Job Application Essentials - Resume, Cover Letter and Reference List - Winter 2025.pdf
- 1. Job Application Essentails Resume, Cover Letter, and Reference List Career and Internship Advisor Engineering Career Centre 2025 Winter
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- 3. Agenda Analyzing Job Descriptions: what employers are looking for Resume Basics Cover Letter Basics What you need to know about Application Tracking System References This is a required workshop for Graduate Students who are pursuing Career Elevation Certificate
- 4. What Employers Look for in Candidates? Knowledge Skills Personal Attributes Examples: knowledge of low voltage control systems; knowledge of processing equipment; bachelor’s degree in engineering Examples: Technical skills: develop engineering drawing, analysis technical reports, coding Transferable skills: communication, collaboration, organizing, time management Examples: focused; desire to learn; adapt to new technologies quickly; willing to help others
- 5. What info could you get from a job description?
- 6. Company background / Extra Info Did you do something similar in projects or other experience? Technical Skills & Knowledge Transferable Skills
- 7. Resume
- 8. On average, how long does a resume get reviewed? (a.) 10-15 seconds (b.) 1-2 minutes (c.) 2-3 minutes (d.) more than 3 minutes
- 9. First Impression: Clear, Clean, and easy to read
- 10. First Impression White space is good! (at least 2.5cm margins) Consistent font size (11 or 12 for body) and style (excluding headings) Clear, concise, and descriptive section headings No photos and personal information (nationality, age, height, eye color, marital status, passport number…) No personal pronouns (I, my, mine) Max. 2 pages
- 11. Components of a Resume 1. Heading on top: contact Information Name; location; phone number; email address; optional LinkedIn/ GitHub address 2. Objective statement (Optional) 3. Education 4. Summary of Qualifications / Skills Profile 5. Work Experience 6. Engineering Projects 7. Extracurricular / Volunteer Experience (Optional but recommended) 8. Optional other sections (e.g. interests / memberships)
- 12. Objective Is optional Be brief: 1-3 sentences Highlights why you are the best fit for the job and how you can contribute to organization’s needs Relevant to position – customized and targeted Example: “Software engineering student aiming to apply critical thinking and attention to detail in an agile environment and actively contribute to developing front end code based on user requirements.”
- 13. Education Section Post-secondary school(s) attended – not high school Intended major/minor/degree Graduation month and year Grade Point Average, Awards, Relevant Coursework is optional EDUCATION Bachelor of Science in Software Engineering, minor in Computer Science Expected May 2022 Schulich School of Engineering, University of Calgary Cumulative GPA 3.5 / 4.0 Scholarships & Awards: Jason Lang Scholarship (2021), Seymour Schulich Academic Excellence Scholarship (2020) Relevant Coursework: Software Design and Architecture, Data Structures, Augmented and Virtual Reality, Innovation and Entrepreneurship Optional Internship Enrollment: Registered in Engineering Internship Program May 2025 – Aug 2026, seeking a 12-month placement starting from Sept 2025 You may include internship registration under Education or create a separate Internship Section
- 14. Skills or Qualifications Section 4-6 summary statements describing your relevant skills, knowledge and experience • 2-3 technical skills (engineering skills) • 2-3 key transferable skills and/or self-management skills Relates to your objective Links directly to posting Often done last, after resume is written
- 15. Sample Job Posting Preferred Qualifications Strong interpersonal and communication skills to work efficiently in a collaborative team environment Highly adaptable and able to work independently; willingness to learn, a self-starter Excellent analytical and problem-solving skills Excellent computer skills (solid understanding of Microsoft Office applications) and ability to learn new applications Able to deliver results in a timely and efficient manner Advanced Excel (including macros and VBA programming) is considered an asset Previous experience working with SAP is considered an asset Well-developed database and Power BI capabilities would be an asset Previous experience working with SharePoint is considered an asset
- 16. SKILLS Software: Quick learner proficient in Microsoft Outlook, Word, Excel, PowerPoint, Forms & Access. Experienced with several simulation softwares (Visio, Viewpoint, SolidWorks and Aspen HYSES) and also skilled in various coding languages (Python, JavaScript, Matlab, etc). • Leadership & Teamwork: Self-motivated, hardworking individual that can work efficiently under minimal guidance and high-pressure environments. Enjoys challenges and problem solving. Cooperates with other club and team members and has experience working within groups of 2- 15 persons, frequently taking on leadership roles within the group. • Communication: Experience interacting, working with, and leading multi-disciplinary and various ethno-cultural group members to effectively complete tasks. Good at expressing and wording emotions. Engaged in public speaking opportunities through academic and club activities to learn and better the skill. • Problem Solving: Excel at applying theoretical background to critical thinking problems and a quick thinker. Self driven and prefers to analyze and observe the situation before perusing the decided solution. Enthusiastic about challenges and innovates on solutions to solve complex problems. • Time Management: Successfully balanced full time university studies while volunteering, using organizational skills to prioritize and effectively complete tasks ahead of time TOO LONG
