Cheeky Logo
Ready To Get Hired?
Apply To Book A Free Call With Our Transition Specialist Team

How To Use Keywords To Get Your Industry Resumes Past Applicant Tracking System Software

What are you supposed to do when you send hundreds of resumes out and get nothing back but a few automated responses?

This is the question I was trying to answer my last year of graduate school.

I literally sent out hundreds of resumes.

I posted my resume on Monster.com and waited for the tidal wave of industry job offers to roll in.

My disillusionment came to an abrupt end when, of course, nothing happened.

I polished up a generic resume and uploaded it to dozens of industry job websites.

What I didn’t know was that 75% of resumes never even make it to the hiring manager’s inbox.

I had a 25% chance of getting my resume seen at all and only a few seconds to make an impression that would keep my resume from hitting the recycling bin.

I remember getting on Pfizer’s and Baxter’s websites, clicking the job opportunities tabs, and seeing all the industry job openings.

“Yes!” I thought, as new disillusionment announced itself.

This is going to be easy.

I’ll just upload my resume and have an offer by the end of the week.

There couldn’t possibly be that many other PhDs out there applying to the same PhD jobs, right?

Wrong.

The truth is, I had no idea what to expect during a job search.

I found out later that some companies receive over 2,000 resumes a day.

2,000 a day!

My generic resume was not going to stand out from 2,000 others.

How To Target A Resume To A Specific Job Opening

Resumes need to be targeted for a particular job role or narrow range of positions.

Otherwise they’ll be passed over.

Generic resumes that are non-targeted are unlikely to attract the attention of hiring managers or recruiters.

The only thing that stands out with a generic resume is that you’re not that invested in working for them.

It can give the impression that you are lazy and don’t know what you want.

A targeted resume is one that has been adapted for the job that the candidate is applying for.

In all cases, resumes need to be targeted.

Even if you are applying for a similar role at a different company, what that business is specifically looking for will be unique, and your resume needs to reflect the exact role that you are going after.

You may have a base resume that you adapt for different jobs, but you will need to adapt it in each case for the job in question. There are two main and important reasons for creating targeted resumes for each role that you apply for.

One is that it is very obvious to a hiring manager or recruiter when you send them a resume that you send to every job that comes up.

That’s rightyou’re not fooling anyone with your sneaky generic resume.

Since recruiters are looking at resumes all day, they can see the difference between a targeted one and a generic one that has been sent to many employers.

A non-targeted resume sends a message of, “I don’t care enough to put any real effort into applying for this job.”

This is NOT the first message you want to send to a potential new employer.

The second, and arguably more important reason for targeting your resume, is that your resume may first be scanned for keywords and phrases by an online algorithm, generally known as Applicant Tracking System software.

This means if the most important words and phrases are not on your resume, then it simply will not get picked up by the search engine or ever get seen by the recruiter.

If you’re uploading a resume online without first obtaining a referral, your resume and cover letter are reduced to a single line on an Application Tracking System software report like the one below.

applicant tracking system keywords | Cheeky Scientist | top applicant tracking systems

Why No One Is Responding To Your Uploaded Industry Resume

On average, 2,000-3,000 candidates apply to each and every position posted by a major biotechnology, pharmaceutical, or medical company.

A report by the Talent Function Group found that for each batch of 100 resumes uploaded to a job posting, 75 will be screened out by either Applicant Tracking Systems software or a recruiter and only 25 resumes will be seen by the hiring manager.

In the end, only 4 to 6 applicants will be invited for an interview, 1 to 3 of them will be invited back for a final interview, and 1 will be offered that job.

The odds are NOT in your favor, especially if you’re not networking and getting referrals.

The ways in which Applicant Tracking Systems software weeds out your resume are complex and diverse.

However, there are some common themes between these software packages…

For example, as seen on the image above, if you’re asked to enter a salary and the salary you entered is above the limit entered by the hiring manager, your information will be eliminated immediately.

The same is true if you have not been employed consistently over the time period you entered under your work experience (what constitutes “consistency” varies between companies, which is why it can be to your advantage to leave out your employment dates on a resume you’re uploading).

Your education is summarized into a small statistic that will NOT provide any information about your expertise or even what type of PhD you have.

Finally, your resume will be ranked, via a starred system or otherwise, in terms of how many relevant keywords you included in your resume.

As a result of all of this, the likelihood of your resume being read by a human being (or even skimmed for the average 5-7 seconds), is slim to none.

The only way to ensure that your resume gets in the hands of a hiring manager is by getting a referral and emailing your resume directly to the expectant hiring manager.

How To Target A Resume To A Specific Job Opening

Every single resume you write should be developed based on the precise role that you are applying for.

This means you must examine the job advertisement (and if available, the job description) in depth to deduce exactly what the organization is looking for in a candidate.

If a job description is unavailable, you must network with professionals at the company to find out this information.

