Reference Check Questionnaires for Administrative Roles, Study notes of Data Communication Systems and Computer Networks

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REFERENCE CHECK TOOL

QUESTIONNAIRES

WILLIAMS, DEMI

Contents

• Purpose
• TalentLink Reference Check Module
• Questionnaires
  • Rating Scale
  • Shared Questions
  • Academic Advisor........................................................................................................................
  • Administrative Dean
  • Administrative Professionals
  • Communications Roles
  • Executive Assistant
  • Event Management.....................................................................................................................
  • Financial Professionals
    • Senior Financial Professionals.................................................................................................
    • Junior Financial Professionals
  • Fundraising
  • Grant Management Roles
  • General Officer of Administration: Open-ended questions
  • HR Professionals..........................................................................................................................
  • IT Professionals
  • Project Manager
  • Support Staff Roles (Admin)

• Yes
• No
• Not applicable

4. Please share the candidate's areas of growth/improvement [Open-Ended Question]
5. Please share the candidate's strengths [Open-Ended Question] To what extent does the candidate demonstrate the following (Rate 1- 7 , or N/O):
6. Trustworthiness, honesty, high standards, ethics, and confidentiality
7. Timeliness and dependability, and time management
8. Attention to detail, organizational skills, and systematic approach to work
9. Ability to learn and use technology (e.g., student databases, MS Office, other systems)
10. Good listening skills, listen without interruption, ask appropriate questions
11. Build positive working relationships
12. Problem-solving skills, ability to make high-quality decisions using sound reasoning and judgment
13. Clear and effective verbal and written communication skills
14. Accountability, the ability to accept feedback without becoming angry or defensive and uses it to strengthen future performance
15. Treat individuals of different backgrounds, beliefs, and gender with fairness, respect, and sensitivity
16. Consistently meet or exceed goals and expectations
17. Diplomacy in dealing with others and effectively resolving conflicts

Academic Advisor

Related roles: Student Affairs, Educational Administration, Academic Affairs, Career Services To what extent does the candidate demonstrate the following effectively (Rate 1- 7 , or N/O):

1. Maintain accurate and up-to-date student information meeting process and policies
2. Work well cross-functionally to ensure optimal student experience (e.g., student services, career services, admissions)
3. Engage with students throughout the year to ensure that they meet requirements and are aware of learning opportunities across the university
4. Carefully monitor student progress, offering positive guidance for improvement when academic or adjustment problems arise
5. Provide crisis intervention to students when difficult situations occur
6. Successfully use internal resources to effectively assist students (e.g., tutoring, financial aid, mental health services) after evaluating their individual need
7. Successfully uses data to identify trends and offers ideas that help elevate the students' experience
8. Successfully plan and deliver student events and other student professional development programs

• shared questions

Administrative Dean

Relevant Roles: Heads of Administration, Senior Administrators To what extent does the candidate demonstrate the following (Rate 1- 7 , or N/O):

1. Strategic mindset (e.g., examine the accuracy of underlying assumptions, identify core issues, anticipate obstacles, gather and analyze trends)
2. Ability to act as a catalyst, communicate the need for change, and inspire action
3. Serve as a trusted advisor to the senior administrators
4. Build strong and diverse teams by continually recruiting and selecting competent and talented people
5. Effectively assess the performance of others and hold them accountable for meeting their goals
6. Delivers timely and honest feedback to others in a constructive and empathetic manner
7. Strong operational acumen
8. Ability to develop realistic budgets, keeping in mind current needs and future growth
9. Actively participate in institutional and faculty committees
10. Stay current with relevant trends and legislation affecting educational institutions
11. Develop partnerships with the business community and with other educational institutions
12. Evaluates key metrics to recommend changes to programs and facilities (e.g., admissions, enrollment statistics, external funding, etc.)

• shared questions

Administrative Professionals

Relevant Roles: General Administration To what extent does the candidate demonstrate the following (Rate 1-7, or N/O):

1. Uses calendar and other scheduling platforms proficiently.
2. Displays proficiency with relevant software platforms (MS Office, Google Suite, etc.)
3. Independently manage own time and show good judgment in prioritizing work to meet deadlines
4. Plan, execute, and manage work and projects in a disciplined and organized way
5. Manage office procedures (e.g., procurement, expense reports, filing, etc.)

• shared questions

Communications Roles

Relevant Roles: Communications Manager, Communications Director To what extent does the candidate demonstrate the following (Rate 1-7, or N/O):

1. Appropriately delegate tasks to direct reports according to skill level or area of expertise
2. Demonstrate Social Media Content Management expertise
3. Possess excellent knowledge of communications strategies and principles
4. Plan, execute, and effectively manage projects
5. Stay current with tools, technology, and best practices in communications

6. Coordinate effectively with others to plan events that meet or exceed client or company expectations (e.g., caterers, musicians, decorators)
7. Negotiate reasonable contracts with third-party vendors to minimize costs and stay within budget

• shared questions

Financial Professionals

Relevant Roles: Finance and Accounting To what extent does the candidate demonstrate the following (Rate 1-7, or N/O): Senior Financial Professionals

