The Behavioral-Based Interview: Questions for a Program Management Analyst

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by Amin Huffington

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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.

Behavioral-Based Interview Overview Behavioral-based interviews focus on discovering how a candidate performed in specific work related situations.  This interview technique seeks to uncover how a potential employee actually did behave in a given situation; not on how he or she might behave in the future.  The premise behind this technique is that a good predictor of future performance is how someone performed in the past in a similar situation.  Behavioral-based interviews are becoming more common throughout industry and government and many candidates are familiar with this technique and are well prepared for these interviews.  Candidates can and should draw on previous work related experiences as well as non-work related experiences (e.g., school projects, community involvement) that are relevant to the interview questions.

A Program Management Analyst should demonstrate experience in the following competencies:

Legislation, Policy and Procedure Research: Understands, researches and analyzes legislation, regulations, policies, and/or processes in order to provide an organization with a consistent, well-defined infrastructure

Most likely interview questions to assess this competency:

1. What steps do you take to research legislation/standards/policies/procedures? Please be specific.
2. Discuss any benchmarking (i.e., researching and evaluating processes against best practices) activities in which you have been involved. What steps do you take to complete this type of research?
3. Describe a time when you recommended a change to a policy or procedure in order to accommodate new legislation. What challenges did you face? How did you overcome them? What was the outcome?
4. Provide an example of a time you were asked to review and analyze a law, regulation or policy, assess the impact on an organization and recommend an action plan. What resources did you use? What was your recommendation?
5. Share an example of a challenging research assignment. What made it challenging? How did you work through the difficulties to successfully complete your assignment? What did you learn?
6. What tools have you used in the past to research laws and regulations? Are there sources that are more accurate than others?

Key behaviors they will be looking for:

• Researches current legislation/standards/policies/procedures, utilizing all available resources
• Gathers and benchmarks information with key stakeholders
• Writes and edits standards/policies/procedures documents and manuals
• Analyzes and implements standards/policies/procedures
• Demonstrates knowledge of the legislative process
• Plans, evaluates, analyzes, develops and recommends changes and revisions to organizational policies and procedures caused by new legislation

Management Analysis: Conducts research and solves organizational inefficiencies to increase the effectiveness of the organization

Most likely interview questions to assess this competency:

1. Tell me about a study you planned and coordinated. What issue were you addressing? What did you do to ensure the successful completion of the study?
2. Tell me about a time that you used the results of a case study or similar document to improve the efficiency and effectiveness within the organization.  How did the findings impact the solutions identified.
3. Discuss any benchmarking (i.e., evaluating processes against best practices) or best practices (i.e., most efficient and effective way of accomplishing a goal) research projects in which you have been involved. What steps do you take to complete this type of research?
4. Describe a time when you had to assess a problem and recommend solution? How did you gather the information you needed to accurately assess the problem? What was the result?

Key behaviors they will be looking for:

• Understands management and organizational principles pertaining to areas of responsibility (e.g., delegations of authority, administrative procedures) in order to plan and conduct complex studies to assess organizational operations
• Identifies sources of information/data for a wide variety of problems and needs
• Accurately interprets study results
• Identifies and gathers necessary and correct information needed (via case studies, etc.)  to clarify an issue or make a decision
• Assesses problems accurately, and arrives at solutions that improve the efficiency and effectiveness of resources and operations
• Conducts benchmarking and best practices research

Process Management: Develops and monitors processes and organizes resources to achieve desired results

Most likely interview questions to assess this competency:

1. Describe a time when you had to identify, monitor and coordinate resources to achieve a desired result. How did you achieve the desired outcome? What would you have done differently?
2. Describe a time when you had to develop a workflow to accomplish a task. What was your approach? What was the result?
3. In this role, you will utilize various tools and techniques to measure, control, report, and improve processes to meet customer requirements. Describe some of the tools and techniques you have used to measure, control and improve processes.
4. You must coordinate with a number of stakeholders (i.e., persons who have interest in the process) in order to manage processes.  Describe a time when you have used communications methods to manage stakeholders and accomplish multiple objectives.
5. Tell me about a time when you came up with a better, faster or more efficient way to perform a process or job.

