Academic Job Search: Telephone Interviews

October 23, 2017

This is the time of year to prepare for telephone interviews.  For many of you, this will be the first step in the academic interviewing process.  This is a cost-effective and time efficient method for many search committees and enables them to narrow down the list of applicants that are invited for campus interviews.  In the OITE academic interview video cast, Sharon Milgram, Director of the Office of Intramural Training and Education (OITE), for the NIH suggests that candidates prepare to practice the following suggestions for managing the process:

  • Use a land-line
  • Find a quiet place free of distractions
  • Prepare for a 30-45-minute telephone interview. Expect up to three interviewers on the line
  • Jot down the names of interviewers and refer to each by name when answering the questions
  • Loss of facial and body-language (non-verbal) cues make it difficult at first
  • Be sure to have questions prepared in advance as this conversation will likely end with them asking if you have questions

Here are some potential questions to help you prepare for telephone interviews

  • Why are you interested in this position?
  • Tell us about your research. How will you involve students in your research?
  • What courses could you teach here?
  • What research projects/topics could you pursue here?
  • How would you describe your interactions with students?
  • What questions do you have for us?

Of course, after this  step,  you will prepare for campus interviews, job talks, chalk talks and negotiating a job package. We encourage you to visit the OITE website to register for workshops and career counseling appointments that may assist you with your search.  Also view our video casts and blogs related to the academic and industry job search. We encourage our readers beyond NIH to utilize resources at their home academic institutions as well.

Advertisements

Are you Ready for Video Interviews?

March 21, 2017

One of the current trends in the application process for industry positions is to use video interviewing. Currently, business, science, and technology companies are using video interviews as the first step in the interviewing process after a candidate applies for a position because it saves money and staff time for the firms to screen candidates prior to inviting them for face-to face interviews. According to the National Association of Colleges and Employers (NACE) 2016 Recruiting Trends report, there has been a 50 % increase in the use of video interviewing in the past year.  This trend could correlate with the relative decrease in employers coming to on-campus recruiting interviews and career fairs.   Also,  the American Association of Medical Colleges (AAMC) is currently conducting a research study to pilot -test the use of video-interviews with its residency applicants.

In this post, we interviewed an NIH trainee who recently participated in several video interviews to gather a user’s impressions of the process and technology.

What type of company and position(s) did you apply?

They were generally biotech companies that had positions such as a Scientist 1 or Assay Development.

What materials did you use to apply?

I submitted a resume and cover letter through their website. Then you were sent an email with a link to the video interview. This company used HireVue software.  Before the question prompts, there is a short intro about the company mission and culture delivered by the company’s employees.

How did you prepare?

The video interview link came after I applied for the position. I followed the instructions given. You are allowed to complete a few practice questions (mostly behavioral) and to learn how to use the software.  I used Glassdoor to prepare for the interview questions. There was a combination of behavioral and technical questions.  Depending on the position, it may be more technical than behavioral.

Where in the interview process was the video interview?

This was part of the pre-interview process. It was sent after you applied.  I think it takes the place of the telephone screening interview.

How much time were you given to reply to the company?

I was given three business days to practice and then answer the interview questions.

What was it like to record the video interview?

It was both helpful and terrifying at the same time. It was helpful in that it is using a system that makes it convenient.  It was terrifying watching yourself (split screen) while you are answering interview questions vs. looking at someone else.  It’s hard to watch yourself interview.

How many questions were you asked?

You were given about 20 minutes to answer 7-9 questions (about 20-30 minutes). You are given 30 seconds to read the question and then between 1-3 minutes to answer the questions.  Some questions you are given are one minute and most others you have more time. Some questions have multiple stems in them, so you may feel rushed to answer everything in the 3 minutes.

What Questions were you asked?

I was given questions about why I chose this company, behavioral questions, compare and contrast technologies, describe how to develop or troubleshoot assays. I was asked how does product development differ from research and development in biotech.  For another interview, I was asked to summarize my molecular biology, troubleshooting, and optimizing skills.