1. Develop and maintain financial operating procedures (e.g., payroll, invoicing, and payment systems)
2. Implement the most appropriate technology (e.g., financial applications, tax software) to maximize efficiency
3. Gather information from relevant sources (e.g., accountants, financial analysts, auditors) to understand and resolve questions or issues
4. Authorize requests for disbursements in alignment with the policies of the organization
5. Stay current and ensure compliance with all industry, legal, tax codes, and government policies and regulations
6. Monitor the organization's financial records and budgets to project cash flow, revenue, and expenses accurately
7. Advance knowledge of MS Excel and other budgeting and forecasting tools
8. Manage other finance professionals; delegate tasks according to skill level or area of expertise +shared questions Junior Financial Professionals
9. Maintain financial operating procedures (e.g., payroll, invoicing, and payment systems)
10. Create and implement process improvements
11. Gather information from relevant sources to understand and resolve questions or issues (e.g., accountants, financial analysts, auditors)
12. Maintain up-to-date knowledge of federal and state codes, regulations, and laws relevant to the area of finance
13. Ensure compliance with all industry, legal, and government policies and regulations
14. Create and maintain accounting journals, ledgers, and other records detailing financial business transactions (e.g., accounts payable, disbursements, expense vouchers, receipts)
15. Collaborate with vendors, coworkers, and relevant others in a professional, courteous, and timely manner +shared questions

Fundraising

Relevant Roles: Development, Major Gifts, Alumni Relations To what extent does the candidate demonstrate the following (Rate 1-7, or N/O):

1. Strong track record in meeting and exceeding fundraising goals set by the organization
2. Project a positive image of the organization and its mission in all interactions
3. Analyze and track event budgets and fundraising targets vs. actual budgets
4. Network and initiate relationships with members of the community, including volunteers and prospective sponsors
5. Motivate, develop, and direct volunteers as they work
6. Recognize and praise the efforts and accomplishments of volunteers
7. Reach out to appropriate sources to get the resources and information needed to be successful
8. Assign appropriate tasks or projects to volunteers based on their skills, availability, and interests
9. Accurately qualify prospective organizations for sponsorship or donations
10. Determine how the event budget will be spent, stay within budget, and account for expenditures
11. Analyze information and evaluate results to choose the best resolution
12. Inspire others to act by demonstrating a commitment to the organization's mission
13. Plan, execute, and effectively manages fundraising activities, goals, and objectives
14. Effectively manage a portfolio of prospects through the qualification, solicitation, and stewardship processes
15. Network with members of the community, including alumni and prospective donors
16. Maintain a professional demeanor at all times, especially when interacting with donors and prospects

• shared questions

Grant Management Roles

Relevant Roles: Grant Coordinator, Grant Manager, Grant To what extent does the candidate demonstrate the following (Rate 1-7, or N/O):

1. Develop plans that include budget, staffing, and timelines for all sponsored projects
2. Track all deadlines and requirements throughout the grant application process
3. Ensure timely submission of new grants, reports, and renewal applications
4. Convey information, e.g., plans, budget, timelines, and deliverables, clearly and concisely
5. Serve as a resource to others on questions related to the submission process
6. Conduct research to identify appropriate funding opportunities
7. Gathers information from relevant sources to assist others in completing grant applications and reports
8. Prioritize resource allocation based upon program plans, timelines, and complexity
9. Maintain privacy and confidentiality of all institutional and other sensitive information

• shared questions

10. Effectively present issues and solutions, both formally and informally, to employees at all levels
11. Effectively conduct candidate assessments (e.g., phone screening, interviews, performance appraisals, etc.)

• shared questions

IT Professionals

Relevant Roles: IT Support, Helpdesk To what extent does the candidate demonstrate the following (Rate 1-7, or N/O):

1. Display excellent knowledge of information technology and its applications
2. Effectively bridge technical and non-technical communities, so all clearly understand those project goals, timelines, and deliverables
3. Collaborate with key internal and external stakeholders (management, clients, coworkers, support areas) to achieve common goals
4. Identify and obtain resources for the department needed to complete projects successfully (e.g., materials, consultants, and vendors)
5. Possess strong knowledge of computer hardware and software currently in use
6. Stay current with the latest developments in relevant technology
7. Gather and evaluate information about end-user requirements to troubleshoot and provide needed support effectively
8. Quickly resolve end-user issues with printing, e-mail, desktop operations, etc.
9. Quickly master new or unfamiliar technology or technical concepts
10. Install and configure computer hardware, software, or peripheral equipment according to specifications
11. Stay current with the latest developments in relevant technology

• shared questions

Project Manager

Relevant Roles: Project Management, IT Project Management To what extent does the candidate demonstrate the following (Rate 1-7, or N/O):

1. Effectively measure performance and hold team members accountable for meeting goals
2. Identify and obtain resources such as materials, staffing, and vendors needed to complete the project successfully
3. Monitor progress and promptly update timelines, milestones, and other aspects of projects when necessary
4. Work well under pressure, multi-tasking efficiently to deliver projects on time and within budget
5. Develop project plans, including goals, technologies, timelines, budget, and staffing
6. Possess excellent knowledge of standard best practices and processes in project management
7. Proficiency with Agile PM methodologies and use appropriate tools to update project plans

8. Display proficiency with project management software and other design tools
9. Disseminate information, such as project scope, budget, timelines, and deliverables, clearly and concisely

• shared questions

Support Staff Roles (Admin)

Relevant Roles: 2110 Administrative Roles To what extent does the candidate demonstrate the following (Rate 1-7, or N/O):

1. Report consistently and on time for work, class, appointments, and meetings
2. Use basic technology as a tool for communication (e.g., e-mail, scheduling appointments)
3. Prepare, execute, and complete work in a disciplined and organized manner
4. Communicate information, ideas, and data clearly and concisely
5. Promptly inform supervisor when needing guidance with assigned tasks

• shared questions