaluating Job Offers and Salary and Benefits Negotiation

Congratulations! If you've received a job offer, you're close to reaching your original objective. This segment will help you evaluate a job offer and negotiate a more favorable salary or benefit package. You may receive a call with a job offer immediately after the interview, and while you can (and should) request several days to think over an offer it is wise to have completed your evaluation of the position prior to their call. If you don't have all of the information to make an informed decision, then the offer/negotiation stage is the perfect time to get answers to your unanswered questions. Define a list of criteria that is important to you. Note the benefits and drawbacks for the position. Some of the things to consider include:

• Is overtime expected?
• What are the promotion opportunities or salary step range/scheduled increases/history of raises?
• What are the benefits and how much do they cost? Health and life insurance, retirement, paid vacations and holidays, amount of leave time, etc. can add another 30-35% to your base salary.
• Do you have your own office and computer?
• What is the cost of living relative to the salary range?
• Did you have a good rapport with your supervisor? Your colleagues?
• Are nights and weekends expected? How are you compensated for that work?
• Are there provisions for continuing education or training?
• Is conference and meeting attendance expected? What level of support is provided?
• Did you like the area?

When you think of negotiating, the first thing that pops into a person's head is salary. However, not all salaries are negotiable (school and public are usually step ranges). For those that are, roughly determine what you can expect the position to pay (find out from their operating budget, friends in similar positions, other advertised positions, professors, etc.) prior to negotiating. Based on the advertised salary range, decide on your own range, with the top being the best you could hope to get and the bottom being the least you will take. What Color is Your Parachute contains an excellent chapter on determining a reasonable salary range as well as how to ask for it.

Don't stop with the salary. Depending on the type of library and specific institution, moving expenses, tenure review, professional support, tuition waiver, and starting date are examples of items that may be negotiated. If moving expenses are not negotiable, ask if you can actually begin work in the middle of the month, but be placed on the payroll at the beginning of the month (benefits start earlier, also). In tenure-track positions, ask for review earlier than generally scheduled. Consider this if you have some publications and really want to be on the fast track (tenure results in a salary increase). Know before you go what financial support to expect for meetings and conferences, negotiate for upcoming ones if you have missed an allocation of funds process. Tuition waiver is often state mandated. Check with human resources or the personnel librarian to see what your options are. Don't be afraid to ask, you're expected to.

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