Learn The Ins and Outs of Office Administration
Office administration is a vast field
whose professionals play a role in sectors such as: education,
corporate, insurance or financial, government or small business. The
titles of these professionals include: administrative assistants,
administrative support officers, senior secretaries and executive
secretaries. As is expected, the different positions have different
responsibilities. For example, an executive secretary provides clerical
and administrative support to a high level individual. Sometimes
referred to as an administrative assistant, this person may also
supervise and train lower level support staff. An executive secretary is
expected to exhibit a highly professional image to contacts both in
person and on the phone. Meanwhile, in addition to reading and screening
incoming letters, memos and faxes, a senior secretary generally makes a
preliminary assessment of how these should be handled. This can mean
composing a response, delegating it to an appropriate staff member or
compiling the background documents related to the issue and prioritizing
these materials for your boss to review. A senior secretary also
receives and screens phone calls and office visitors.
In order
obtain a position in office administration, one must complete a
post-secondary education program. At Centennial College, students can
take the Office Administration — Executive undertaking, which is
completed in two years and results in an Ontario College Diploma. When
applying for this program, one must present an Ontario Secondary School
Diploma or equivalent or be 19 years of age or older. One must also have
completed compulsory English 12C or U or a skills assessment or
equivalent. However, having minimum admission requirements do not
guarantee admission to the program.
This Office Administrator Schools
teaches students how to handle the multiple functions performed by
administrative assistants who work with upper-level management, such as
developing document production, note-taking and related computer
applications. Students will also concentrate on client service,
communication, time management and supervisory skills. Program topics
cover the full-range of office and business skills, including extensive
software skills, Internet research abilities, presentation preparation,
taking minutes of meetings, composing business correspondence and
arranging national and international conferences.
These topics
are introduced and developed through office administration courses such
as: Microcomputers (participants in this course learn basic computer
concepts as well as the techniques necessary to create a PowerPoint
presentation); Office Procedures and Communications (course introduces
learners to the basic techniques and procedures generally used in
business organizations); Procedures for Managing Projects (this course
provides realistic, practical, and meaningful experiences to strengthen
students’ administrative skills and knowledge of executive office
procedures); and others such as
Introduction to Word Processing, Transcription Techniques and Integrated Software Applications.
To reinforce everything they have learned in the office administration
program, students participate in a field placement during their last
semester. Students spend two days a week working in a business setting
related to their area of specialization (Executive, Legal, or Medical).
This real life experience helps students to gain confidence and
encounter the challenges and triumphs of the field.