It appears that the various teams in a company can select their own questions. For example, for some positions I was given one time to answer the interview questions.  However, in another interview, I was given multiple times to answer the question before submitting it.

After the videotaped interview, they presented a short video thanking me for completing the video interview, but the next steps in the process were unclear.

What would you recommend to others who are asked to complete video interviews?

Utilize the practice time to learn the software and practice questions. Be aware of your choice of setting, lighting, height of camera and monitor, and choice of dress for video interview.  You can have some have some notes in front of you.  You will see a split screen with the question on left, outline of self on the right, and countdown clock on the top right corner.

In the 2015 Science Magazine  article, Ace Your Video Interview,  by David Jensen, he recommends that candidates should be highly aware of their environment, appearance, and performance when using Skype technology for live video interviews.  For example, he described that shadows from lighting, animals in the background, and clutter are distractions that can cause a candidate’s interview to be less than stellar.  He also emphasizes that a candidate could be interviewed by several people.  It may be recorded as well.  Based on the experiences of our trainee and Jensen’s comments, here are some additional recommendations to how to prepare for pre-recorded video interviews:

  • Practice using any type of video-based software so that can get used to seeing yourself while you are interviewing. Check to see If there is a way to turn this feature off during your practice sessions with the software you are given. Please note that OITE does not endorse HireVue, SKYPE, or any particular any video interviewing products.
  • Be sure you are looking directly into the camera and that your background is free from distractions.
  • Practice your answers standard industry interview and behavioral questions.
  • Conduct company research in advance to learn about the company, its competitors, and trends in the industry.
  • Although it may end abruptly, send a thank you note after the interview. You may also record a thank you to the committee at the end of your video interview.
  • Dress in professional attire (at least from the waist up) because you are making your first impression with the employer.

While video interviews are not completely replacing the face-to-face interviews, you are likely to encounter them at some phase of the process in the future. If you would like to discuss any part of the process of applying for industry positions, have a mock interview, and /or review your application materials, feel free to set up an appointment with a career counselor. Also please remember to attend the NIH Career Symposium on May 11, 2016 where NIH alumni will discuss their transitions to a variety of careers in academia and beyond.


Medical School Interviews

August 6, 2014

The season for medical school interviews is quickly approaching. If you have completed your secondary medical school application and been offered an interview, then congratulations! Schools don’t typically bring you in for an interview unless they are strongly considering your candidacy.

Bearing this in mind, many times the interview is more about your fit with the program rather than your scores and credentials. Schools use an interview to evaluate your professionalism, maturity, and personality. They want to hear in your words – spoken not written – what your motivation is in pursuing medicine.

Effective preparation is critical to the success of your interview.
Here are some things you should know before going to each interview:

  • What type of interviewing format does the school use?
    Schools may do traditional, in-person, one-on-one interviews; Skype interviews; group interviews; or even a mix of them all. Find out more about your school’s format by looking at their Web site and/or asking the admissions coordinator. You can also find information about the interview style and format for each school on The Student Doctor Network.
  • Will it be an open file or closed file interview?
    In an open file interview, the interviewer may have read your whole application or just parts of it. The interviewer could also be reading your file for the first time during the interview. In a closed file interview, your interviewer has not seen any part of your application.
  • Do they do Multiple Mini Interviews (MMI)?
    In an MMI, there are generally six to ten stations. You go around and have about two minutes to read a scenario based question. These tend to focus on situational and/or ethical dilemmas. You are then given six to eight minutes to answer in a way that demonstrates your logic and creative problem solving skills.

Once you understand the format for the interview, you anticipate (or plan!) how you will respond to potential interview questions.
Here are a few groups of sample questions to think about:

Basic
* What experiences have most motivated you to pursue medicine?
* What concerns you about medical school and a residency program?
* How have you tested your commitment to pursue medicine?

Behavioral
* Tell me about a time when you demonstrated leadership.
*What was the most stressful situation you have faced to date; how did you handle it?
*Walk me through an experience where you made a mistake. How did you fix it?

