Building your Outline Format Federal Resume in 50 minutes

Transcription

1 Building your Outline Format Federal Resume in 50 minutes Introducing the new, easy-to-write, OUTLINE FORMAT! Based on Federal Resume Writing Lessons in Acclaimed Federal Resume Writing Resources: Building Your Outline Format Federal Resume Warm-up ACCOMPLISHMENT / PROJECTS FREEWRITING! Lesson 1. Analyze Vacancy Announcement for Keywords and Top Skills Make a List of Top Keywords Lesson 2. From Big Block to Outline Format Résumé Writing, BEFORE The Big Block!

2 Resume Writing, AFTER THE BEST FORMAT! OUTLINE FORMAT WITH KEYWORDS/ NOUNS (page 8) Lesson 3. Create your own Outline Format Lesson 4. Words NOT TO use in your Federal Resume Lesson 5. Bonus: Core Competencies that can help you stand out! 2

3 Federal Résumé Writing Warm-up ACCOMPLISHMENT / PROJECTS FREEWRITING! Write 1 key accomplishment: Customer services Teamwork Efficiency Emergency planning Lead supervisory experience Training, curriculum development Why are accomplishments so important? 3

4 Lesson 2. Analyze Vacancy Announcement for Keywords and Make a List of Top Skills STAFF ASSISTANT Underline the Keywords in Each Sentence Additional Duty Location Info: 1 vacancy - Washington, DC MAJOR DUTIES: Top You will serve as the primary point of administrative support for a high ranking official within the agency. You will oversee the administrative operations of the office including, but not limited to: budget, accounting and finance, procurement, human resources, information technology, property management, security, and health and safety. You will develop internal administrative policies and procedures, coordinate and monitor transactions, ensure that deadlines are met, prepare a variety of reports, analyze trends, and make recommendations for problem resolution. You will also serve as the personal liaison officer for the official. This involves discussing a variety of matters with individuals who report to the official or who have business dealings with him/her. You will independently handle a wide range of issues and speak authoritatively based on an in-depth knowledge of the official's policies, commitments, and interests. You will also control the official's schedule, respond to and coordinate correspondence, track and follow-up on project deadlines, arrange for briefing materials, and organize meetings and conferences. 4

5 Make a list of the Top 10 Keywords and Top Skills here STAFF ASSISTANT point of administrative support for a high ranking official administrative operations of the office including, but not limited to: budget, accounting and finance, procurement, human resources, information technology, property management, security, and health and safety. internal administrative policies personal liaison officer for the official. business dealings with him/her. speak authoritatively based on an in-depth knowledge of the official's policies, commitments, and interests. control the official's schedule, project deadlines, arrange for briefing materials, and organize meetings and conferences. 5

6 Lesson 2. From Big Block to Outline Format Résumé Writing, BEFORE The Big Block! After - NIH Office of Extramural Activities Support Bethesda, MD US 8/ Present Hours per week: 40 LEAD EXTRAMURAL SUPPORT ASSISTANT (TASK LEADER) OVERSEE ADMINISTRATIVE SUPPORT TEAM: Supervise a seven-member administrative support team that provides administrative, technical, and customer support services to the NIAID staff, DAIDS Office of the Director, and other NIH branches and programs. Scope of responsibility includes directing telephone support, recordkeeping, database management, report generation, data compilation, correspondence management, meeting and special events planning, purchasing, and travel. Ensure deadlines are met. Continually assess and monitor progress and track work flow using Microsoft Outlook Task. Prioritize and delegate assignments based on staff competencies and strengths. Evaluate performance, work quality, and established guidelines and procedures to maximize productivity and ensure smooth and efficient office operations. Selected by supervisor to serve on a staff training committee tasked with creating a curriculum catalogue for DEAS staff training and establishing an intranet service.team with Program Officers, Administrative Technicians, and the Director s Executive Secretary to identify and resolve administrative issues and develop strategies, processes, and procedures to improve administrative operations. Process and review travel and training using NBS Travel Manager and NIHITS. Ensure all documentation is accurate and complete for forwarding to the Administrative Technicians. Review travel authorizations and 10 vouchers per week. Access AMBIS for conference registrations and office supplies. Evaluate staff performance and recommend training to increase individual and organizational performance. Review and recommend training to improve staff competencies. Coach and mentor staff to resolve workplace issues. Facilitate problem solving and collaboration. Recommend staff for awards and ensure accomplishments are recognized. Provide monthly status report of team activities and success in achieving the program plan. Coordinate and chair monthly DEAS meetings for up to 20 attendees. Set up room, write agendas, and take minutes. 6

