Keep It Short and Simple

The best advice you for writing a cover letter for an administrative cover letter is: keep it short. The longer a cover letter is the more likely people are not to read it. The shorter it is the more likely people will be to read it. This means that the worst thing you can do is to write a long cover letter.

There’s another reason why should not write a very long cover letter. The more you write, the more likely you will be to make an embarrassing mistake. Longer letters are more likely to contain mistakes that you will miss. One mistake is enough reason for somebody to throw out your resume without reading it.

A shorter cover letter will be less likely to contain mistakes. It will also be easier for you to spot the mistakes and correct them.

Things You Should Not Include in a Cover Letter:

• Information that is already included in your resume such as your experience, career objective, college degree, work history, skills etc. There’s no reason to write the same things over and over again.

• References. These should be listed on a separate document that you should only submit if a perspective employer asks for it.

• Personal information about yourself or your family. In particular any information about your race, family background, religion, etc. It is illegal for employers to ask about this so don’t include it.

• Your salary or benefit requirements. Discuss these when you begin negotiations for an employment contract.

• Descriptions of accomplishment outside your field of employment. These can be best left to your resume.

• Detailed descriptions of work history, job accomplishments etc.

What to Include in an Administrative Cover Letter

• A brief description of your accomplishments in administrative work.

• A brief description of your background, experience and qualifications for the job.

• Your availability for job interviews and other meetings with perspective employment.

• Your availability for employment. For example if you have a position that ends on the 31^st mention the fact.

• Your contact information such as e-mail, phone number etc., so perspective employers can contact you.

• Your willingness to answer questions that perspective employers might have about you or your qualifications.

• The fact that your resume is attached to the cover letter.

• The specific position or type of position that you are applying for.

• A place where a person can get a new copy of your resume.

You do not have to spend that much time and effort on an administrative resume cover letter. In most cases one paragraph describing your qualifications for the job and your availability will suffice.

The cover letter should be printed so that people can read it. If it is printed out you should sign it because that will look more professional. Cover letters do not have to be printed on special paper or resume paper. A clean piece of typing paper will look just as good and cost you less.

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All a resume objective is a simple paragraph that states what you are trying to do with the resume. If you are trying to get an administrative job in the Cleveland area that is what your resume should state. Your resume should not contain your career objectives or lifetime goals.

There is no reason to tell a perspective employer that your goal is to get your MBA and move to Los Angeles. There is no reason to list your dream job or your career goal.

What to Include in an Administrative Resume Objective

Instead an effective administrative resume objective should contain:

• The name of the position or positions that you are seeking.

• The geographic location where you want to work.

• The name of the employer that you want to work for.

A good example of it would look like this:

Objective: Assistant managers position in retail operations at a Fortune 500 Company in Cleveland.

Your resume objective should be short simple and get right to the point. Something to remember is that people will be less likely to read big blocks of print or information on a resume. They will be more likely to read a sentence that is short, simple and to the point.

What Not to Include in an Administrative Resume Objective

It makes no sense to list certain things in an administrative resume objective. Indeed listing too much makes it look as if you are making quite a few demands of a perspective employer. That is a surefire way not to get a job and not to get called in for a job interview.

Some things you should not list in an administrative objective include:

• Salary requirements. These make it look like you care about nothing about money. They also tell a perspective employer what you are willing to make and leave no room for salary negotiations later on.

• Benefit demands. Demanding specific benefits gives an employer a reason not to hire you. Such demands also limit what you can negotiate for later on.

• Descriptions of a specific job or position you want. This limits your ability to negotiate for a position or requirements.

• Skills, education, experience and other data that is listed elsewhere on your resume. There’s no reason to repeat the same information.

• Descriptions of your accomplishments or past successes. This makes you sound arrogant and look silly.

• Any specific job requirements that you have. This gives a perspective employer reasons not to hire you.

• Personal appeals to a perspective employer this makes you look silly.

• First person nouns such as I, or me. These make you look uneducated and unprofessional.

• Grammatical and spelling errors. These also make you look ignorant and amateur.

Try to keep the objective section of an administrative resume short, simple and easier to read. The shorter the objective is the more likely somebody will look at it.

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Perspective employers already have a job description. They know what position they are hiring for and they are generally aware of what the job requirements are. This means that there is no reason to repeat those requirements in your resume or cover letter.

