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Admin Interview Questions

20 Admin Interview Questions
Question 1 of 20
How do you evaluate success in your day-to-day activities?
How to Answer
How you view a victory can be a substantial determining factor on whether or not you will be a good fit for this particular role. Share with the interviewer your thoughts on success, and what a successful day would look like to you.

Answer Example
"I define a day as successful when I have spent some time working on a project that I am passionate about, I have helped someone else succeed, and I have learned something new. These three factors would equal a very successful day for me."
Entry Level Example
"I would consider my day successful if I were to complete my tasks on time and deliver more than my employer expected of me. If I were to receive a pat on the back or a verbal accolade, even better."
Experienced Example
"To me, a successful day is one where I was able to learn a new task and apply it to help someone out. I enjoy days where my project deadlines are on time, with little resistance, and where my client recognize the hard work that I put forth for them."
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Question 2 of 20
What is the most difficult situation you have had to face as an administrator? How did you overcome it?
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How to Answer
The interviewer would like to know how you react when it comes to workplace challenges, and what you would gauge as a problematic situation. If finding that a colleague has eaten your lunch is your example, chances are, the interviewer will see you as unable to handle substantial challenges. Use a relatable case and be sure to highlight what you did to overcome the situation and make the best of it. This question is not the time to complain about your jobs or co-workers. Keep your response as positive as possible.

Answer Example
"The most difficult situation that I had to face, as an administrator, was the time when our entire system went down for three days. Our IT department was fabulous when it came to their dedication to repairing the situation; however, many of our clients were incredibly frustrated and upset. I made individual phone calls to those whom we had contact information on, via paper source, and explained our situation. It was a lot of damage control, but my boss recognized me later for maintaining a calm disposition throughout all of it."
Entry Level Example
"While working as a server, I had a customer have a severe allergic reaction to one of the dishes he ordered. I followed our policy to call 911 and not interfere with any medical assistance unless fully trained, which I was not. It was a terrifying situation to be part of, but I naturally took on the role of calming down the people at surrounding tables and containing the situation on an emotional level. I knew from that situation that I was great under stress and pressure. The customer was okay in the end!"
Experienced Example
"A few years ago, my company went through an acquisition which put nearly all of our administrative team out of work. Being the most senior administrator on the team, I was the last to be let go which meant that nearly every Monday, for a few weeks, someone new was laid off and I would have to take over their responsibilities. It was a very disheartening and upsetting situation; however, I promised myself that I would remain collected and professional through my final moments with the company. They offered me a glowing reference which helped me to secure a good job quite quickly afterward."
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Question 3 of 20
How well do you work in a cross-departmental environment?
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How to Answer
Working in a cross-departmental environment is one where teams from different groups, or business units, work together to achieve a common goal. This situation could mean that administrators are working with the accounting department, or marketing and sales work together to reach a particular result. A cross-departmental collaboration can often involve working with people in varying seniority offering you a broader range of exposure to the business. Show the interviewer that you are excited about these cross-collaboration opportunities. If you have exposure to this type of working environment, discuss it.

Answer Example
"In my current role, I work closely with the Accounts Payable and Accounts Receivable departments, primarily when it comes time to close out a project or close a client account. I like these bits of exposure to other departments because it gives me a deeper perspective into how our company operates, making me all that more knowledgeable!"
Entry Level Example
"I have not had exposure to a cross-departmental environment; however, I do understand the concept. I think it would be great to have that added exposure to professionals in different areas and see that as a valuable learning opportunity."
Experienced Example
"I have worked many years in situations like this, collaborating with everyone from summer interns to the c-suite. I love collaborating with people from all walks of life and levels of experience. In my current role, I cross over most often with the human resources department, especially on matters of terminations, onboarding and benefits claims."
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Question 4 of 20
Are you comfortable handling a very busy, multi-line phone system?
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How to Answer
The interviewer would like to know more about the volume of calls you are accustomed to taking, on an average day. If you are an experienced administrator, you probably know this answer off the top of your head. Think about how many hours per day you work, how many lines you handle on a daily basis, and how often you find yourself picking up a new call.

Answer Example
"In my current role I work with three phone lines, and would estimate that I received about five calls per line, per hour. So, on average, I would say that I answer between 100-125 calls per day. In addition to these calls, I also reply to about 60-80 emails and a handful of walk-ins. I am confident in my ability to handle your multi-line phone system."
Entry Level Example
"I do not have experience with a multi-line phone system; however, I am very tech savvy and am highly confident in my abilities to learn. I understand that you have a strong training program in place as well. I look forward to showing you what I can do!"
Experienced Example
"I have worked with up to a 10-line switchboard and have also trained other new administrators on the use of multi-line systems. I consider myself an expert with multi-line systems and do not doubt that I could handle the call volume here."
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Question 5 of 20
Have you ever been overloaded with work? How did you manage?
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How to Answer
The interviewer would like to know how you react when your desk is piled high with work, and there is no end in sight. Are you the type to put your head down and stay on task? Or, perhaps you get overwhelmed and need to walk away from it all before you can collect yourself. Be honest but do assure the interviewer that you are capable of handling a high-work volume professionally.

Answer Example
"I am often overloaded with work, surrounding tax time, in my line of work. I fully understand that every February through May, I will be working some overtime hours and will have very few lunch breaks. Because this isn't the expectation year round, I can keep up without becoming burnt out."
Entry Level Example
"I found myself buried in work many times during my University career. I exercised the art of time blocking and was able to work out a schedule that allowed a balance between my education and my social life. I was apparently very good at this because I graduated with a 3.89 and an amazing group of friends by my side, with many new memories."
Experienced Example
"I have been overloaded with work from time to time. I do not feel sorry for myself when this happens because it's par for the course with any job, in any industry, and any business! I am thankful for the busy times because this means that my company is going strong, and offering me a secure place to work. I will prioritize by the date of the deadline and chip away at my work from there!"
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About Admin

May 15th, 2018

Administrators will have several duties in an office environment. Some of these functions include; greet clients and vendors, answer telephone calls, direct phone calls to proper personnel, organize office equipment, keep office supplies in inventory, organize events, coordinate meetings, assist other team members, coordinate travel arrangements, and many other functions.

An administrator should have the following characteristics to excel at their career; positive, upbeat attitude, motivated to succeed, capable of multi-tasking. They should have the ability to work under a heavy workload, treasure their organizational skills, excel at communication (both written or oral). Lastly, they should be capable of presenting themselves in a professional manner and have a passion for their work.

Interview questions to prepare yourself for an administrator interview will include teamwork questions, customer service questions, and leadership questions. You should be able to give examples of when you have worked under stress and heavy workloads. Think of a few examples of when you have solved a customer's problem or handled an angry customer. Almost all interviews open with the question, Tell me about yourself. Start the conversation strong by providing your background and why you chose to apply for this company. Describe your passion for the company and how this job would align perfectly with your career goals.