- 17. 18 SKILLS • Can work independently and with teams of various sizes • Strong organizational, time management, and communication skills • Experience with writing technical reports, meeting minutes, and giving presentations Too short and general Does not highlight technical or computer skills engineers should possess
- 18. 20 SKILLS Technical: 3D modelling, thermodynamic analysis, material testing Software: Solidworks, MATLAB, C++, Python, Microsoft Office Professional: Leadership, adaptability, collaboration, interpersonal communication SKILLS • Programming/Data Analysis: Experience using C, Java, Python, MATLAB, VHDL and Excel; currently learning HTML, CSS, and Javascript independently • General Computer & Video Editing Skills: Proficient with the Windows and Mac operating systems, the Microsoft Suite, Adobe Premiere Pro and Davinci Resolve • Team Work: Co-operate with other club members and executives in Software Engineering Student Society and SOS Tutoring to accomplish fund raising and event planning goals • Communication: Initiate and communicate ideas through different media in the classroom as a teaching assistant and scientific meetings Balancing Technical and Transferable Skills Example 1: Example 2:
- 19. Compare Skills Statements 1. Excellent communication skill V.S. 2. Initiate and communicate ideas through different media in the classroom as a teaching assistant and scientific meetings 3. Strong team player V.S. 4. Co-operates with other club members and executives in Chemical Engineering Student Society and SOS Tutoring to accomplish fund raising and event planning goals What ones are more powerful / convincing to readers?
- 20. Work /Project Experience Include : Job title or project name Company name or organization name Work / Project location (city and province) Dates of employment/project in reverse chronological order – indicating the month and year Example: May 2021 - present January 2022 - August 2022 2-6 bullet points per job/project, describing accomplishments, results, skills & knowledge Accomplishment Statement: action verb + what and how you did + purpose/outcome/result
- 21. Showcase Your Skills in Achievements Bullet Statement Example: Performed lots of research and conducted multiple risk assessments for the company involving other departments and software. Was also heavily involved with a big privacy/security team clearance project Question: By reading this statement, can you tell how well the person performed the duty and what skills he used?
- 22. Duties V.S. Skills What you say What employer hears Duties Cleared tables to ensure fast service You’re good at clearing tables. We’re looking for an engineering intern though, this isn’t going to help me Skills Collaborated with the entire service team to ensure quick turnover of customers by clearing tables quickly You’re a good team player. As part of this job, you’re going to be working as a team and with various leaders in the organization. You could be interesting
- 23. Use the STAR System to Guide You Situation Provide some brief context. What was the situation that I faced? What was my role? Task What challenges did the situation present that I had to overcome? Action What actions did I take? Result What was the result of my actions or my contribution to resolve the situation? Quantify the result, if possible.
- 24. Achievement Statement STAR format Situation / Task Action (Technical & Transferable Skills) Results / Outcomes Local animal shelter needs additional funds to help support animal adoption program Worked with a committee of volunteers to brainstorm fundraising ideas Organized a car wash drive Raised $1500 in one weekend to benefit the animal adoption program Achievement statement: Raised $1,500 for a local animal shelter’s adoption program by organizing a car wash drive with a group of community volunteers
- 25. Achievement Statement STAR format Situation / Task Action (Technical & Transferable Skills) Results / Outcomes Design, manufacture, and test a high-performance wing Collaborate with a team of 6 to simulate flow over a thin airfoil by using MATLAB The high performance wing worked perfectly Achievement statement: Collaborated with a team of 6 using MATLAB to successfully design, manufacture, and test a high-performance wing
- 26. Showcase Your Skills in Achievements: How could you improve this original statement? Original Statement: Performed lots of research and conducted multiple risk assessments for the company involving other departments and software. Was also heavily involved with a big privacy/security team clearance project Revised Achievement Statement: Conducted risk assessments daily for the company utilizing Excel Microsoft Power Apps such as PowerShell and Automate to increase the efficiency of cybersecurity processes and security of adopted software Achievement Statement = powerful action verb + what you did and HOW you completed the task + Purpose or outcome or result
- 27. EXPERIENCE Science Tutor, September 2022 - Present Worked for in-person tutoring to high school students Reviewing and grade assignments I make up lesson content to aid student understanding Work Experience Example Question: Why is it a bad example?
