Give an example of a time when you have had to re-prioritize your workload to handle competing priorities. How did you handle this and what was the outcome?
Think back to a time when you had your day or week planned and then everything shifted due to a last-minute request or emergency situation that took precedence. Think about the steps you took to ensure your previously scheduled work was handled or rescheduled and the work you did to develop and execute a new action plan to address the situation successfully.
Use the STAR method to answer this question. Discuss the necessary background information for your interviewer to understand the situation. Next, describe your reaction and any related tasks you realized needed to be completed given the unexpected change in priority. Then, describe the specific actions you took to ensure that your previously scheduled work was accounted for and that the new priority items were handled appropriately. Finally, discuss the results of your actions including any lessons learned or any compliments you received as a result of your actions.
"In my current role as a university administrator, the dean of the business school stopped by one morning last month and asked me to organize an on campus lunch for a VIP group of donors and alumni that had decided to travel to the university for a sporting event at the last minute. She apologized for the late notice as I only had two days to get everything planned and organized for the event. I know that these types of events are critical to the success of the department, so I assured her I would work with my team to handle everything on time.
I immediately reached out to my coworkers to see how we could accommodate the request. I was able to shift some of my work to the end of the week and one of my coworkers took on several of my other priority assignments. I then jumped into finding a venue, ordering food, and gathering the necessary supplies needed for the event. It was a lot of work, but we were able to pull it off and the lunch was a success. The dean thanked me and my coworkers for our quick action. I am confident I will be able to demonstrate the same flexibility and ability to re-prioritize as needed if hired for the university administrator role here at X University."
Community answers are written by other candidates practicing this set. Reading how others frame the same question is one of the fastest ways to sharpen your own.
Anonymous Answer
There was a day where all staff had to go and attend a memorial service. I was asked to remain behind so that customers would find somebody in the office. I responded to all the calls, as everyone had diverted their calls to me. I took messages for everyone. I also communicated with my line manager about changes of priorities. I informed other team members about the changes.
Rachelle's Feedback
This day would have been a challenging one, for sure! Using the STAR framework, be sure to outline more details and also present a result/outcome at the end of your response.
Anonymous Answer
In my previous role in ____ Faculty, I had to support the Information Point with a small assignment for nursing students. It was just me and one other team member in the office where we had to handle various priorities such as the handing in process, scanning work, photocopying, and signing plus taking phone calls and other queries face to face at the desk for students with Registry queries. Whilst handling these priorities, we had a last-minute urgent task to complete within an hour from a Module Leader. We were required to carry out a huge photocopying job just between the two of us. I communicated with my partner and recommended that we split the job in half to complete the urgent job.
Stephanie's Feedback
You provide a strong example here, but you should focus more on the outcome. What happened as a result of you splitting the work in half?
Unlock all 35 University Administrator questions
Unlock expert responses for complex higher education leadership interviews.
Get Started