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Top 30 University Administrator Interview Questions with Full Content
1.
Give an example of a time when you have delivered excellent customer service, and why is this important in this role?
The candidate should describe the role they were completing, for which Company and what the situation was with the customer.
The candidate should confirm what they did to provide the service to the customer and how they resolved any queries.
The candidate should confirm how the situation ended with the customer being happy with the service received.
Here is an answer example: "While working at X Company in X role, the customer had called the Office as they had not received the paperwork we had posted out relating to the examination dates. I reassured the customer that we would be able to resolve their query and needed to take some details in order to do this. I went through my list of questions relating to full name, address, course they were taking, tutor name, start date with the University. I took the contact number from the customer and confirmed I would research the matter and call them back within the hour with an update. I went away and completed the research required. I called the customer and confirmed that the original registration form had a different address from the one provided over the phone and hence why the paperwork had not arrived. The candidate confirmed that they had moved address and realised they had not updated us. I confirmed with the customer the importance of this going forward and sort clarification that they had everything they needed now, which they confirmed they did. I then went on to update the records and post out the relevant paperwork."
The candidate should confirm what they did to provide the service to the customer and how they resolved any queries.
The candidate should confirm how the situation ended with the customer being happy with the service received.
Here is an answer example: "While working at X Company in X role, the customer had called the Office as they had not received the paperwork we had posted out relating to the examination dates. I reassured the customer that we would be able to resolve their query and needed to take some details in order to do this. I went through my list of questions relating to full name, address, course they were taking, tutor name, start date with the University. I took the contact number from the customer and confirmed I would research the matter and call them back within the hour with an update. I went away and completed the research required. I called the customer and confirmed that the original registration form had a different address from the one provided over the phone and hence why the paperwork had not arrived. The candidate confirmed that they had moved address and realised they had not updated us. I confirmed with the customer the importance of this going forward and sort clarification that they had everything they needed now, which they confirmed they did. I then went on to update the records and post out the relevant paperwork."
Ryan's Answer
"While working at X Company in X role, the customer had called the Office as they had not received the paperwork we had posted out relating to the examination dates. I reassured the customer that we would be able to resolve their query and needed to take some details in order to do this. I went through my list of questions relating to full name, address, course they were taking, tutor name, start date with the University. I took the contact number from the customer and confirmed I would research the matter and call them back within the hour with an update. I went away and completed the research required. I called the customer and confirmed that the original registration form had a different address from the one provided over the phone and hence why the paperwork had not arrived. The candidate confirmed that they had moved address and realised they had not updated us. I confirmed with the customer the importance of this going forward and sort clarification that they had everything they needed now, which they confirmed they did. I then went on to update the records and post out the relevant paperwork."
2.
Give an example of a time when you have been faced with a challenging situation. How did you overcome this, and what did you learn from it?
Simply not having a strong answer to this question means you did not prepare for this interview. You should always be ready to answer a challenge you have faced and how you overcame that challenge. I would recommend writing down a few challenges you have faced, anything that comes to mind, on paper. These challenges can be simple. Think about a time when equipment failed or a marketing strategy was not proving useful and you rerouted funds.
Here is an answer example: "When I worked at x Company in x role, we had a major event happening where over 200 guests were joining us for an evening event. On the particular day there was a really bad storm and about 1 hour before the event was due to start, we had an electricity outage. As a team, we were tasked with working through as much as we could on whether the power would be back on and if not, putting in place a contingency. As a team, we were split into two with 2 members dedicated to working with the service providers and getting an update from them about what had happened and when the power was likely to be back on. I was part of the team tasked with putting together a contingency plan which involved contacting all 200 guests due to arrive as much as we could and also sourcing a potential alternative venue close by. As I did not live centrally and thereby not being as familiar with the other local possible venues, I volunteered to start contacting the guests. I brought up the attendee's spreadsheet and found as many mobile numbers as I could to send out a group text to get to as many people as possible as quickly as possible to confirm about the power outage and to wait for an update on that it was taking place but possibly at an alternative venue or we may need to rearrange. I then worked through those with no mobiles just landlines and found if we had emails, again to get out the message as quickly as possible. Ultimately, we had to postpone the event until a later date but most people appreciated the heads up. I hope in that situation, I demonstrated that keeping calm and working out a practical approach will allow me to get through challenging situations. This is something that I strive myself and utilize when I need to."