The key is to use the language — and more specifically, the keywords — that your audience (the employer) uses; not your own language and keywords.

Once you make a list of keywords, you can start looking at how your transferable skills can be linked to these words to demonstrate that you are suitable for the job.

A report by IT World suggests using keywords from the job description but cautions against overuse and recommends using a word cloud generator to help you find the right keywords to highlight in your resume.

Good targeted resumes include keywords or keyword phrases which a recruiter might type into a job website search engine to find suitable resumes for a role that they are hiring for.

For example, a person targeting a role in either marketing or project management may want to create two slightly different resumes with each one focusing on a different role.

In this way, the person can use project management language and focus on their experience of managing projects in one resume; and in the other, use marketing key terms and emphasize their marketing experience.

You need to target your resume accordingly, using the employer’s keywords in conjunction with your transferable skills.

The competition for industry jobs is intense. Hiring managers and recruiters are inundated with thousands of applications for a single job opening. Screening for qualified applicants is arduous, tedious, and overwhelming. To be efficient, the majority of large corporations have implemented Applicant Tracking Systems software with set algorithms to eliminate unqualified or inappropriate applicants electronically. After that, hiring managers or recruiters spend only seconds scanning your resume before deciding whether or not to advance you to the next tier in the process. This means that your industry resume needs to have specific formatting for both electronic and human screening to have the best chance of making it through for consideration for an interview.

If you’re ready to start your transition into industry, you can apply to book a free Transition Call with our founder Isaiah Hankel, PhD or one of our Transition Specialists. Apply to book a Transition Call here.

Book a Transition Call
Get Free Job Search Content Weekly

ABOUT ISAIAH HANKEL, PHD

CEO, CHEEKY SCIENTIST & SUCCESS MENTOR TO PHDS

Dr. Isaiah Hankel is the Founder and CEO of Cheeky Scientist. His articles, podcasts and trainings are consumed annually by millions of PhDs and other professionals in hundreds of different countries. He has helped PhDs transition into top companies like Amazon, Google, Apple, Intel, Dow Chemical, BASF, Merck, Genentech, Home Depot, Nestle, Hilton, SpaceX, Tesla, Syngenta, the CDC, UN and Ford Foundation.

Dr. Hankel has published 3X bestselling books and his latest book, The Power of a PhD, debuted on the Barnes & Noble bestseller list. His methods for getting PhDs hired have been featured in the Harvard Business Review, Nature, Forbes, The Guardian, Fast Company, Entrepreneur Magazine and Success Magazine.

Isaiah Hankel, PhD

Similar Articles

How PhDs Can Avoid The Overqualified Label To Get Hired

How PhDs Can Avoid The Overqualified Label To Get Hired

By: Isaiah Hankel, PhD

“We regret to inform you that we will not be moving forward with your application due to concerns that your qualifications exceed those required for the role.  We feel it would not be a good fit. Thank you for applying.”  Oof, that’s part of a rejection email a PhD sent me. An employer had sent it to them after the first interview.  Another PhD told me this recently… “I feel like I’m both overqualified and underqualified for the jobs I apply to Isaiah.”  Which do you feel is more of a problem for you? I asked.  “At first I thought…

How To Answer “Why Are You Leaving Academia?” (& 4 Scientific Ways To Convince Employers To Hire You) 

How To Answer “Why Are You Leaving Academia?” (& 4 Scientific Ways To Convince Employers To Hire You) 

By: Isaiah Hankel, PhD

“‘Why do you want to work here more than anywhere else? And why are you leaving academia?’ Those are the questions I got stuck on, Isaiah.  I told them why I liked their company, mainly because it was aligned with my values, but I also wanted to be fair and ethical so I told them that I was considering other companies. Then I explained that academia was no longer a good fit because I wanted to do more than write grants all day.”  “Okay, I replied, anything else? What did you say after that?” “I asked them a few clarifying…

Should You Apply To More Than One Job At A Company? (& 3 Other Tough Job Search Questions Answered)

Should You Apply To More Than One Job At A Company? (& 3 Other Tough Job Search Questions Answered)

By: Isaiah Hankel, PhD

“Isaiah, I applied to ThermoFisher two weeks ago and a hiring manager got in touch with me and I had my first interview…. But then a second hiring manager reached out to me about another job I applied to there.  I started talking to this second manager and they asked if I applied to any other positions there.  I couldn’t lie so I told them about the other job and the other hiring manager.  Now, neither of the hiring managers will get back to me.  What should I do?”  This is what a PhD told me over the phone last…

