“I have no clue what you do, all I know is it is important.”  

This was a direct quote from a coworker to me in one of my first TA/Recruiting Ops jobs.  I thought it sounded like I was James Bond or something at the time.  In hindsight, I completely understand their confusion because TA/RecOps isn’t just one thing.  It is a discipline that encompasses data, program/project management, systems/tools, processes/change management, enablement/training, operations/coordination, and strategy.  In some cases, it might even involve recruiting and sourcing.  If it sounds like a lot, that’s because it is and it is easy to see how HR/TA Leaders, Recruiters, and others can be confused especially since the role looks different at every company.

This article aims to create a framework that can be used by HR/TA Leaders, Recruiters/Interviewers, and TA/RecOps candidates.  It will provide a suggested interview structure, sample questions, and tips and tricks for creating an interview process.  The main focus will be primarily on TA/RecOps Manager role and above.

Internal Role Prep/Pre-Work

• Define Your TA/RecOps Philosophy - The easiest way to do this is to write a Needs/Wants List.  TA/RecOps leaders each bring a different element to the table, so it is important to know what you need versus what you want.  Are you looking for a builder, operator, or thinker?  If you define it early and then stick to your list, you won’t get distracted when a shiny object comes by.

• Understand the Four Pillars of TA/RecOps - TA/RecOps can generally be broken down into four pillars.  They are Data, Programs (i.e. University, Internal Mobility, Interview Training), Operations (i.e. Coordination and Systems), and Strategy knowledge.  Having an understanding of what you need will help you index the strengths in each pillar.

• Do we have someone internally? - An outside TA/RecOps leader can bring in a different set of knowledge; however, it can’t be overlooked that you might have someone available internally on your team.  The benefit here is that they know the players, likely have internal credibility, understand your company, and show to the rest of the team the growth opportunities.  

• What is the background of the individual I want to bring in? - I bring this up because former recruiters and former coordinators may approach data, tools, and processes differently.  Not to say one side is more right, but you want to ensure their approach aligns with your current and future priorities.

• Talk about Tools - TA/RecOps people are scrappy, optimize for efficiency, and used to doing more with less.  If you have a budget for tools or are implementing new ones, let the TA/RecOps candidate know because they might be able to offer hints.  If you have an existing stack, let them know as well.

• Borrow from CSM and PM Interviews - There are a ton of parallels between Customer Success Management and Product Management in TA/RecOps.  Therefore, these roles can provide an excellent blueprint for structuring and conducting interviews for your TA/RecOps opening.

Suggested Interview Questions

TA/RecOps breaks down into four categories: Data, Programs (i.e. University, Internal Mobility, Interview Training), Operations (i.e. Coordination and Systems), and Strategy. 

Every TA/RecOps should be able to speak to them with examples and you will get an idea of their style.

• Data - Tell me about the reporting and typical metrics you have used in your previous companies.  Have you had to create/define KPIs and if so how did you arrive at those and present them to the teams?

• Programs - Tell about the programs you oversaw.  What sorts of issues did you run into and how did you resolve them?

• Operations - Tell me about a time when you had to implement a new system, whether that is an ATS or other tool.  Tell me about a time when you had to coach and mentor your coordination team.

• Strategy - Tell me how your approach to enablement and trainings.  How do you choose to keep all your information organized?  What tools do you use to share this information?  Tell me about how you prioritize your roadmap.

Suggested Interview Structure

Intro Call (30-45 minutes) - Cover the four pillars (Data, Programs, Operations and Strategy).

HM Call (45 minutes) - Cover the current situation the team is in transparently and honestly.

Onsite (3-4 Hours Total) - Before people jump at the amount of time suggested, hear me out.  This is an opportunity for the TA/RecOps person to meet the stakeholders they will work closely with every day and also see how they work.  Two hours of the interview could be divided into 30-45 minute interviews with individuals from the HRIS, FP&A, Legal, and People Analytics teams.  The rest of the time can be used to whiteboard their approach to a specific situation or project.  For example, “We need to roll out pay transparency on all our JDs.  Walk me through how you would approach this and make it happen” or “You wake up to find the ATS has crashed.  Walk me through how you would triage the situation?”  By doing this, you will see how they would go about delegating, bringing people into the conversation, and likely how everything would get done.

Considerations for Candidates

• Ask Clarifying Questions - This is obvious right?  Yes, but it can be hard in the moment, especially with a time constraint!  Every company isn’t structured the same and might use words differently from where you are currently so it is important to ensure you are on the same page and speaking the same language as your interviewer.

• Be Succinct - Because of the breadth of the role, it is very easy to ramble.  Fight that urge.  Consider grouping responses along the four pillars (Data, Programs, Operations and Strategy) and following the STAR or PAR methods.

• Be Prepared to Answer the Question Behind the Question - So the question was “Tell me about a time when you had to work defining KPIs.”  Going back to bullet one, if Data is grouped under Programs, you need to address how you structured a program, not just the KPIs you landed on.

• This is Not Your Process - It can be very easy to get frustrated by another company’s interview process because you have likely designed many in your career.  Maybe you feel that information could be provided in emails or you think more touchpoints are required.  Keep notes on their process!  You may have to fix the process if you get the job.  You can get a head start on fixing the problems for an early win by keeping notes.  If you don’t get the job and leave everything on good terms, you can offer to share your recommendations.

In Closing

There is obviously a lot to unpack here; it is meant to spark conversation.  Please leave questions/suggestions in the comments or send them to me via inMail.

This article originally appeared on LinkedIn on 12/20/2022.

Disclaimer: The views expressed and opinions expressed in this article are those of the author and they do not necessarily reflect the official policy or position of any other agency, organization, employer, or company. Assumptions made in the analysis are not reflective of the position of any entity other than the author. Since we are critically-thinking human beings, these views are always subject to change, revision, and rethinking at any time. Please do not hold them in perpetuity.