Indeed it is probably a bad idea to list the job description in your resume or cover letter because such an action will insult the perspective employer’s intelligence. Obviously that is no way to apply for a job or get one.

How to Use a Job Description to Get a Job

The best way to use a job description is as a guide to writing a resume and getting a job. Even though you shouldn’t repeat the job description in the resume you should tailor resumes to job descriptions.

If you see a job that you really want you should try creating a specific resume for that job. There are a number of good ways that you can do this:

• For example if the job description lists specific experience or skills that you have you can list those at the top of your resume.

• You can also make information related to the job description more noticeable by putting in larger type or making it bold.

• If you have samples of specific work that is related to the job description’s requests you can attach to the resume.

• You can write the objective of the resume so it sounds like the job description. This can make it sound as if you really want the job.

• You can also delete information not directly requested by the job description from the resume. For example you can take out non-related experience or skills. Something to remember is that employers are more likely to read shorter resumes.

• You can also list courses or educational programs directly related to the position on your resume.

• Add specific information about skills and expertise you have such as software that you know how to use.

Pay Close Attention to Job Descriptions

You should always pay close attention to job descriptions because they usually list what is required for the job. Even though you should pay careful attention to a job description you should not believe everything you read in them.

Some job descriptions are little more than a wish list of the capabilities of an ideal candidate. Many employers will deliberately or subconsciously list more qualifications that they really need in a job description.

For example if a description lists four years of administrative experience and you only have three years you should apply anyway. Many employers exaggerate the amount of experience they want in an attempt to get a more experienced candidate to apply.

You should also try to determine if you have any knowledge or experience in the area of expertise of the organization you are applying to. If you do list it even if it is not specifically related to the administrative position you are applying to. Many employers value general knowledge of an industry or field over specific experience or expertise.

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Employers want to see resumes for such positions because the ability to create a resume shows that you are familiar with basic office procedures, writing and software. A person who can create a resume is capable of operating a computer and of creating effective office documents.

Creating an effective resume is often the first step in getting an administrative or clerical position. This means you should pay careful attention your resume and always be ready to change it in order to get a job.

Basic Requirements for an Effective Clerical or Administrative Resume

• Error free. There should be no misspellings or other obvious errors in your resume. One error can give an employer a reason to throw out your resume.

• Verifiable information. Never list information on a resume that can’t be easily verified. For example if you worked for an employer that no longer exists it might be a good idea not to list it.

• Easy to read. Your resume should be very to easy to read, a person should be able to learn everything about in a glance.

• Short. A good resume should be short. Only information directly related to the employment you are seeking such as experience, education and job skills should be listed. Shorter resumes are more likely to get read.

What You Should List on Your Administrative or Clerical Resume

One of the biggest mistakes people make when they are writing a resume is to list too much information. This makes the resume too long and hard to read and gives perspective employers an excuse not to read it.

Restricting the data on your resume to essential information can make easier to read and more likely to get read.

Essential Information for an Administrative or Clerical Resume

• Secondary education such as college or trade school. You don’t need to list high school education on a resume anymore.

• Recent work history (within the past five years).

• Job experience related directly to the position for which you are applying.

• The names of office and administrative software that you know how to use such as Word, Excel, QuickBooks, etc.

• Clerical skills that make you look good for example if you have a high speed list it. If you have a low typing speed, don’t mention your typing speed.

• Office equipment that you operate. This can include computers, phone systems, copiers, scanners etc.

• Experience in basic office tasks such as filing, mailing, copying, scanning, shipping and receiving, etc.

• Experience in accounting including accounts payable & receivable.

• Non college courses and training in business and administrative subjects that you’ve completed.

• Business skills or capabilities that you have that can set you apart. If you are a Notary Public or you have experience as a professional writer list that. Anything that sets you out from the crowd can get you hired.

• Industries or fields that you have knowledge or experience of. If you used to work for an insurance company or school list that. It sets you apart.

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A good way to do this is to ask people who have found work as school administrators to show you their resumes. You can ask persons you work with to do this or go to online forums and ask to see resume samples. Another good source of resumes is to ask other students in school administration classes that you are taking.

Once you locate a few examples of such resumes study them closely. A close examination of resumes will show you what to do and what not to do. It can also show you what is effective and what isn’t.