- 28. EXPERIENCE Science Tutor, September 2022 - Present Worked for in-person tutoring to high school students Reviewing and grade assignments I make up lesson content to aid student understanding Work Experience Example Question: Why is it a bad example? Organization and location are missing Not achievement statements Don’t use ing- form Don’t use personal pronounce Use present tense for present experience
- 29. Work Experience Examples Administrative Assistant (part time) May 2024 - Present SMART Technologies, Calgary, AB • Communicated with clients and resellers internationally regarding orders, ensuring fast and friendly customer service at all times in this high energy environment • Advocated for a more cost effective shipping structure and created a more efficient filing system for the accounting department • Managed weekly inventory procedure, exercising organizational skills to maintain detailed and accurate records Facilities Engineering Intern – ELK Revier in Situ May 2022 – Aug 2023 Super Oil Canada Resources, Calgary, AB • Prepared a 50-page benchmarking report on Alberta’s Oilsands focusing on capital costs to support EIL River team to justify project funding • Reviewed the EPCM-created initial development facility design to validate overall heat integration and heat exchanger types • Researched spiral heat exchangers; created a 5-page overview document that has been used to educate super Oil employees on the advantages and drawbacks of this relatively new technology • Recognized in all eligible months for completing CARE Observations, which encourage safe, healthy, and productive employees at home and at work, and for participating in the fitbreak repetitive stress prevention program
- 30. 3D Modeling of a Toy Car Assembly using SolidWorks September 2022 – January 2023 University of Calgary, Calgary, AB Learned SolidWorks to draft detailed technical drawings of 6 unique components displaying dimensions, perspectives, and assembly. Solved challenging problems through an iterative troubleshooting process using critical thinking. Used Microsoft Word to produce a concise report by applying strong writing skills. Software Engineering Project September 2021 – January 2022 University of Calgary, Calgary, AB Developed a GUI application in Python to analyze documents for plagiarism, which included using Google Search API to retrieve online articles with matching text Built a JavaScript application to quiz software engineering students on data analytics and machine learning concepts Coordinated with a team of software engineering students to design a bug tracking system to diagnose and resolve issues for software applications automatically Project Experience Examples
- 31. Other Optional Sections Volunteer Experience and/or Extracurricular • This is highly recommended to include to show your well roundedness Additional Training/Certifications Honors /Awards Memberships Interests • This is can fill white space and showcase personality
- 32. Proofread it! Make sure your resume is Error free – Check the spelling and grammar!
- 33. Cover Letter
- 34. Why write a cover letter? Is a marketing tool to showcase your strengths, experience and interest in the job Attract employers’ attention: -- Highlight your most relevant qualifications -- Describe how you would “fit” in (value/vibe) Demonstrate your writing ability – Business writing is different than academic writing – It should be more concise and to the point
- 35. Questions you’re answering “Is this student genuinely interested in the position or is it evident they are thinking, “Whatever, I’m just going to apply.” What Employers are Looking from a Cover Letter? “Has this student got what it takes--the ability, experience and skill--to meet or exceed the goals of the position?” “Are they really going to make a difference to the company?” “What is this student’s personality like?” “Can I picture them fitting in with our team?” “Can this student communicate a complicate idea and perform the engineering duties based of their skills?”
- 36. Formatting Use the same font and style as your resume One page in length Single spacing with one space between paragraphs No indentations Consider white space and margins Be hypervigilant in proofreading for typos and grammatical errors
- 37. Modern Letter Formatting Use the header from your resume including name, email and phone number (LinkedIn, GitHub and City/Province are optional) Date you are applying – month, day, year Job reference – job title and number (if applicable) SALLY STRUTHERS Calgary AB | [email protected] | (403) 555-5555 August 15, 2022 Re: Internship Student, Production; Job#: 14346
- 38. Salutation 40 If you have the person’s name who is accepting the applications, use it! Ex. Dear Ms. Smith, If you do not have a name, include the department and company in the greeting Ex. Dear Hiring Manager at (Name of Company) Ex. Dear (Name of Company) Recruitment Manager Ex. Dear Human Resources for (Name of Company) Avoid using – To Whom it May Concern, Dear Sir or Madame
- 39. Cover Letter Format Business Letter format One-page document with 3 to 4 distinct parts: 1)Introduction – the attention grabber: • Capture their interest in 3 – 5 sentences • Who you are and why you’re writing (the position, how you heard about it, what you know about the organization and why/how that resonates with you) 2)Body – “why you?”; 1 or 2 paragraphs • Highlight your skills, experiences, and attitudes that make you a good fit for the position • May also answer “why do you want to work for this company”, “what are you passionate about?” • Clearly demonstrate with concrete examples how you are a match for the position • Pick a theme or topic (education / technical skills / professional skills / experience / etc.) for each paragraph • Do NOT reproduce your resume or send a generic cover letter 3)Conclusion – the request for further action • Mention your desire to arrange an interview • Thank the reader for their time and consideration • Add a closing salutation (Regards / Sincerely…) and signature
- 40. Introduction Examples – less is more “Dear Ms. Sampson: Please accept the enclosed resume as an expressed interest in contributing relevant experience to the position of Engineering Intern, as seen your website, on September 13, 2022.” “Dear Hiring Manage: I was excited to see the posting for an Engineering Intern advertised on your website!” Tip: Many companies don’t want you to tell them about their company in the opening paragraph!
