Effective Work Samples for Recruiting Coordinator Candidates: Practical Exercises to Identify Top Talent

Recruiting Coordinators serve as the backbone of an efficient hiring process, acting as the critical link between candidates, hiring managers, and the recruitment team. Their ability to manage complex schedules, communicate effectively, and maintain meticulous organization directly impacts candidate experience and hiring outcomes. A skilled Recruiting Coordinator can significantly reduce time-to-hire metrics while ensuring candidates move through your pipeline with positive impressions of your company.

Traditional interviews often fail to reveal a candidate's true capabilities in this role. While candidates may eloquently describe their organizational skills or attention to detail, these qualities are best evaluated through practical demonstration. Work samples provide a window into how candidates actually perform the core functions of the role, revealing their problem-solving approach, communication style, and ability to prioritize competing demands.

The exercises outlined below are designed to simulate real-world scenarios that Recruiting Coordinators face daily. By observing candidates in action, hiring teams can make more informed decisions based on demonstrated abilities rather than self-reported skills. This approach reduces the risk of hiring mismatches and increases the likelihood of finding candidates who will excel in your specific environment.

Implementing these work samples not only improves selection accuracy but also gives candidates valuable insight into the role's expectations. This transparency helps candidates self-select appropriately and sets the foundation for successful onboarding if hired. When executed thoughtfully, these exercises create a fair, consistent evaluation process that identifies truly exceptional Recruiting Coordinator talent.

Activity #1: Interview Schedule Coordination Challenge

This exercise tests the candidate's ability to manage complex scheduling requirements while maintaining attention to detail and problem-solving skills. Scheduling interviews is a fundamental responsibility for Recruiting Coordinators, requiring them to balance the availability of multiple stakeholders while creating a positive candidate experience.

Directions for the Company:

• Provide the candidate with a fictional scenario involving scheduling interviews for 3-4 candidates across 5-6 interviewers with different availability constraints.
• Create a mock calendar showing the interviewers' availability over a 3-day period (include some conflicts and limited availability windows).
• Include specific requirements such as: interviews must be 45 minutes with 15-minute breaks between, certain interviewers must see all candidates, and one interviewer can only participate remotely.
• Provide the candidate with a template or system to document their proposed schedule (spreadsheet, calendar tool, or even pen and paper).
• Allow 20-25 minutes for completion.

Directions for the Candidate:

• Review the calendar availability of all interviewers and the requirements for scheduling.
• Create an efficient interview schedule that accommodates all constraints while minimizing the overall time span for each candidate's interview process.
• Document your proposed schedule clearly, showing which interviewer meets with which candidate at what time.
• Be prepared to explain your approach and any trade-offs you made in creating the schedule.
• Consider the candidate experience in your scheduling decisions.

Feedback Mechanism:

• After reviewing the candidate's schedule, provide specific feedback on one aspect they handled well (perhaps efficient use of available time slots or creative problem-solving around constraints).
• Offer one piece of constructive feedback about an improvement opportunity (such as overlooking a scheduling conflict or not optimizing for candidate experience).
• Give the candidate 5 minutes to revise their schedule based on the feedback and explain their adjustments.

Activity #2: Candidate Communication Exercise

This exercise evaluates the candidate's written communication skills, empathy, and ability to represent your company professionally. Recruiting Coordinators are often the primary point of contact for candidates, making their communication style a critical factor in candidate experience and employer branding.

Directions for the Company:

• Prepare 2-3 challenging candidate scenarios that require thoughtful written responses, such as:

1. A candidate who needs to reschedule an interview for the third time
2. A candidate who has not received feedback two weeks after their final interview
3. A candidate who is confused about the interview process and has multiple questions

• Provide context about your company's voice and tone for external communications.
• Give the candidate access to a computer or writing materials.
• Allow 15-20 minutes for completion.

Directions for the Candidate:

• Draft appropriate email responses to each scenario, maintaining a professional and empathetic tone.
• Ensure your responses align with the company's communication style while addressing the candidate's concerns effectively.
• Balance professionalism with warmth to create a positive candidate experience.
• Consider what information you would need from internal stakeholders to fully address the situation.
• Structure your emails with clear subject lines, appropriate greetings, and professional closings.

Feedback Mechanism:

• Highlight one strength in the candidate's communication approach (perhaps their empathy, clarity, or professionalism).
• Suggest one area for improvement (such as being more concise, providing more specific information, or adjusting tone).
• Ask the candidate to revise one of their responses based on the feedback provided.

Activity #3: Recruitment Event Planning Simulation

This exercise assesses the candidate's organizational abilities, attention to detail, and proactive problem-solving skills. Recruiting Coordinators often support or lead recruitment events, requiring strong planning and execution capabilities to create successful candidate experiences.