Traditional
*Tell me about yourself.
* Why did you choose this school?
*What are your three strongest qualities?
*What is the most important thing you would want to convey to the admission committee?

There are many, many more possible interview questions you could be asked! While you will never be able to fully anticipate each question, it can be helpful to review lists of interview questions and begin thinking about how you would frame your answers. To prepare for behavioral questions, you might reflect on personal interactions/situations in your past, considering how you might frame them as stories and what personal characteristics they demonstrate.

Starting on August 18th, the OITE is offering group medical school mock interview sessions to help you prepare. A total of seventeen sessions has been scheduled over the subsequent three weeks. If you are part of the intramural program, you can attend ONE session in order to practice your responses and learn from not only your peers but a facilitator as well.


Helpful Tips to Managing Stress and Anxiety In Interviews

February 8, 2012

Interviews are often essential stepping-stones to the next career stage. You know you are qualified, yet you may worry that you will be too nervous to perform well enough to get the position. If even the thought of the interview makes your palms sweaty and your heart race, believe it or not, that’s normal.  According to some estimates, as many as 40 million Americans suffer from situational anxiety.  As interview season is in full swing, we are seeing and hearing a lot of anxiety from trainees about pending interviews.  With the help of our Career Counselors and our Leadership and Professional Development Coach, we have come up with a few tips on managing your anxiety during an interview.

 Before the Interview: 

  • Develop confidence in yourself. Interviews are important, and may have a say in shaping your future. However, they are not the only criteria under which you will be judged for a position.  You were invited for an interview.  That in itself means you are a strong candidate and the organization you are interviewing with wants you to do well.  Often, anxiety in an interview can be linked to anticipation of the outcome.  The same symptoms of anxiety for someone fearing failure can be interpreted as excitement by someone anticipating success.  Be confident and think positive.   Read the rest of this entry »

Can you hear me now?: Phone Interviews

October 24, 2011

Job interviews can be both exciting and stressful.  You impressed the employer enough to be a final candidate yet you know that the interview will determine whether or not you get the job.  It is very likely that the first round of interviews will be done on the phone. Often thought to be used only for industry interviews, we are now seeing a large increase in the number of first round faculty interviews conducted by telephone.  There are definite pros and cons to phone interviews.  One of the biggest challenges is losing the nonverbal cues that help direct how you answer questions: eye contact shows interest, facial expressions convey understanding, and hand gestures help explain a concept.  So, if you are faced with a phone interview here are some tips to help you make the best impression.

Read the rest of this entry »


Your Future Interviews: Gaffes v. Glory

February 24, 2010

I’m sure we all have them….our favorite bad interview stories. They may be our own, they may belong to someone else, but interview mistakes can be a blast to share around the snack machine or over lunch. My current favorite (and true) story is of a man who told someone at the organization where he was interviewing that someone else at the organization was “really annoying.” Ouch!

So how can you guard against becoming a cautionary tale for others? I once put a question regarding interview gaffes to employers attending a PhD Career Fair–what, in their view, was the biggest mistake interviewees tend to make? The biggest mistake, according to these employers, is not knowing much about the organization with whom one is interviewing. Candidates who spend time researching an organization in preparation for an interview will inevitably fare better than candidates who do not.

Thoughts to consider when preparing for an academic interview:

  • Research the college or university and the department

Has the department and/or university received a substantial grant recently that might dovetail nicely with your research? What research facilities are available on campus or nearby? How many faculty members are currently working in the department?

  • Understand the student population

Does the student population consist primarily of commuters? What is the percentage of international students? If you are interviewing with a community college, where do students typically go at the end of their studies?

  • Read through the courses offered

Which courses might you be responsible for teaching? How many students typically enroll in each class? What course could you potentially offer that might be a welcome addition to current course offerings?

  • Familiarize yourself with the interests of faculty in the department

What are the primary research areas of the current faculty? How might your work complement their research? What opportunities for collaboration exist between you and other faculty members?