Here is an answer example: "When I worked at x Company in x role, we had a major event happening where over 200 guests were joining us for an evening event. On the particular day there was a really bad storm and about 1 hour before the event was due to start, we had an electricity outage. As a team, we were tasked with working through as much as we could on whether the power would be back on and if not, putting in place a contingency. As a team, we were split into two with 2 members dedicated to working with the service providers and getting an update from them about what had happened and when the power was likely to be back on. I was part of the team tasked with putting together a contingency plan which involved contacting all 200 guests due to arrive as much as we could and also sourcing a potential alternative venue close by. As I did not live centrally and thereby not being as familiar with the other local possible venues, I volunteered to start contacting the guests. I brought up the attendee's spreadsheet and found as many mobile numbers as I could to send out a group text to get to as many people as possible as quickly as possible to confirm about the power outage and to wait for an update on that it was taking place but possibly at an alternative venue or we may need to rearrange. I then worked through those with no mobiles just landlines and found if we had emails, again to get out the message as quickly as possible. Ultimately, we had to postpone the event until a later date but most people appreciated the heads up. I hope in that situation, I demonstrated that keeping calm and working out a practical approach will allow me to get through challenging situations. This is something that I strive myself and utilize when I need to."
Ryan's Answer
"When I worked at x Company in x role, we had a major event happening where over 200 guests were joining us for an evening event. On the particular day there was a really bad storm and about 1 hour before the event was due to start, we had an electricity outage. As a team, we were tasked with working through as much as we could on whether the power would be back on and if not, putting in place a contingency. As a team, we were split into two with 2 members dedicated to working with the service providers and getting an update from them about what had happened and when the power was likely to be back on. I was part of the team tasked with putting together a contingency plan which involved contacting all 200 guests due to arrive as much as we could and also sourcing a potential alternative venue close by. As I did not live centrally and thereby not being as familiar with the other local possible venues, I volunteered to start contacting the guests. I brought up the attendee's spreadsheet and found as many mobile numbers as I could to send out a group text to get to as many people as possible as quickly as possible to confirm about the power outage and to wait for an update on that it was taking place but possibly at an alternative venue or we may need to rearrange. I then worked through those with no mobiles just landlines and found if we had emails, again to get out the message as quickly as possible. Ultimately, we had to postpone the event until a later date but most people appreciated the heads up. I hope in that situation, I demonstrated that keeping calm and working out a practical approach will allow me to get through challenging situations. This is something that I strive myself and utilize when I need to."
3.
What behaviours and skills do you feel are essential when working in a team?
The candidate should be able to confirm the behaviours and skills they believe are needed to work in a team with an explanation as to why.
Here is an answer example: "I believe that it is essential to be a good communicator when working in a team to allow messages to get through efficiently, progress with work and feelings on matters happening at that time. It is also important to listen to each other when working in a team to ensure that everyone gets their fair share in contributing to activities. Being flexible is an important behaviour when working in a team, as you as an individual may need help one day, so demonstrating this upfront means people will be willing to adapt things if you need it yourself but also if urgent and challenging elements arise, together as a team it is achievable if everyone shows that flexibility. Connected to this is co-operating, as not everything will always match 100% of the time to what we want to do as an individual, however if we all co-operate for the wider team, achievements will be made. Being open with each other will allow trust to be built and also treating each other with respect. I think another important element is to show an interest in what others in the team are doing."
Here is an answer example: "I believe that it is essential to be a good communicator when working in a team to allow messages to get through efficiently, progress with work and feelings on matters happening at that time. It is also important to listen to each other when working in a team to ensure that everyone gets their fair share in contributing to activities. Being flexible is an important behaviour when working in a team, as you as an individual may need help one day, so demonstrating this upfront means people will be willing to adapt things if you need it yourself but also if urgent and challenging elements arise, together as a team it is achievable if everyone shows that flexibility. Connected to this is co-operating, as not everything will always match 100% of the time to what we want to do as an individual, however if we all co-operate for the wider team, achievements will be made. Being open with each other will allow trust to be built and also treating each other with respect. I think another important element is to show an interest in what others in the team are doing."
Ryan's Answer
"I believe that it is essential to be a good communicator when working in a team to allow messages to get through efficiently, progress with work and feelings on matters happening at that time. It is also important to listen to each other when working in a team to ensure that everyone gets their fair share in contributing to activities. Being flexible is an important behaviour when working in a team, as you as an individual may need help one day, so demonstrating this upfront means people will be willing to adapt things if you need it yourself but also if urgent and challenging elements arise, together as a team it is achievable if everyone shows that flexibility. Connected to this is co-operating, as not everything will always match 100% of the time to what we want to do as an individual, however if we all co-operate for the wider team, achievements will be made. Being open with each other will allow trust to be built and also treating each other with respect. I think another important element is to show an interest in what others in the team are doing."