- 41. Introduction Examples – less is more “As a third-year student at The University of Calgary, I am currently seeking an Engineering Internship position in hopes of creating a revolutionary thermodynamic system and overhauling the company’s chemical department.” “I would like to apply for the Engineering Internship position due to my strong interest in thermodynamics, chemical technology management, and fluid mechanics.”
- 42. Examples – keep it positive “I believe that my previous engineering projects, work experience and strong academic background will be of value to you in the role of Engineering Internship student.” “As a computer engineering major in my senior year, I would love this chance to earn professional experience. The reliability and performance of your software have always impressed me. I'm excited about the opportunity to learn how your engineering team creates these products while also using my skills to contribute to the business's success.”
- 43. Ideas to Write the Body Specific examples of relevant skills you’ve demonstrated at work, school, volunteering, etc. Match your education and work experience to job requirements – refer to job description May include balance of technical, transferable & self-management skills Refer to key phrases, mission / vision statements, significant projects or awards that are showcased on the company website to show you’ve done your research! End with a concluding sentence that connects the paragraph back to the job posting
- 44. Example
- 45. Punctuation Saves Lives! Let’s eat grandma! Let’s eat, grandma! Proofread it!
- 46. About Application Tracking System What is ATS? • A software that helps companies organize candidates for hiring and recruitment purpose. • The main purpose of using ATS: to streamline the hiring process (NOT to select the best candidates) You may have questions about ATS: • Is it true that most companies are using ATS in selecting process? • How do I know if a company is using ATS? • How can I increase my chance of being seen if a company is using ATS? Reading: What Are Applicant Tracking Systems? (Plus Tips for Success) https://www.indeed.com/career-advice/career-development/what-are-applicant-tracking-systems
- 47. References
- 48. Reference Who should you ask to be your reference? People who know you well enough to answer specific questions about your character, skills, achievements, and work ethic. • Professional reference: co-worker, supervisor, business partner, the professor who knows well about your engineering work… • Characteristic reference: a neighbor, the volunteer coordinator that you worked with, a mentor from the community… How a reference differs from a referral?
- 49. References Prepare 3 references: at least 2 are professional Do NOT include your references on resume or cover letter Usually provide to employers during or after interviews, or upon requests References from overseas may be accepted, but at least one or two Canadian references should be provided.
- 50. How to ask someone to give reference for you? Before providing a company with reference information • Would they say good things about me? • Are they fully aware of my opportunity and how I matched? After providing your reference list: • Keep your references informed of any possible changes No matter whether you are selected or not, thanking your references would be much appreciated
- 51. What You Need For a Reference List Reference’s Name Job title Company (employer) Work contact (phone number/ email address) Your relationship with the reference ( supervisor/ co-worker /professor…) If the reference is no longer employed in the same company, provide his/her current job title and company name but specify how you know him/her. Ex: Former direct manager in ABC company.
- 52. Alberta Employment Resources Alberta Employment Standards https://www.alberta.ca/employment-standards Workers’ Compensation Board-Alberta https://www.wcb.ab.ca/ Alberta Human Rights Act https://open.alberta.ca/publications/a25p5 Sexual and Gender-Based Violence & Harassment UCalgary’ Sexual and Gender-Based Violence Prevention & Support Office: [email protected] Canadian Charter of Rights and Freedoms https://www.canada.ca/en/canadian-heritage/services/how-rightsprotected/ guide-canadian-charter-rights-freedoms.html
- 53. Contact and Upcoming Events Engineering Career Centre Location: ENC 205 Email: [email protected] D2L: Engineering Career Center Engineering Career Elevation (Graduate Students) Elevate: Schulich School of Engineering Virtual and In-person Drop-in advising: Join through WaitWell myschulich engineering-career-centre QUESTIONS? October Workshops • Job Search Strategies and Effective Networking • Interview Skills • Understanding Professionalism and Workplace Culture • Leverage LinkedIn (Register on Elevate Schulich School of Engineering Engineering Events Calendar)