Here are some ideas for those interviewing for jobs in industry:

  • Research the products and/or services provided by the organization

What drugs do they currently have on the market? Are there others in trials? Have they been growing or focusing their research efforts in a particular area?

  • Learn about the outlook for the industry in general

What’s hot right now in this field? Who’s failing? Who’s succeeding? Who are the organization’s chief competitors?

  • Educate yourself about the organization’s history and culture

What is the mission of the organization? Does it have a global strategy? How old/new/big/small is it? What are the backgrounds of the chief investigators/executives, etc.? If the organization is a start-up, where does it stand in terms of funding? Has the organization been in the news lately?

To find answers to these questions, you might try the following:

Preparation is key, and if you have done your homework, chances are you will feel more relaxed and confident going into the interview.

P.S. Send along your favorite interviewing stories, good or bad (with names omitted and details changed), and I’ll post your comments to give us all a smile—and to remind us how important it is to prepare. 🙂


Building Bridges Towards Your Career During the Holidays

December 11, 2017

holiday spirit

Cheers! The months of November and December is the time, annually, when workers from the NIH and across the globe take time to celebrate and relax.  During this time, the communication between future job and graduate school opportunities slow down for a couple of weeks.  Even if your research is continuing, PIs and trainees may take a few days off.   This will give you an opportunity to schedule some time and focus on your career development.  Of course, the OITE’s wellness model encourages scientists to have a healthy balance between work and time to replenish your mind, body, spirit and connections with others.  Here are some easy career development activities that trainees can easily schedule in, that will build your career spirit!

Re-kindle professional relationships

During the next few weeks utilize the relaxed schedule to continue developing and reconnecting with your colleagues who will enjoy learning about your status and future goals. Send a holiday card, set up a coffee chat or phone call to re-connect with mentors to strengthen your professional relationships You can also carve out some time to conduct an informational interview, gain clinical and volunteer experience.  Discuss your career plans with others (verbally) to build your confidence articulating your professional career goals while gaining support.

Read! Read!  Read!

Read at least two hours per day will serve you personally and professionally. In fact, reading is one of the recommended methods to help applicants prepare for the MCAT CARS section and interviews.  You can read a variety of media including short stories, novels, newspapers, and professional journals and news magazines to you will increase your ability to read critically and more quickly and effectively.  It will also keep you up-to-date on current issues in your field and in the world.

Revise your resume, CV, cover letters and practice interviewing

Use portion of the time to update your job search correspondence materials including your CV, resume, cover letters and other application materials while at a coffee shop or watching TV. While it is time consuming, it is a necessary part of managing your anxiety about applying to jobs or graduate schools in the future.  Allowing yourself the time to practice interview questions with a trusted friend, family, or colleague can help you hone your skills in this area as well.

Review and update your social media profiles

Employers and graduate schools admissions staff often review the social media sites of their applicants. This is an excellent time to manage your on-line image.  Create and update your profiles on LinkedIn, Facebook, Twitter, etc.  Set privacy controls, add professional photos and delete any questionable language and images.   This is a time to connect the image that you want to project in 2018 electronically and in person.

Re-energize with physical activity

Whether it is cold, warm, snowy or balmy, the holidays are great times to enhance your physical well-being through active or mindful exercises. These activities will strengthen your ability to be a strong co-worker and have a positive outlook.  Take a walk, jog, dance, listen to music and/or take time to breathe.  If you must be indoors, then go to the gym, swim, engage yoga or mindfulness activities are wise uses of time.

Also, as you are building your professional bridge to success, retool by visiting the OITE website and read through the selection of blog articles, videocasts, and other materials that are designed to prepare you as professional scientists. When you return, you will have engaged in the four areas of the OITE wellness model and begin 2018 with refreshed and strengthened career goals!


Handling Telephone Communication During Interview Season

November 7, 2017

Now that you have applied for positions or graduate schools, the next step is that you will be contacted to set up interviews.  While many recruiters and faculty utilize email as the primary form of communication, there is still a great possibility that you will be contacted by telephone.  It important that you handle all communication in a professional manner to make the best impression possible. Here are some suggestions to help you!