Directions for the Company:

• Create a fictional recruitment event scenario (such as a university career fair, open house, or virtual hiring event).
• Provide basic parameters including: event date, expected attendance, budget constraints, and overall objectives.
• Include some challenging elements that require creative problem-solving (limited space, tight timeline, or specific technical requirements).
• Provide a template for the candidate to document their plan or allow them to create their own format.
• Allow 25-30 minutes for completion.

Directions for the Candidate:

• Develop a comprehensive plan for the recruitment event that addresses all logistical elements:
• Timeline with key milestones leading up to the event
• Required resources and materials
• Staffing needs and responsibilities
• Communication plan for internal stakeholders and attendees
• Day-of execution schedule
• Identify potential challenges and propose contingency plans.
• Consider how to create a positive experience that reflects the company's employer brand.
• Be prepared to explain your rationale for key decisions in your plan.

Feedback Mechanism:

• Acknowledge one particularly strong element of the candidate's plan (perhaps their thoroughness, creativity, or practical approach).
• Suggest one area where the plan could be enhanced or a consideration they may have overlooked.
• Give the candidate 5-7 minutes to revise or expand on the identified area and explain their adjustments.

Activity #4: Applicant Tracking System Prioritization Challenge

This exercise evaluates the candidate's ability to manage competing priorities, maintain accurate records, and support the broader recruitment team effectively. Proficiency with applicant tracking systems and data management is essential for modern Recruiting Coordinators.

Directions for the Company:

• Create a mock applicant tracking system dashboard (this can be a simplified spreadsheet or printed screenshot).
• Include 15-20 candidate profiles at various stages of the recruitment process with different action items needed.
• Add time-sensitive elements such as offers expiring, candidates with competing offers, or urgent hiring needs.
• Provide context about hiring priorities across different departments.
• Allow 20 minutes for completion.

Directions for the Candidate:

• Review all candidate profiles and identify required actions for each.
• Create a prioritized task list indicating which candidates need immediate attention and why.
• Identify any data inconsistencies or missing information that needs to be addressed.
• Determine which tasks you would handle directly and which require escalation to recruiters or hiring managers.
• Outline a communication plan for following up with candidates at different stages.
• Be prepared to explain your prioritization logic and approach to managing the workload.

Feedback Mechanism:

• Highlight one effective aspect of the candidate's prioritization approach (such as their logical reasoning, attention to urgent matters, or systematic methodology).
• Suggest one area where their approach could be refined or a consideration they may have missed.
• Ask the candidate to revise their prioritization based on the feedback and explain their adjustments.

Frequently Asked Questions

How long should each work sample take to complete?

Each exercise should take between 15-30 minutes to complete, depending on complexity. The entire work sample process, including all four activities, should be designed to fit within a 2-hour interview slot, allowing time for introductions, transitions, and wrap-up discussions.

Should we use our actual applicant tracking system for the exercises?

While using your actual systems would provide the most realistic assessment, it often creates logistical challenges and potential data privacy concerns. Instead, create simplified versions or screenshots that capture the essential elements candidates would encounter on the job. This approach tests the same skills without requiring system access.

How should we evaluate candidates who have experience with different ATS platforms than what we use?

Focus on evaluating the candidate's approach to organizing information and solving problems rather than their familiarity with specific tools. The core skills of prioritization, attention to detail, and logical workflow management transfer across different systems. You can briefly explain your platform's basic functionality before beginning the exercise.

Should we allow candidates to use their own devices for these exercises?

When possible, provide company equipment to standardize the experience and avoid technical difficulties. However, if candidates must use their own devices, ensure they have access to all necessary applications (typically just basic office tools) and provide clear instructions in advance about technical requirements.

How do we ensure these work samples don't disadvantage candidates from different backgrounds?

Design exercises that focus on core job functions rather than company-specific knowledge. Provide clear context and instructions to level the playing field. Be mindful of potential barriers and offer reasonable accommodations when needed. Evaluate responses based on a consistent rubric that focuses on essential skills rather than stylistic preferences.

Can these exercises be adapted for remote interviews?

Yes, all of these exercises can be conducted remotely with minor adjustments. Use screen sharing for collaborative exercises, provide materials in advance when appropriate, and leverage virtual whiteboarding or document sharing tools. Consider sending exercise materials ahead of time to avoid technical difficulties during the interview.

The quality of your recruitment coordination directly impacts candidate experience and hiring outcomes. By implementing these practical work samples, you'll gain valuable insights into how candidates will actually perform in the role, beyond what traditional interviews reveal. This approach not only improves hiring accuracy but also demonstrates your company's commitment to a thoughtful, well-structured recruitment process.

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