 Key behaviors they will be looking for:

• Evaluates efficiency and effectiveness of resource utilization and results accomplishment
• Establishes clear, well-defined processes necessary to achieve the desired outcomes
• Organizes people and activities to accomplish results
• Identifies and addresses process problems promptly
• Delineates complex processes into more simple tasks and functions
• Creates an effective work flow that effectively coordinates and integrates tasks and functions
• Identifies and takes advantage of opportunities to accomplish multiple objectives and obtain synergies through process development and management
• Effectively communicates and coordinates with other stakeholders in the process

Program Management: Designs, implements and manages multiple or ongoing programs/projects, and directs the related resources, personnel and activities

Most likely interview questions to assess this competency:

1. In this role, you will be required to hire, assign, and supervise appropriate program personnel. Tell me about a time that you had to hire and build a team. How did you create an environment that fostered productivity and cooperation?
2. Describe a time when you had to make changes to procedures to increase the effectiveness of program activities? How did you recommend the changes to program personnel? What was the outcome?
3. Recall a time when you were assigned to manage multiple projects with related resources, personnel and activities.  What steps did you take in your planning to ensure the successful executions of all program activities? What tools did you use to manage the multiple projects? Were you satisfied with the outcome?
4. Describe a situation that best demonstrates your program management abilities. What was the primary key to your success?
5. Tell me about a time when you noticed that you were over budget for a program. What did you do to bring expenditures back in line without sacrificing quality? What was the health of the budget at the end of the program? What did you learn?

Key behaviors they will be looking for:

• Provides leadership and creative solutions to program planning and problem solving
• Directs the analysis/evaluation efforts that will ultimately translate into efficient and effective programs
• Works with individuals within own organization and across other organizations to plan, schedule and ensure execution of program activities
• Manages resources within budget
• Hires, assigns, coordinates and supervises program personnel
• Monitors program effectiveness, providing reporting as necessary

Qualitative/Quantitative Analysis: Examines and evaluates data to manage and achieve results

Most likely interview questions to assess this competency:

1. Describe a time when you used your analytical skills to solve a problem. What technique did you use? What was the result?
2. Tell me abut a time when you had to analyze qualitative or quantitative data to make an important decision. What impact did the data have?  What obstacles did you face? What was the outcome?
3. Give me a specific example of a time when you used good judgment and logic in solving a problem.
4. Please share some of models or tools you have used in analyzing data.  How have these tools helped you make sound decisions?
5. Describe a time when an analytical problem perplexed you. What resources did you use to try 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?

Key behaviors they will be looking for:

• Analyzes data in order to make comparisons and draw conclusions
• Uses established data analysis models and tools for analyzing qualitative or 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

Project Management: Creates and maintains an environment that guides a project to its successful completion

Most likely interview questions to assess this competency:

1. It is imperative to create and maintain an environment that guides a project to successful completion.  How have you approached creating that type of environment in the past?  What challenges did you encounter?  How did you overcome those challenges?
2. Give me an example of a time when your oral and written communication skills helped ensure the successful completion of a project.
3. Briefly describe how you have approached a new project in the past.  How did you initiate the project?  What steps did you take to assess risk?  What tools did you use to manage the project?  What quality assurance mechanisms were necessary to maintain control of the project?
4. Stakeholders are defined as those with a vested interest in a particular project.  Thinking of a specific project you’ve worked on, please discuss how you identified and managed stakeholders.  What was particularly challenging about that process?  How did you successfully overcome those challenges?
5. Describe a time when you planned for and conducted a project kick-off meeting.  What was on the agenda?  How were you able to meet the goals and objectives outlined for the meeting?

Key behaviors they will be looking for:

• Explains the processes involved in the initiation phase of a project and the development of an overall project plan
• Identifies key stakeholders in a project
• Identifies and analyzes environmental influences impacting a project
• Develops and manages the scope of a project
• Describes in detail the process of resource allocation including human resources, and how cost, work, and time estimates are developed
• Understands the risks involved in starting a project
• Understands the importance of quality assurance and control
• Develops effective oral and written communication skills to interact with members of a project team

How will I be rated?

While you are answering the questions, the interviewer or panel, will be writing down a number based on your answers.  This number will be between 1 and 5.  At the end of the interview the numbers  are added that this is how the person is chosen for the job.

Score Proficiency Level Description

1 Fundamental Awareness: (basic knowledge)

• You have a common knowledge or an understanding of basic techniques and concepts.
• Focus is on learning.

2 Novice: (limited experience)

• 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.

3 Intermediate: (practical application)

• 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.

4 Advanced: (applied theory)

• 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.