What to Look for in School Administrator Resumes

Examining the resumes of others can show you what other people in school administration consider important in job candidates. That way you can emphasize that data in your resume and increase your chances of getting hired.

What to Pay Attention to When Examining Resumes

• Readability – A resume should be easy to read. This means any resume templates you copy should be easy to read.

• The way in which information is listed – The way in which data is listed shows you what the person who wrote the resume values. Looking at several examples of resumes can show you what attributes people in your field value. Emphasizing those attributes will make you more attractive to potential employers.

• Style – Your resume should look different from others but it should confirm to the popular styles being used in your field. Something to consider is that a resume written or laid out in a very different style can make you look weird or odd and give a person a reason not to call you.

• Resumes that stand out without looking weird – Pay close attention to any resume that stands out without looking strange. You want to get noticed but you don’t want to look off the wall when you prepare a resume.

• The emphasis placed on skills, expertise, educational accomplishments etc – Look at how skills, expertise, job history and education are listed on the resumes. The order these things are listed in and the amount of space devoted to them show how much they are valued. Placing an emphasis on the items valued in the field can make you look more employable.

• Pay attention to the latest trends in resumes – Resumes are constantly changing and evolving. If you can make your resume look up to date you can make yourself look up to date. Try to confirm to the latest styles in resume writing.

• Notice how technical accomplishments are listed – Technical accomplishments such as software mastered is increasingly important in education. Look and see how software and other technical subjects are listed in other resumes.

Where to Find Samples of Resumes

Simply running a Google or other search for the term school administrator resume should help you locate a large number of resumes to example. Something to keep in mind is that you should study as many resumes as possible. The more resumes you study the easier it will be to create an effective school administrator resume.

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Why You Need a Resume Template

You need a resume template so you can tailor resumes for specific jobs. That way you can design resumes that highlight the experience or skills that specific employers are looking for.

For example if you have several years experience working with Oracle applications and you see that a local company is seeking a UNIX administrator with Oracle experience you can highlight that. You can create resumes that emphasize your specific expertise, education or background.

Having a resume template enables you to create a tailored resume in just a few minutes. All you have to do is to cut and paste or to move items around. That way you can create resumes that put an emphasis on your education or your work history.

Although it is not usually a good idea to list salary requirements on a resume some employers ask for it. When they do you can quickly salary to the resume you send to that particular employer.

Creating a Resume Template

Creating a resume template is a fairly simple task that any computer literate person should be able to accomplish. If you’re unsure how to do it simply run a search for Unix Administrator resume templates and use the one you like.

There are some basic guidelines that you should follow when creating one of these resumes. The characteristics of a good UNIX administrator template include:

• Readability – it should be very easy to read. The easier a resume is to read the more likely an employer will look at it.

• Simplicity – a good resume should only list your job skills, work history and qualifications for the job. The less type you have the better it will look and the more likely it will be read.

• Short – a resume should never be more than one page. Most perspective employers will pitch long resumes. People are more likely to read short resumes.

• Uncluttered – far too many resumes contain huge blocks of writing that are hard to read. Try and make paragraphs and sentences as short as possible.

• To the point – emphasize your job skills and qualifications for the job such as computer languages and software you know. Don’t dwell on education, volunteer work and anything not job related. In particular don’t list your career plans instead simply state the kind of job you are seeking.

• Has extra room – always leave some extra blank space on resume templates in case employers ask for something else. Some employers will ask for your salary requirements or salary history on a resume. Only list those things if an employer specifically asks for them. Leave room for them so you don’t have to leave off skills, or other vital information to make room.

• Should be easy to change – the reason to use a resume template is to have a resume that you can update in a few minutes. That way you don’t have to reinvent the wheel every time you inquire about a job.

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Generally anyone who has basic network administration skills or experience is probably qualified for a network security administrator job. The way to get such a job is to list these skills properly on your resume.

What to List on Your Resume

The best advice would be to list all the network administration and IT skills that you have on the resume. List the security related skills and experience first, then the network related skills and experience, then all the other skills you have.

Most employers are looking for network administrators and network administrators with additional skills. For example a bank may want somebody who has some background in finance and experience with financial software for a network security position.