KONICA MINOLTA DIGITAL CAMERA

Prepare your environment and support people for the calls in advance.

  • Record a professional greeting for your cell and land line so if you are away from the phone, your callers are greeted properly.

Suggested Script: “Hello you have reached the cell phone of {your name}.  I am unable to take your call right now.  Please feel free to leave a message with your phone number.  I will return your call as soon as I am able.”

  • Let the phone go to the answering message If you are in a lab meeting, sick, asleep, taking care of children, driving, or in a busy noisy place, Call back soon afterwards.
  • Put the organization and into your phone contacts- then if someone calls, it will show up.
  • Ask your roommates and family members to answer the phone politely and to take messages if they answer your phone. Give them a script if you need to.

Suggested Script:  Hello?  (Your first and last name) is not here right now. May I take a message? Thank you for calling.”

Train yourself to answer all calls with a greeting and your name.  Avoid answering with colloquial phrases or sounds such as “Hey” “Yeah,” or saying, “uh huh,” “right,” no problem” during the interview.

Suggested Script “Hello…this is Bill.”

If you are in a noisy place when the phone rings

  • Let the call go to your pre-recorded message. Listen to the message, then return the call shortly afterward when you are in a quiet place.
  • If you answer, and it becomes noisy call them back.
  • Do not put the caller on hold.

Suggested script: “I am sorry, but some unexpected noise just started, may I return your call shortly.  Thank you”

Address the caller with their appropriate title and use last name.

  • Use Dr., Mr., or Ms., and the caller’s last name (e.g. Dr. Smith)

Be enthusiastic throughout the entire call.

  • Try Smiling when you answer and talk on the phone
  • Sound enthusiastic. Don’t’ let any feelings of depression, irritation, anger, or fatigue creep into your voice.

Suggested Script: “I am happy to hear from you XYZ” or “I look forward to communicating with you further about the position.”

End the call professionally and enthusiastically. 

Suggested script: “Thank you for calling” or “I am happy that you called.  I will follow- up with you with the items that you have requested. It was nice to speak with you.”

We invite you to review or various blogs about  interviewing for a variety of positions. Please visit our website to make an appointment with a career counselor, register for workshops, or watch videos to help you prepare.


Making Career Searches Less Scary

October 30, 2017

halloween-475x336

During a recent OITE workshop on the topic of career planning, trainees from all levels described finding the job search process “scary” and had feelings of  fear and stress regarding approaching the next steps.  For post bacs, applying to graduate, medical and other professional schools can sometimes feel like an uncharted maze at Halloween.  For post docs and visiting fellows, hearing the scary stories about pursuing academic careers, making the big step into industry, or searching for jobs in the US and abroad country is akin to walking in the dark in uncharted territory.  To add to previous OITE Halloween posts, here are some suggestions to help you slay the ghosts and goblins that are perceived to lurk in the career decision making process.

Do Not Go Gentle (Onto) That Good Career Path:   Put on your cloak of confidence –Allow others to help you learn what is next. 

A career counselor will help you confront myths and arm you with career realities that will empower you to forge ahead and fearlessly apply for opportunities and conquer interviews. You can also re-assess your career decisions and make healthy career choices through using individual career advising and assessments to discover how your interests, skills, and values relate to your career goals and career options.  Wellness advisors can help you manage stress and become resilient professionals through mindfulness exercises that are helpful at managing the stressors associated with the journey.

Researching the necessary qualifications and gaining experience will make career maze is less scary

Aim your flashlight towards the journey ahead by gathering practical information that you need about the career path you are embarking on. Conduct career research (websites, workshops, professional meetings), set up informational interviews with scientists, and utilize the videocasts and blogs found on the OITE web page to train for the trek.  Gain additional experience and skills through fellowships, OITE skills workshops, FAES and other options if you discover you need them. Create a timeline and strategy plan will help you to fearlessly navigate through the maze.

