# National Institutes of Health

# GS‑343 Program/Management Analysis

# Behavioral Interview Guide

## 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.

### Behavioral Interviewing Suggested Protocol

1.  As much as possible, all questions should relate to experiences that
    have occurred in the last 2-3 years (best for recollection of
    behavioral details).

2.  All behavioral interview questions should focus on what the
    interviewee did, said, felt or thought in the past. The interviewer
    should be looking for phrases such as "I did....", "I said...." etc.

3.  Do not ask questions about what the interviewee would do in a given
    situation or what they would have done differently. The focus is on
    what the interviewee actually did/said/thought/felt in the past. If
    the interviewee uses such phrases as "I would," the interviewer
    should probe by saying, "What did you actually do at that time?"

4.  The interviewee should focus on what he/she did, rather than what
    "we" did. While working as part of a team is very common and
    desirable, it is important to understand what the candidate's
    individual role was. The interviewer should probe the interviewee if
    "We" is used in describing actions. For example, if the interviewee
    says "We implemented the new payroll system by.....", it is the
    interviewer's job to ask the interviewee what his/her role was and
    what he actually did (as an individual).

5.  Prior to delving into the detail of each question, ask the
    interviewee to provide a brief (30 second) overview of the situation
    by highlighting the beginning, middle, and end. This helps the
    interviewer to keep the interview on track. For example, if you feel
    lost in the discussion, you can pause the conversation by asking the
    interviewee where you are in the story (beginning, middle, or end).

### Suggested Introduction to the Interview

-   This is a behavioral interview, which may be different from
    interviews you have had in the past. A behavioral interview focuses
    on what you have done, said, felt and thought in past experiences.
    Please use the first person as much as possible because I am most
    interested in what you have done, said, thought and felt in the
    situations. So if you use the term "we" rather than "I", I may
    interrupt you to clarify what you did in the situation versus what
    others did.

-   I am going to ask you specific questions about your experiences and
    will ask that you try, as best as you can, to only discuss
    experiences that have occurred within the past 2 or 3 years so that
    you will be able to recall the details of the situations.

-   I will ask follow-up questions to get as many of the details around
    what you were doing in the situation. Imagine that I am making a
    movie of what you were doing in the given situation. I am interested
    in everything you did, said, thought and felt.

NOTE:

The information provided above offers suggestions for conducting
behavioral-based interviews. Interviewers should use this information as
a tool and tailor the interview to meet the needs of the individual
organization.

+---------------------+------------------------------------------------+
| **Program           |                                                |
| Management          |                                                |
| Analysis**          |                                                |
+---------------------+------------------------------------------------+
| Competency          | Definition                                     |
+---------------------+------------------------------------------------+
| **Legislation,      | Understands, researches and analyzes           |
| Policy and          | legislation, regulations, policies, and/or     |
| Procedure           | processes in order to provide an organization  |
| Research**          | with a consistent, well-defined infrastructure |
+---------------------+------------------------------------------------+
| **Management        | Conducts research and solves organizational    |
| Analysis**          | inefficiencies to increase the effectiveness   |
|                     | of the organization                            |
+---------------------+------------------------------------------------+
| **Process           | Develops and monitors processes and organizes  |
| Management**        | resources to achieve desired results           |
+---------------------+------------------------------------------------+
| **Program           | Designs, implements and manages multiple or    |
| Management**        | ongoing programs/projects, and directs the     |
|                     | related resources, personnel and activities    |
+---------------------+------------------------------------------------+
| **Qualitative/**    | Examines and evaluates data to manage and      |
|                     | achieve results                                |
| **Quantitative      |                                                |
| Analysis**          |                                                |
+---------------------+------------------------------------------------+

## Legislation, Policy and Procedure Research

Understands, researches and analyzes legislation, regulations, policies,
and/or processes in order to provide the organization with a consistent,
well-defined infrastructure

### Key Behaviors:

-   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

### Interview questions:

1.  **What steps do you take to research
    legislation/standards/policies/procedures?** Please be specific.

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6.  **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?

7.  **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?

8.  **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?

9.  **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?

10. **What tools have you used in the past to research laws and
    regulations?** Are there sources that are more accurate than others?

### Candidate Response:

### Interview Summary:

  -----------------------------------------------------------------------
  **Summarize the situation, behaviors demonstrated and outcomes. Then
  provide an overall proficiency rating for the competency as defined in
  the Administrative Officer competency model.**

  Situation:

  Behaviors:

  Outcome:

  Overall Competency Proficiency Rating: 0 1 2 3 4
  -----------------------------------------------------------------------

## Management Analysis

Keeps up to date with trends and changes in the technology market that
are relevant to one's area of professional expertise

### Key Behaviors:

-   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

### Interview questions:

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?

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11. **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.

12. **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?

13. **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?

### Candidate Response:

### Interview Summary:

  -----------------------------------------------------------------------
  **Summarize the situation, behaviors demonstrated and outcomes. Then
  provide an overall proficiency rating for the competency as defined in
  the Administrative Officer competency model.**

  Situation:

  Behaviors:

  Outcome:

  Overall Competency Proficiency Rating: 0 1 2 3 4
  -----------------------------------------------------------------------

## Process Management

Develops and monitors processes and organizes resources to achieve
desired results

### Key Behaviors:

-   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

### Interview questions:

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?

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14. **Describe a time when you had to develop a workflow to accomplish a
    task.** What was your approach? What was the result?

15. **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.

16. **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.