Organizations like network administrators who are familiar with their basic procedures and the basic standards of the business they are in. This means you should list your experience as well as your skills.

Skills to List on a Network Security Administrator Resume:

• All of the software that you have worked with. This includes specialized industry specific software that you have worked with.

• Knowledge of legal requirements for network security. Many industries including finance and health care have specific legal requirements for data security. Familiarity with these is always helpful. Laws to be aware of include HIPPA and Sarbanes Oxley.

• Knowledge of business processes. If you have knowledge or experience in specific business processes such as printing, sales, order fulfillment, check processing, invoice processing, etc. list it. Executives are always looking for IT personnel that know something about the business.

• Courses and certifications in network administration and network security. Many hiring executives will be impressed by such certifications.

• Software development experience. More and more organizations are trying to create or utilize proprietary software for specific applications. This includes network security applications if you software development experience list.

• Hardware. It is a good idea to list hardware that you’ve worked with in the past. Organizations like IT personnel that are familiar with their hardware.

• Non IT fields. If you have experience in a non IT field related to a company’s core business list it. A retail organization might like a network security administrator who has had real world experience operating a cash register.

• Writing. Many organizations will ask network security administrators to write up manuals, processes documents and training documents. A prized skill is the ability to write for non IT personnel.

• Teaching. One of the major tasks a network security administrator may face is teaching employees how to comply with security protocols and procedures. Many larger organizations value classroom teaching experience.

• Designing and implementing security protocols and procedures. Any hands on experience you’ve had designing and implementing network security protocols and procedures is invaluable. List it first because it will make you much more employable than persons who have simply taken a course in the subject.

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The most effective resumes will emphasize the actual skills and job experience that a person has rather than vague descriptions of traits and capabilities. Something to remember is that a resume that is short on actual skills and experience but long on character description shows a potential employer that an applicant has little or no real world experience.

What to Put in an Effective University Administrator Resume

The emphasis in such a resume should be on real world experience that applies directly to the kind of positions you are applying to. This is fairly easy to do but always remember to keep descriptions short and easy to read.

Some examples of real world experience you should list include:

• Projects or programs that you have overseen or taken to completion. Examples of this can include a new computer program you implemented or a new strategy for the university’s marketing.

• Include examples of your success. For example if you were able to cut a department’s budget or reduce the time spent on a task list it.

• Specific responsibilities and tasks you have been involved with. Don’t neglect nonacademic chores such as mail or printing. Many education administrators have a limited background in such roles.

• Software that have used including business applications. University administration is highly dependent on software. Familiarity with it shows you are a hands on administrator.

• An example of a difficult problem that you solved. Such as the way you cleared up a billing mess.

• Business related tasks you have mastered including accounting procedures or billing.

• Non academic courses and training that you have completed. If you have degrees or coursework in business, administration or accounting, list those.

A Basic Outline of a University Administrator Resume

There are no hard rules for a university administrator resume; however, it is possible to draw up a basic outline of one. It could look something like this:

1. Name and Contact Information
2. Objective (be specific)
3. Skills
4. Work History it should list accomplishments
5. Education

This is simply a basic summary of what such a resume should look like. You should use as a guide rather than a concrete example.

It is always a good idea to take a look at a lot of different sample resumes before writing a resume. That way you can choose the resume format you like and apply it.

Something to remember is that adding a lot of information to a resume makes it harder to read. A person should be able to learn everything they need to know about a perspective employee from one glance at the resume.

It is always a good idea to take a close look at your resume before sending it out and decide if it is easy to read or not. If it is not you should revise it before sending it out.

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You should also list any knowledge or experience you have of document security. Any legal background you have and any legal training you have. Experience in the archiving of documents or work with archive services such as Iron Mountain is also invaluable.

Try to list all of your work experience especially all experience working at large corporations and in government. The more experience you list the more competent you will appear to a potential employer.

Also list all of the office equipment and software that you are familiar with. The more you know about general office work the better.