Unmask your talents

Create resumes, CVs, cover letters, personal statements and applications that clearly emphasize your strengths and skills. It is extremely important for scientists at all levels to include your leadership, teamwork, collaborations, communication, and community involvement in addition to your science and research skills.  Visit the OITE resume and CV and cover letter guide to help expose the broad range of skills that you bring to the position.

Use Career Tricks and Treats

It’s time to strut your stuff! Set out to interview at the doors of many schools and or positions.   Learn how to interview well by practicing the STAR technique of behavioral interviewing during a practice interview for graduate school and jobs.  This is a proven method of describing your past experiences, transferrable skills,  and discussing your experience with collaboration, teamwork, leadership, and problem solving and diversity.  Other tricks include, learning how to network, negotiate, and/or develop solid presentations of your research. To sweeten the deal, write effective thank you letters, a welcomed treat to those who have taken time to interview you.

 Have Halloween Fun!

Trainees are encouraged put on your costumes and stop by OITE Trick or Treat celebration on Halloween on October 31, 2017 between 11:00 and 12:30pm to celebrate you and also learn about how our services can help you in your career preparation.  Also hear about some of OITE’s staff’s scary job search stories.


How to Have Productive Career Counseling and Pre-professional Advising Sessions

September 11, 2017

Many of our NIH post bacs, postdocs and graduate students ask the question, “What can I expect from my counseling or advising meeting?”   To answer this question fully is to realize that the route to having successful counseling and advising sessions, like any relationship, is a two-way street.

id-10037890

The services that these career services professionals provide to you will come from one direction. For example, review the OITE blog post on reasons to seek career counseling. You may want to meet with a pre-professional school advisor who provide advice and suggestions for strategizing your approach to applying and gaining admission to the graduate (PhD) or professional schools (MD, MBA, JD, MPP, MS) programs. Often these are professionals who possess the degrees for which they are advising and/or give advice on school choice, entrance exam testing (i.e.: MCAT, DAT, GRE, etc.), course selection and prerequisites, personal statement review, and practice interviews for specific professions.

What you bring from the opposite direction (as a trainee) will truly enhance your experience, help you to meet half-way, and work together towards achieving your career goals. Here are some suggestions about how you can prepare to make the most of your sessions.

Ask good questions: review basic information before coming to the session

  • Visit the OITE webpage and review the various resources.
  • Read OITE Career blog, related to the topic for which you are seeking counseling and advising.
  • Visit the OITE webpage for prior events and videos on job search strategy topics such as, networking, CV and Cover Letter writing, and information on a variety of career paths for scientists.
  • Review  OITE resources for applying to MD, PhD, MD/PHD, programs or taking the MCAT, GRE.
  • Attend and NIH sponsored programs that are advertised by the various institutes of health.

Bring updated hard copies of documents to your session

  • Print and bring a copy of documents such as CVs, resumes, cover letters personal statements, teaching philosophies and research statements, etc.  Advisors like to write on them directly.
  • Follow suggestions and make any recommended changes/edits before your next meeting.
  • You will need to make the changes to your documents so it is in your own words. This is in your best interest so the document is genuinely from you.

Prepare for mock interviews beforehand

  • Review OITE video casts and blogs on interviews for medical school, graduate school, academic, or industry jobs, etc.
  • Ask for help answering questions that you are having difficulty with.
  • Schedule a practice interview at least one month prior to beginning actual interviews. This will give you time to practice after receiving constructive feedback.
  • Continue to practice your answers after your mock interview implementing any suggestions made by the advisor/counselor.

Do your homework

  • Follow any suggestions for next steps and referrals provided by your advisor and counselor. Attending workshops or visiting websites, conducting informational interviews, and meeting with alumni are other opportunities that career professionals may suggest.
  • Make any recommended changes to your documents before your next session.
  • If you are having difficulty, be sure to tell your advisor so we can continue to help you.

Of course, we recognize that sometimes it isn’t easy to determine the specific reasons why you are coming in. So, if you are having difficulty with any of these suggestions, then just answer the question, “What brings you in?”  Rest assured that your counselor or advisor will “take you where you are” and  happily guide you towards your goals.