7 Resume Writing, AFTER THE BEST FORMAT! OUTLINE FORMAT WITH KEYWORDS/ NOUNS After - NIH Office of Extramural Activities Support Bethesda, MD US 8/ Present Hours per week: 40 LEAD EXTRAMURAL SUPPORT ASSISTANT (TASK LEADER) OVERSEE ADMINISTRATIVE SUPPORT TEAM: Supervise a sevenmember administrative support team that provides administrative, technical, and customer support services to the NIAID staff, DAIDS Office of the Director, and other NIH branches and programs. COORDINATE STAFF ASSIGNMENTS: Ensure deadlines are met. Continually assess and monitor progress and track work flow using Microsoft Outlook Task. Prioritize and delegate assignments based on staff competencies and strengths. Evaluate performance, work quality, and established guidelines and procedures to maximize productivity and ensure smooth and efficient office operations. ADMINISTRATIVE LIAISON: Team with Program Officers, Administrative Technicians, and the Director s Executive Secretary to identify and resolve administrative issues and develop strategies, processes to improve administrative operations. OVERSEE TRAVEL: Process and review travel and training using NBS Travel Manager and NIHITS. Ensure all documentation is accurate and complete for forwarding to the Administrative Technicians. Review travel authorizations and 10 vouchers per week. Access AMBIS for registrations and office supplies. MENTOR & MOTIVATE STAFF, FACILITATE TRAINING: Evaluate staff performance and recommend training to increase individual and organizational performance. Review and recommend training to improve staff competencies. Coach and mentor staff to resolve workplace issues. ACCOMPLISHMENTS: ++ Selected by supervisor to serve on a staff training committee tasked with creating a curriculum catalogue for DEAS staff training and establishing an intranet service. ++ Commended by the former director for Demonstrating a clear grasp on level of attention to detail the foundation of good customer relations. ++ Nominated by a supervisor in 2005 for a monetary Special Achievement Award for outstanding contribution as DAIT s Acting Task Leader. ++ Volunteered to serve as co-interviewer for selecting potential Grants Clerk candidates in

8 Lesson 3. Create your own Outline Format How many Hats do you wear at work? 8

9 Lesson 4. Writing with Active Voice, Not Passive Voice WORDS THAT YOU SHOULD NOT USE IN YOUR RÉSUMÉ Responsible for Duties include Other Duties include Additional duties include Helped with or help in Worked with or work in Assisted with Participate in Perform (overused in government résumés) Prepare (overused in government résumés ) Serve as Involved in or involved with And other Passive Voice phrases that imply that you did not perform the work, but were responsible for the work! Sample Passive Voice Resume Description: Duties: Serve as a staff action officer in the Engineering and Implementation Division. Responsible for overseeing the establishment of new information systems and capabilities. Managing the modernization of existing facilities for the European Theater. Other duties include coordinating and integrating technical aspects of communications and automation working with administrative and management matters. Help in evaluating overall requirements. Made recommendation in policy. Involved with justifying funding equipment requirements, procurement and support services. Utilized my expertise in the overall concepts, theories, analytical processes and techniques of communications/automation, for the requirements of the command. I coordinated and led assigned projects and reported, directed command project development. 9

10 Lesson 5 More keywords Core Competencies can make a Difference Competency 1 Leads People Demonstrates skill or potential for leading people, such as: Fosters a culture of teamwork and respect with internal and external customers that: o Improves results, and/or o Achieves goals; Resolves conflicts effectively; Reflects organizational core values through clear and consistent actions; Promotes diversity goals and/or outreach efforts; Works effectively in matrix-managed organizations; or Competency 2 Continuous Learner Demonstrates skill as a continuous learner, such as: o Pursues advanced or continuing education; o Participates in training and developmental opportunities; o o Seeks out projects and/or assignments outside current job responsibilities; or Adapts behavior and work methods in response to new information and changing conditions. Competency 3 Business Proficiency Demonstrates skill or potential for business proficiency, such as: o Aligns financial planning with performance goals; o Ensures procurement and acquisition procedures are properly used; o Understands budget formulation and execution processes; or o Plans and integrates new technology proactively to meet organizational and customer needs. Competency 4 Problem Solver Demonstrates skill or potential for complex problem solving, such as: o Anticipates, identifies, and diagnoses barriers to a goal; o Develops innovative alternatives to existing operations; o Integrates disparate concepts and/or issues; or o Solves complex research problems at the national or regional level by: Leading teams, and/or Building scientific coalitions with universities and other partners. Competency 5 Strategic Thinker Demonstrates skill or potential for strategic thinking, such as: o Understands the roles and relationships of a variety of organizational functions and missions; o Develops strategies for integrating diverse interests of multiple stakeholders; o Identifies and integrates key political, economic, social, scientific, and technological issues affecting the organization; Competency 6 Communicator Demonstrates communication skills, such as: o Delivers clear and convincing oral presentations to individuals and groups within and outside the office; o Writes reports and other documents that reflect the position and work of the organization in a clear, convincing, and organized manner; o Engages in cross-functional activities; o Develops and enhances alliances with external groups; o Considers and responds appropriately to the needs, feelings, and capabilities of different people in different situations 10

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12 Federal Resume Guidebook CD-ROM Government Jobs - Keywords and KSAs Federal Career Corner Free bi-monthly newsletter Federal Employment News, Resume Writing and Info Sign up for free! KEYWORDS AND SKILLS FOR ADMINISTRATIVE OFFICER, 343 manage information technology resources Senior Customer Service Representative establish excellent working relationships Information technology improvements Improved service delivery methods politically controversial matters controversial technical issues office automation systems Systems/processes integrate strategic planning initiatives procure current information senior level liaison support strategic planning process Appropriate coordination contribute constructively personal representative Various VA committees BVA-wide information performance objectives resolve complex issues resolve time sensitive budgetary procedures demonstrated ability technology initiatives Budget formulation evolving technology Authoritative advice policy development execution process systems processes user requirements implementation effective leader Project activities integrate efforts working groups team member 12