Joseph Smith

317 24^th Street, Denver, CO 80205

303-000-0000

joesmith@garbage.com

Significant Accomplishments:

As Accounts Payable Coordinator at FishTank Holdings Inc:

• Managed hundreds of electronic and paper documents everyday
• Scanned hundreds of documents and routed the scanned images to the proper location in the company’s computer system
• Eliminated hundreds of paper documents by utilizing the Image Now electronic imaging program
• Oversaw the filing process and used Iron Mountain to ship thousands of files to offsite storage facilities
• Significantly increased the speed and efficiency of the scanning process by utilizing electronic documents
• Ensured the security of the company’s data by keeping documents secure and destroying unneeded copies of documents
• Enforced compliance with Sarbanes Oxley Regulations

As a Copy Machine Operator for the State of Colorado

• Printed thousands of documents from PDFs using high volume Xerox copiers
• Documents printed included reports, booklets, calendars and other complex print jobs
• Used computer to scan documents and create PDFs for printing.
• Shipped documents to customers after job was complete.

Professional History:

• March 2009-Present Various temporary and freelance positions
• January-March 2009 Accounts Payable & Accounts Receivable Coordinator at PMH Financial, Denver, CO
• September 2006-December 2009 Accounts Payable Coordinator at TeleTech Holdings Inc., Englewood, CO
• April-September, 2006 Accounts Payable Clerk for Kelly Services Inc at Teletech Holdings
• October 2005-April 2006 Copy Machine Operator for Appleone at Colorado State Print Shop
• 2004-2006 Positions at various temporary agencies performing a variety of tasks including copying mailroom, document preparation, document quality control and shipping.
• 2002-2004 Customer Service Associate in Copy and Print Center at Office Depot
• 2003-2004 Document preparer and receptionist in the Law Office of Andy Cameron
• 2000-2004 Freelance Journalist for trade publications
• 1991-2000 Various positions in journalism

Education:

• BA in History from Metropolitan State College of Denver with Minor in Journalism
• Paralegal Certificate from the Center for Legal Studies

Skills:

• Scanning
• Document quality control
• Operation of high volume copying machines
• Electronic filing
• Inventory control
• Filing
• Document analysis
• General office including shipping, typing, receptionist, answering phone, etc.
• Microsoft Word, Microsoft Excel, Adobe Acrobat, Word Perfect, Image Now, Oracle, Sharepoint, Noetix .

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Once you create an effective resume format that you like you can use it as a document template. That is you can change it around anytime you need to in order to make your resume look better to specific employers. This can make it easier to apply to jobs and reduce the time spent in the job application process.

You should keep your resume template handy on your computer so you can create a resume and send it in whenever you see or hear of a job opening. In many cases a good basic resume e-mailed or faxed in quickly is the fastest and most effective way of applying for a job.

How to Create a Professional Looking Resume Format and Template

A resume should look highly professional in order to make you look highly professional. Fortunately creating a highly professional resume is easy.

All you have to do is locate a professional looking resume template online, download it and insert your information into it. You can also design your own resume if you wish.

What Information to Include in an Administrative Specialist Resume

• Job history – list past administrative positions and related areas of office work. Then list other positions that make you look good.

• Higher education – list college, trade school and other secondary education you have received. You don’t have to list your high school.

• Skills directly related to administration – List all the skills directly related to administrative tasks such as typing, writing, accounting, clerical skills, data entry, filing etc.

• Other Skills – There are other skills that make you look good, these include mailing, shipping and receiving, clerical work, scanning, operating copying machines, printing, receptionist work, answering telephones, accounting and inventory.

• Software – List operating systems you’ve worked with including Microsoft and Apple. List specific business programs you’ve worked with such as QuickBooks, Oracle and SAP. Also list any accounting and software you know.

• Computer Skills – If you have any background in IT list that. Most administrative positions are highly dependent on computers.

• Specialized Knowledge – If you have a knowledge of a particular business, government agency, legal specialty etc that can be invaluable.  A background in a business or field even if it isn’t in an administrative position. For example if you are applying for an administrative role at a trucking company tell them if you have driven a truck in the past or hold a CDL.

• Business Processes – If you have knowledge of or experience in particular business processes such as shipping, inventory, bill payment, accounts payable, accounts receivable, sales, order fulfillment, printing, etc. List that. Knowledge of industry specific business processes can be invaluable.

• Basic Office Skills – Many organizations now expect administrators to perform a wide variety of basic office tasks. An administrative specialist who can fill in at other roles such as receptionist or shipping clerk could be more likely to get a job. Smaller organizations in particular expect administrators to be jacks of all trades.

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