4.
Can you give an example of a time when you have had to deal with a difficult or disappointing outcome? How did you handle this, and move forward?
The candidate should describe a situation in which they expected a particular path was going to happen, but ended up taking a different path.
The candidate should describe how they coped with this.
The candidate should confirm how they learned from this to make sure it does not happen again or grew as a result.
Here is an answer example: "When I was working at X Company, I was involved in supporting a Manager with an investigation into a issue identified with an employee being continually late. I gathered all the data from logging in reports and even analysed CCTV to cross reference these. I put a lot of effort into collating this information. I was then told that because the employee was related to a Senior Manager that everything had been dropped. This was disappointing as we all knew that any other employee would have been held to task to the standards. However, that was the decision made and I had to respect that. From then, I spoke with my Manager about the work I had done and whether there was any issues with it. I received confirmation from my Manager that there was no issue with my work and he was in fact very impressed with the attention to detail and robustness. From that point forwards, I was utilised in further investigations to gather the factual information and analyse such, which was great because I love tis type of work."
The candidate should describe how they coped with this.
The candidate should confirm how they learned from this to make sure it does not happen again or grew as a result.
Here is an answer example: "When I was working at X Company, I was involved in supporting a Manager with an investigation into a issue identified with an employee being continually late. I gathered all the data from logging in reports and even analysed CCTV to cross reference these. I put a lot of effort into collating this information. I was then told that because the employee was related to a Senior Manager that everything had been dropped. This was disappointing as we all knew that any other employee would have been held to task to the standards. However, that was the decision made and I had to respect that. From then, I spoke with my Manager about the work I had done and whether there was any issues with it. I received confirmation from my Manager that there was no issue with my work and he was in fact very impressed with the attention to detail and robustness. From that point forwards, I was utilised in further investigations to gather the factual information and analyse such, which was great because I love tis type of work."
Ryan's Answer
"When I was working at X Company, I was involved in supporting a Manager with an investigation into a issue identified with an employee being continually late. I gathered all the data from logging in reports and even analysed CCTV to cross reference these. I put a lot of effort into collating this information. I was then told that because the employee was related to a Senior Manager that everything had been dropped. This was disappointing as we all knew that any other employee would have been held to task to the standards. However, that was the decision made and I had to respect that. From then, I spoke with my Manager about the work I had done and whether there was any issues with it. I received confirmation from my Manager that there was no issue with my work and he was in fact very impressed with the attention to detail and robustness. From that point forwards, I was utilised in further investigations to gather the factual information and analyse such, which was great because I love tis type of work."
5.
Why are you the best candidate for the role of University Administrator, and what can you bring to the team?
Before your interview, you should create a list of your strengths. Write down your accomplishments in your past roles that relate to this position. Knowing your accomplishments and strengths in this role, will not only help you answer this question but will help you answer several more throughout your interview.
The reason we recommend writing down your answers is that it should help trigger accomplishments in which you may have forgotten.
Here is an answer example: "I am the best candidate for the University Administrator role as I am a team player, approachable, organized, have a great eye for detail, am adaptable meaning I can multi-task while keeping things on track to achieve key deadlines and most of all love all things administration. With all this in mind, I will be there to pick up on anything that comes in last minute without getting flustered and ensure that I always play my part in ensuring as a Department we always meet our targets and work activities."
The reason we recommend writing down your answers is that it should help trigger accomplishments in which you may have forgotten.
Here is an answer example: "I am the best candidate for the University Administrator role as I am a team player, approachable, organized, have a great eye for detail, am adaptable meaning I can multi-task while keeping things on track to achieve key deadlines and most of all love all things administration. With all this in mind, I will be there to pick up on anything that comes in last minute without getting flustered and ensure that I always play my part in ensuring as a Department we always meet our targets and work activities."
Ryan's Answer
"I am the best candidate for the University Administrator role as I am a team player, approachable, organized, have a great eye for detail, am adaptable meaning I can multi-task while keeping things on track to achieve key deadlines and most of all love all things administration. With all this in mind, I will be there to pick up on anything that comes in last minute without getting flustered and ensure that I always play my part in ensuring as a Department we always meet our targets and work activities."
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More Interview Q&As
Explore expert tips and resources to be more confident in your next interview.
Behavioral
Common
Phone
Tough
Leadership
All Interview Topics
All Career Q&As
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