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Fellows weren't apt to join the Meet the Applicants session even with PD involvement and sign-ups. Some days only had 1 fellow handling a group of 10 applicants' questions. I would like to incentivize participation, such as providing them with UberEats code vouchers.

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A one-off, but the coordinator left at the beginning of recruitment planning and had placed faculty calendar holds on their personal calendar, so it was tricky to navigate hold cancellations and updates once schedules were finalized. I created a separate calendar for fellowship items like this that can be shared with other administrators to edit/cancel as needed.

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Listen to music when doing cumbersome work, like faculty calendar holds and itineraries.

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Template everything in a Word doc that you communicate often during the season so it's ready to go for the next year: calendar holds, cancellation notices, applicant invitation, applicant itineraries, logistics email for faculty, etc.

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Have your interview day written down in front of you on the day of - easier to manage and keep track of time.

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Set a timer on your phone for breakout room notifications.

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A couple fellows ran into issues with UberEats vouchers - having their card charged instead of the voucher. Customer service was also not a huge help on their end. Thankfully finance approved reimbursements for those fellows

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Always double/triple check interview itineraries. Make sure Zoom links are working properly (e.g. waiting room enabled, breakout rooms created, etc.)

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How everyone submits their vouchers on time and everyone doing their part of completing their reimbursement transactions.

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A lot of extra interviews to schedule - outside of the actual interview day. Best practices anyone?

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Quite a few of our recent graduates (now faculty) signed up for interviews, growing our interviewer pool!

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Not a lot of applicants this year - still interviewing

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I was able to use the training on Excel and power queries to help with my rank sheet and cut down on the time it used to take me.

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Candidate schedules only in PST

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Sending email reminders to faculty the day before the interview. This ensured all calendar invites were accepted, all documents were included in the calendar invites, and ultimately that they'd show

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Have PDs, faculty interviewers, and candidates phone number on speed dial, just in case, so you don't scramble around.

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Would it be better to have candidates have their own interview breakout rooms, rather than having faculty having their own. This would be easier to move people around...

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Andrea was a huge help throughout the whole thing. She helped with getting faculty availability, finding replacement interviewers when needed, and faculty filling out the post-interview evals

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Create a Smartsheet dashboard for recruitment...I like to have everything in one place...schedules, to do list, links to resources, etc.