17. Tell me about a time when you came up with a better, faster or more
    efficient way to perform a process or job.

### Candidate Response:

### Interview Summary:

  -----------------------------------------------------------------------
  **Summarize the situation, behaviors demonstrated and outcomes. Then
  provide an overall proficiency rating for the competency as defined in
  the Administrative Officer competency model.**

  Situation:

  Behaviors:

  Outcome:

  Overall Competency Proficiency Rating: 0 1 2 3 4
  -----------------------------------------------------------------------

## Program Management

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

### Key Behaviors:

-   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

### Interview questions:

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?

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18. **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?

19. **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?

20. **Describe a situation that best demonstrates your program
    management abilities.** What was the primary key to your success?

21. **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?

### Candidate Response:

### Interview Summary:

  -----------------------------------------------------------------------
  **Summarize the situation, behaviors demonstrated and outcomes. Then
  provide an overall proficiency rating for the competency as defined in
  the Administrative Officer competency model.**

  Situation:

  Behaviors:

  Outcome:

  Overall Competency Proficiency Rating: 0 1 2 3 4
  -----------------------------------------------------------------------

## Project Management

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

### Key Behaviors:

-   Executes project start-up and planning activities

-   Defines and manages schedules, budgets and resources to accomplish
    project objectives and reports on project progress

-   Identifies and manages scope, risks and quality throughout the
    project lifecycle

-   Identifies and partners with stakeholders to develop and implement
    change management plans

-   Communicates effectively with project team and stakeholders

-   Evaluates project success and documents lessons learned to apply to
    future projects

### Interview questions:

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?

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22. **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?

23. **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?

24. **Describe a situation that best demonstrates your program
    management abilities.** What was the primary key to your success?

25. **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?

### Candidate Response:

### 

### Interview Summary:

  -----------------------------------------------------------------------
  **Summarize the situation, behaviors demonstrated and outcomes. Then
  provide an overall proficiency rating for the competency as defined in
  the Administrative Officer competency model.**

  Situation:

  Behaviors:

  Outcome:

  Overall Competency Proficiency Rating: 0 1 2 3 4
  -----------------------------------------------------------------------

## Qualitative/Quantitative Analysis

Examines and evaluates data to manage and achieve results

### Key Behaviors:

-   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

### Interview questions:

1.  **Describe a time when you used your analytical skills to solve a
    problem.** What technique did you use? What was the result?

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26. **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?

27. Give me a specific example of a time when you used good judgment and
    logic in solving a problem.

28. **Please share some of models or tools you have used in analyzing
    data.** How have these tools helped you make sound decisions?

29. **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?

### Candidate Response:

### Interview Summary:

  -----------------------------------------------------------------------
  **Summarize the situation, behaviors demonstrated and outcomes. Then
  provide an overall proficiency rating for the competency as defined in
  the Administrative Officer competency model.**

  Situation:

  Behaviors:

  Outcome:

  Overall Competency Proficiency Rating: 0 1 2 3 4
  -----------------------------------------------------------------------

## NIH Competency Proficiency Scale

+------+--------------+------------------------------------------------+
| S    | Proficiency  | Description                                    |
| core | Level        |                                                |
+------+--------------+------------------------------------------------+
| N/A  | ***Not       | You are not required to apply or demonstrate   |
|      | A            | this competency. This competency is not        |
|      | pplicable*** | applicable to your position.                   |
+------+--------------+------------------------------------------------+
| 0    | ***Not       | You have not demonstrated this competency and  |
|      | Dem          | likely have not had related training or        |
|      | onstrated*** | experience.                                    |
+------+--------------+------------------------------------------------+
| 1    | **           | Shows basic knowledge and understanding        |
|      | *Baseline*** | sufficient to handle routine tasks. Focus is   |
|      |              | on learning.                                   |
|      | (theoretical |                                                |
|      | knowledge)   | -   You are training or on-the-job training;   |
|      |              |     beginning to develop this competency and   |
|      |              |     have completed formal                      |
|      |              |                                                |
|      |              | -   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. |
+------+--------------+------------------------------------------------+
| 2    | ***Pr        | Has depth/breadth of knowledge to handle       |
|      | ogressing*** | non-routine situations. Begins to take         |
|      |              | initiative. Focus is on applying and enhancing |
|      | (limited     | knowledge or skill.                            |
|      | practical    |                                                |
|      | application  | -   You have applied this competency in        |
|      | and          |     occasional situations and still require    |
|      | experience)  |     minimal guidance to perform successfully;  |
|      |              |                                                |
|      |              | -   You understand and can discuss the         |
|      |              |     application and implications of changes to |
|      |              |     processes, policies, and procedures in     |
|      |              |     this area.                                 |
+------+--------------+------------------------------------------------+
| 3    | ***P         | An expert who can handle broad                 |
|      | roficient*** | organizational/professional issues; works      |
|      |              | independently; has long-term perspective;      |
|      | (practical   | coaches, guides and empowers others.           |
|      | application  |                                                |
|      | and          | -   You have consistently provided             |
|      | experience)  |     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. |
+------+--------------+------------------------------------------------+
| 4    | ***Master*** | An expert whose advice is sought out by        |
|      |              | others, from both within the NIH and from the  |
|      | (recognized  | Department or other organizations; Shapes the  |
|      | thought      | organization/profession; is visionary; focus   |
|      | leader)      | is strategic; copes with the unknown.          |
|      |              |                                                |
|      | All criteria | -   You have demonstrated consistent           |
|      | must apply   |     excellence in applying this competency     |
|      |              |     across multiple projects and/or            |
|      |              |     organizations;                             |
|      |              |                                                |
|      |              | -   You are considered the "go to" person in   |
|      |              |     this area from within NIH and/or outside   |
|      |              |     the OPDIV;                                 |
|      |              |                                                |
|      |              | -   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.      |
+------+--------------+------------------------------------------------+