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Gone are the days when the interviewer would ask a silly questions such as "Where do you see yourself five years from now?" Today's interviewers are using a new tool to find specific information about you: The Behavioral-Based Interview.
Most likely interview questions to assess this competency:
- Share an example of a time when you recommended an improvement to a procedure or function. What led you to make this recommendation? How was the recommendation received? What was the outcome?
- Discuss an important report or written document you were required to complete. What did you do to ensure you provided a quality product on time?
- Give examples of the office technology and equipment you have used. Please be specific.
- Describe a time when you were given a project or assignment but the instructions were not clear. How did you handle this situation? What was the outcome?
- Describe an event or meeting you planned from beginning to end. What challenges did you face? How did you overcome them?
- Serves as a trusted partner providing support on administrative and business management matters/activities
- Manages office/facility repositories and record keeping systems for storage, tracking and retrieval of information and materials
- Prepares and/or updates reports, correspondence and other documents
- Manages correspondence and communicates organizational information to appropriate parties as required
- Coordinates planning and/or scheduling of meetings and events
- Utilizes and stays current on available technology and office equipment
- Monitors and recommends methods for improvement of office/facility procedures and functions
Most likely interview questions to assess this competency:
- Tell me about a time you were able to successfully deal with another person outside of your organization even when that individual was not initially cooperative. How did you motivate the individual to cooperate with you? How were you able to build a positive relationship with that individual?
- Tell me about a time when you had to identify and recommend resources (e.g., space, people, equipment) for an organization. What were the key factors you considered? How did you research the best alternatives?
- Describe a time when you had to track a budget for your organization? How did you go about completing this assignment? With whom did you have to coordinate? How did you monitor the money spent?
- Discuss a time when you had multiple tasks or projects to complete that required the use of the same, resources. How did you contend with these competing efforts? How did you prioritize the tasks or projects to be completed?
- Tell me about a time when you had inadequate resources necessary to complete an assignment. How were you able to complete the assignment?
- Articulates the functions and objectives of the organization and the relationship between own office and the larger organization
- Applies knowledge of organization to define requirements and acquire resources
- Develops realistic and manageable budgets based on organizational goals, objectives, and priorities
- Tracks and evaluates organizational budget, inventory, space, purchasing and personnel activities
- Prepares and administers contracts and monitors contract performance
- Optimizes processes by coordinating interactions across the organization
- Builds and leverages networks to work across the organization and achieve results
- Discuss how you have communicated standards, policies, or procedures to key stakeholders to improve an organization. What approach did you use? What was the result?
- Describe a situation in which you had to collect information by interviewing several people within an organization? What challenges did you face? How were you able to collect all the information you needed?
- Provide an example of a time when you had to research and provide information on a subject with which you were unfamiliar. How did you go about this task? What sources of information did you use?
- Discuss any benchmarking activities in which you have been involved. What steps do you take to complete this type of research?
- Share an example of a procedure you developed and/or communicated to a group.
- Give an example of a time when you had to keep track of someone else’s activities and make sure they were following the organizations rules or policies. What action, if any, did you take if you discovered they were not following policy?
- Researches current standards/policies/procedures, utilizing all available resources
- Gathers and benchmarks information with key stakeholders
- Interprets, develops, and communicates standards/policies/procedures
- Implements standards/policies/procedures and monitors compliance
- Give me an example of a time when you had to report on the status of a project. What communication methods did you use?
- Describe a time when you recommended a change to a project in order to increase its effectiveness? How did you recommend the changes to managers? What was the outcome?
- Recall a time when you were assigned what you considered to be a complex project or task? What steps did you take to prepare for and finish the project tasks on time? Were you satisfied with the outcome? Why or why not?
- Completes project documents and tasks
- Adheres to policies and procedures, including timeframes, for all milestones and requirements
- Keeps managers aware of the status of projects being managed, including timeframes and document requirements, and key operational issues through formal and informal communications (e.g., status reports, e-mails, updates at meetings)
- Recommends changes to forms, documents, procedures, policies, etc., that will increase the effectiveness of the project area
- Answers and/or researches project-related questions
- Describe a time when you used your analytical skills to solve a problem. What technique(s) did you use? What was the result?
- Tell me abut a time when you had to analyze qualitative or quantitative data to make an important decision. What was the impact of the data? What obstacles did you face? What was the outcome?
- Give me a specific example of a time when you used good judgment and logic in solving a problem.
- Please share some of the models or tools you have used in analyzing data. How have these tools helped you make sound decisions?
- Describe a time when an analytical problem perplexed you. What resources did you use to try to work through the problem? Were you or anyone else able to solve the problem? What would you do differently, if anything, to approach this problem?
- Analyzes data in order to make comparisons and draw conclusions
- Uses established data analysis models and tools for analyzing quantitative data
- Identifies cause and effect relationships to solve complex problems for the organization
- Gathers and interprets pertinent data from a variety of sources and identifies trends available through regular channels and alternative sources
- You have a common knowledge or an understanding of basic techniques and concepts.
- Focus is on learning.
- You have the level of experience gained in a classroom and/or experimental scenarios or as a trainee on-the-job.
- You are expected to need help when performing this skill.
- Focus is on developing through on-the-job experience;
- You understand and can discuss terminology, concepts, principles, and issues related to this competency;
- You utilize the full range of reference and resource materials in this competency.
- You are able to successfully complete tasks in this competency as requested.
- Help from an expert may be required from time to time, but you can usually perform the skill independently.
- Focus is on applying and enhancing knowledge or skill;
- You have applied this competency to situations occasionally while needing minimal guidance to perform successfully;
- You understand and can discuss the application and implications of changes to processes, policies, and procedures in this area.
- You can perform the actions associated with this skill without assistance.
- You are certainly recognized within your immediate organization as "a person to ask" when difficult questions arise regarding this skill.
- Focus is on broad organizational/professional issues;
- You have consistently provided practical/relevant ideas and perspectives on process or practice improvements which may easily be implemented;
- You are capable of coaching others in the application of this competency by translating complex nuances relating to this competency into easy to understand terms;
- You participate in senior level discussions regarding this competency;
- You assist in the development of reference and resource materials in this competency.
5 Expert: (recognized authority)
- You are known as an expert in this area. You can provide guidance, troubleshoot and answer questions related to this area of expertise and the field where the skill is used.
- Focus is strategic;
- You have demonstrated consistent excellence in applying this competency across multiple projects and/or organizations;
- You are considered the “go to” person in this area within an agency, company and/or outside organizations;
- You create new applications for and/or lead the development of reference and resource materials for this competency;
- You are able to diagram or explain the relevant process elements and issues in relation to organizational issues and trends in sufficient detail during discussions and presentations, to foster a greater understanding among internal and external colleagues and constituents.
When you are working on your resume, don't forget to keep in mind the type of experience that the interviewers are most likely to want to see. Good luck.
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