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 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?


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.

To learn more about transitioning into industry, including instant access to our exclusive training videos, case studies, industry insider documents, transition plan, and private online network, get on the wait list for the Cheeky Scientist Association.

Join Cheeky Scientist Association
Get Free Job Search Content Weekly
Isaiah Hankel, PhD
Isaiah Hankel, PhD Chief Executive Officer at Cheeky Scientist

Isaiah Hankel holds a PhD in Anatomy and Cell Biology. An expert in the biotechnology industry, he specializes in helping other PhDs transition into cutting-edge industry career tracks.

Isaiah believes--from personal experience--that if you feel stuck somewhere in your life, it’s a clear sign that you need to make a change. Don’t sit still and wait for the world to tell you what to do. Start a new project. Build your own business. Take action. Experimentation is the best teacher.

Isaiah is an internationally recognized Fortune 500 consultant, CEO of Cheeky Scientist, and author of the straight-talk bestsellers Black Hole Focus and The Science of Intelligent Achievement.

Similar Articles

Don’t Write Your Resume For Yourself (& Who You Should Be Writing It For)

Don’t Write Your Resume For Yourself (& Who You Should Be Writing It For)

By: Elizabeth Deyett

It took about a month for that fact to finally sink in. I was a PhD, no longer a PhD student. I was part of the 2% of society that now possessed that degree of education. But I had no idea how to write a resume.  After you get your PhD, all you hear about is getting a job, making a decent salary, and finally enjoying life.  This was not true for me. I was in some post-PhD fog, a depression unlike what I faced during my PhD. There were of course dark times in the lab, at the computer, redoing…

Is Your LinkedIn The Cause Of Employers Ghosting You? 7 Techniques To Get Noticed On LinkedIn

Is Your LinkedIn The Cause Of Employers Ghosting You? 7 Techniques To Get Noticed On LinkedIn

By: Isaiah Hankel, PhD

I began my job search optimistic and determined. There was a job posting that seemed to be written specifically for me. I had all the qualifications, the work was extremely interesting. It was as if I had written exactly what I was looking for in a job and there it was on a job site. I spent all my time on the resume and did not touch my LinkedIn. I felt for sure I would get it, it was just too perfect. Finally, I hit “submit” and waited. For weeks, I heard nothing but I was patient. Then I got…

7 Surprising Moments To Use Silence During An Interview

7 Surprising Moments To Use Silence During An Interview

By: Alejandra Viviescas, PhD

I remember this interview as if it was yesterday. I was just a couple of months out of grad school and actively reaching out to potential clients to establish myself as a freelance medical writer. My biggest mistake was not using silence to my advantage.  This was my third round of interview with this client – I had already made it through the phone screen and the writing test – and it was supposed to be the last. It was a virtual panel interview with the lead editor and fact checker.  I had been preparing for this for weeks, researching…

7 Steps To Take Before The “Second Wave” Of Hiring Freezes

7 Steps To Take Before The “Second Wave” Of Hiring Freezes

By: Sarah Smith, PhD

When I started writing my dissertation in September, I kept my head down. I was focused and determined. I ignored all social gatherings, all other responsibilities, this was my prime directive. 200 pages later, it was done, approved by my committee and my defense date was set, March 7th, 2020.  The defense went great, standing room only. For the first time in months, I could breathe.  Little did I know this would be the last in-person defense at my campus for the foreseeable future. Not even 10 days later, the world would shut down, the pandemic closed everything. I was…

3 Techniques To Climb Your Way To the Top of LinkedIn Keyword Searches

3 Techniques To Climb Your Way To the Top of LinkedIn Keyword Searches

By: Elizabeth Deyett

When I told my labmates I was working on my LinkedIn profile, they said what for? In their eyes LinkedIn was not for academics. Obviously, since I was getting a PhD in academia, there was no place for me in industry, I had to stay in academia. And so, I stopped asking them to connect. I stopped asking other academics within my university to connect too, and soon I stopped asking everyone to connect. My LinkedIn profile laid dormant for several years while I went through grad school. As I neared the end of my PhD, I realized I wasn’t…

Why You Should Add A Sidebar Resume To Your PhD Job Search Arsenal

Why You Should Add A Sidebar Resume To Your PhD Job Search Arsenal

By: Sarah Smith, PhD

I couldn’t believe it.  After nearly 25 years of being a “student,” I had done it.  I had earned the right to put 3 letters at the end of my name: P-h-D.  After those 25 years, I felt it was time to leave academia behind, I no longer wanted to be on a college campus anymore, with undergrads, and lifetime academics.  I wanted something more. This was not for me.  So I brushed off my CV which I had used for so many grant proposals, changed a few things here and there, and started posting my ‘resume’ on every job…

Top 3 Cover Letter & Resume Combinations For Getting Hired

Top 3 Cover Letter & Resume Combinations For Getting Hired

By: Sarah Smith, PhD

By the time I received my PhD, I had never held an industry job. I had never been trained in how to create a resume or cover letter.  After college, I watched those going into industry struggle to get jobs, but I was at ease with my PhD lab already picked out, my future was set. I followed these friends on social media as they got jobs…found spouses…started to have children. Meanwhile, I was still glued to my bench trying to squeeze my stipend into a survivable income. I was no longer at ease. I was stuck and uncertain about…

7 Video Resume Failures That Make Employers Press “Pause”

7 Video Resume Failures That Make Employers Press “Pause”

By: Sarah Smith, PhD

My very first video resume was embarrassing. At the time, I thought it was pretty good. I had some music going in the background because it seemed like a way to add personality. Bad idea. After reviewing my recording, I noticed there was also a dog barking somewhere in the background. On top of that, the lighting wasn’t very good in the room where I filmed myself. I had shadows on my face, and it made my eyes look a little sunken… However, this seemed fine to me – after all, I was applying for a PhD-level position not a…

5 Ways To Protect Your Informational Interview And Get A Job Referral

5 Ways To Protect Your Informational Interview And Get A Job Referral

By: Aditya Sharma, PhD

The world is your canvas and informational interviews are your paintbrush. What does that even mean? I was a PhD looking for an industry job, and that was the kind of advice I used to get. But this one I really struggled with: You’re a PhD – you can do anything. Hearing this sentiment over and over again was not empowering for me, but infuriating. Why? Because I didn’t know what I wanted to do. Sure, I could do anything…  But that still left me very lost. The tide shifted when I discovered informational interviews. An informational interview is when…

Top Industry Career eBooks

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.

20 Most Popular Industry Career Tracks For PhDs

20 Most Popular Industry Career Tracks For PhDs

Isaiah Hankel, PhD & Arunodoy Sur, PhD

Learn about the top 20 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.