How LinkedIn Ranks Job Seekers With PhDs, EdDs & Other Degrees

How LinkedIn Ranks Job Seekers With PhDs, EdDs & Other Degrees

By: Isaiah Hankel, PhD

“Be real Isaiah, there’s not a government bureau keeping track of how our resumes perform.”  This is what a frustrated job seeker said to me recently.  “What do you mean I have a reputation score?” they asked.  “Of course there’s not a bureau dedicated to this, at least not yet” I said.  “But you absolutely are being scored and ranked” I went on, “and your ranking is used to indicate how reputable you are as a job seeker.”  This is what I’ve explained to countless people looking for a job in today’s job market, most of whom were getting initial…

How The Academic PhD Job Market Was Destroyed

How The Academic PhD Job Market Was Destroyed

By: Isaiah Hankel, PhD

“I spent over a year looking for a job in academia and flew to multiple interviews. I didn’t get one offer.” A PhD told me this recently and many other PhDs have told me similar stories.  Of course, the stories involve more than just looking for a job for a year.  They involve living on a meager academic budget, trying to support themselves and their families, often in very expensive cities where many of the biggest universities are located.  They involve decisions to never go on a vacation, to feed their kids cheaper, less healthy food, and to work all…

Give Yourself The Gift Of Leaving Academia Forever

Give Yourself The Gift Of Leaving Academia Forever

By: Isaiah Hankel, PhD

My last year in academia, I didn’t have enough money to fly home for Christmas. So I spent it in Iowa City, mostly alone.  I was broke (of course) so I decided to shovel snow out of driveways for $10 per driveway. I remember thinking how ridiculous it was to be a PhD shoveling snow for money. “What I wouldn’t give to have a better job”, I thought.  That was the gift I wanted for Christmas and the holidays.  A better job.  Not to be a student or a postdoc or an academic PhD getting paid less than I was…

The Ideal Keyword Density For Targeting Your PhD Resume To An Industry Job Posting

The Ideal Keyword Density For Targeting Your PhD Resume To An Industry Job Posting

By: Isaiah Hankel, PhD

Writing a resume for an industry job is one of the biggest sticking points I see with PhDs entering the job market.  What worked even a year ago is not working today due to recent and rapidly accelerating advances in Applicant Tracking Systems.  These systems, called ATS or just AI today, are software tools used by companies to filter resumes.  They scan for specific keywords related to the job role, abilities, credentials, and qualities desired in a candidate.  As a PhD seeking very competitive roles, including relevant keywords in your resume is essential to pass through these systems and get…

AI Is Replacing Recruiters. Here’s How PhD Job Seekers Should Adapt

AI Is Replacing Recruiters. Here’s How PhD Job Seekers Should Adapt

By: Isaiah Hankel, PhD

“I had a recruiter reach out to me, Isaiah, and after I gave them my resume and answered their questions, they never got back to me. What should I do?”  I hear this a lot.  I also hear, “Isaiah, I was on the phone with a recruiter and as soon as they heard that I needed a visa, they hung up” …”or as soon as they heard I had no industry experience, they hung up.”  Man, I personally hate this. What a waste of time. The recruitment industry is broken.  The good news is its being devoured by Artificial Intelligence,…

Why PhDs Are Powerhouses Of Productivity (& How It Can Get Your Hired)

Why PhDs Are Powerhouses Of Productivity (& How It Can Get Your Hired)

By: Isaiah Hankel, PhD

“Nothing makes sense today in the job market”, a PhD expressed to me recently.  “No one is responding to my resumes. I don’t understand why they would ask for a scientist at the company and then not even want to talk to me”, they said. They went on: “I’ve even had some friends refer to me, but still didn’t get an interview. I feel like I made a mistake getting my PhD.”  It’s hard hearing this from PhDs who invested so much in their education and in advancing research for humanity.  Still, I hear it a lot.  My response is…

Top Industry Career eBooks

63 Best Industry Positions For PhDs

63 Best Industry Positions For PhDs

Isaiah Hankel, PhD & Arunodoy Sur, PhD

Learn about the best 63 industry careers for PhDs (regardless of your academic background). In this eBook, you will gain insight into the most popular, highest-paying jobs for PhDs – all of which will allow you to do meaningful work AND get paid well for it.

Industry Resume Guide for PhDs

Industry Resume Guide for PhDs

Isaiah Hankel, PhD

Learn how to craft the perfect industry resume to attract employers. In this eBook for PhDs, you will get access to proven resume templates, learn how to structure your bullet points, and discover which keywords industry employers want to see most on PhD resumes.

AI & ATS Resume Filters

AI & ATS Resume Filters

Isaiah Hankel

In today's competitive job market, understanding the impact of AI is crucial for career success. This involves ensuring your resume stands out in the digital realm, mastering your online presence, and being aware of how AI assigns reputation scores. Discovering how to leverage AI to your advantage is essential, as it plays a pivotal role in shaping professional opportunities.

Complete LinkedIn Guide For PhDs

Complete LinkedIn Guide For PhDs

Isaiah Hankel

The LinkedIn tips & strategies within have helped PhDs from every background get hired into top industry careers.