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You’re in Demand Administrative Professionals Making Waves — Creating Opportunities! WBEA/CBEA 2012 Regional Conference Fairmont Hotel Newport Beach, CA.

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Presentation on theme: "You’re in Demand Administrative Professionals Making Waves — Creating Opportunities! WBEA/CBEA 2012 Regional Conference Fairmont Hotel Newport Beach, CA."— Presentation transcript:

1 You’re in Demand Administrative Professionals Making Waves — Creating Opportunities! WBEA/CBEA 2012 Regional Conference Fairmont Hotel Newport Beach, CA Saturday, February 18, 2012

2 Donna Anderson, CAP-OM Solano Community College Fairfield, California

3  Office Technology  Administrative Assistant  Legal Specialist  Medical Office Specialist  Medical Transcription Specialist  Certificate of Achievement, 31.5—33 units  Associate in Science Degree, 60 units  Job-Direct Certificates, 9.5—14.5 units  Medical Front Office Clerk, 34 units  pages

4 Medical Front Office Certificate Program

5 Medical Front Office Certificate Courses

6 Why?  Transition to college life  Small, structured groups  Fewer options  Clearer pathway  Learning community  Take several courses together  Include time management and study skills  Raising success rates

7 SCC Career Education Fair 65 Years of Building Careers Sunday, May 1 st, 10:00am-3:00pm 2 nd Annual Career Education Fair Sunday, May 6th, 10:00am-3:00pm

8 Career Fair Form

9 Theresa Savarese San Diego City College San Diego, California

10 What Professionals Are Saying  Soft skills: employers make sure your personality “fits” the job description—how you handle people and situations — SoftSkills Training (Jim Stedt)  Be “in sync” with the executive: know how they think and how to make them look good — City Heights Assistant Director (Sylvia Smith)  Ability to use current technology and how to adapt quickly to changing circumstances — College President Executive Assistant (Erin Flanagan)

11 Administrative Office Management Three-Year BESAC Mini-Grant Work  Administrative Office Professional  Bilingual Office Professional  Customer Service Skills and Ethics  Legal Office Management  Medical Records / Medical Management  Records Information Management  Speech Recognition  Virtual Office Management  BESAC homepage —

12 Administrative Office Professional Administrative Office Professional Professional Assistant Virtual Office Professional Virtual Office Professional Accounting Professional Accounting Professional Sales, etc. Administrative Office Professional Administrative Office Professional Records Information Management Professional Records Information Management Professional Records Information Management Professional Records Information Management Professional Bilingual Office Professional Legal Office Management Customer Service Skills and Ethics Medical Office Professional Medical Office Professional Medical Records Medical Management Electronic Records Speech Recognition A DMINISTRATIVE O FFICE M ANAGEMENT

13 Certificates of Performance

14 Certificates of Achievement and Associate in Science Degrees

15 What’s Next at San Diego City College  Virtual Assistant Program (both certificate and degree)  Take existing programs from across state and BESAC curriculum as models  Work with local VA professional(s) for industry input  Will be online within the year to open in a new building!

16 Peg Saragina Santa Rosa Junior College Santa Rosa, California

17 An Integrated Approach to Training the 21 st Century Workforce Soft Skills TechnologyGlobalization

18 Soft Skills  SCANS workplace know-how (pub. 1993) wdr.doleta.gov/SCANS/teaching/teaching.pdf wdr.doleta.gov/SCANS/teaching/teaching.pdf  Communication skills  Teamwork  Creativity/innovation  Responsibility  Problem solving  Self-management  Integrity and work ethics  Partnership for 21 st century skills (pub. 2009) Partnership for 21 st century skills (pub. 2009) Soft Skills

19 Technology Technology  Microsoft Office and standard software  Information literacy  Web 2.0 (cloud computing)  Social media — various online technology tools; communication via the internet to share info and resources  Digital devices

20 Globalization Globalization  Inter-cultural communication  Cultural values and norms  Business culture and practices  Travel arrangements  Hosting international visitors  Geography, holidays, etc.

21 Core Courses

22 Career Ladder

23 Use of Student Teams  Games, coaching, training  Mini-lessons as needed, applicable to current issue  Tuckman’s model of stages of team development (forming, storming, norming, performing)  Communication textbook  Team meetings with agendas and minutes/notes  Roles: facilitator, recorder, and timekeeper  Monthly evaluations of each team member  Use technology (laptops, pulse pens, social media, etc.)

24 Assessing Progress

25 An Integrated Approach to Training the 21 st Century Workforce Soft Skills TechnologyGlobalization

26 Nancy Noe Linn-Benton Community College Albany, Oregon

27 Oregon’s Administrative Office Professional (AOP) Statewide Consortium

28 Why a State-Wide Program?  Industry needs  Industry driven content  Skilled labor market need  Diverse skills needed  Consistent quality

29 Why a State-Wide Program?  Student needs  Transferability  Articulation  High school through to university  Career pathways

30 Beginning Steps  Sponsoring college(s) contact state educational representative to determine required procedures  Identify participating colleges  Form consortium  Create Web site for consortium communication

31 Consortium Member Responsibilities  Identify sponsoring college(s)  Identify “Leads” for coordinating business“Leads”  Create bylaws that govern consortium  Bylaws (template) Bylaws (template)  Members get approval to serve as official representative of each college; submit request to participate to consortium/state

32 Consortium Member Responsibilities  Identify standardized Skill Setsstandardized Skill Sets  Oregon Skill Sets Oregon Skill Sets  Align course content with Skill Sets (70%) Align course content with Skill Sets  Generate list of core courses  Negotiate additional courses that may be substituted  Solicit industry input and approval through the formation of a state-wide advisory board  Finalize list of courses for state-wide degree

33 AOP Matrix

34 Process of Approval  Submit labor market supply and demand worksheet (LMI worksheet form)  Sponsoring college submits notice of intent (form)  Sponsoring college submits application (form)

35 Dolores Blanton, CAP-OM Chaffey College Rancho Cucamonga, California

36 You’re in Demand — Administrative Professionals How to Enhance Your Administrative Career Through Certification

37 Administrative Assistants Need To Commit to Skill Development  Essential to actively pursue continuing education opportunities  OfficePro 2012  Enhance written and verbal communication skills  Keep technology skills up-to-date  International Association of Administrative Professionals (IAAP) ®

38 Professional Certification  Why certify?  Increase your skills and knowledge  Job advancement  Earn a higher salary  Raise your professional self-esteem  Possible college credit

39 Professional Certification  Achieving certification through IAAP — internationally-recognized standard of excellence  Certification Programs:  In 1951 — originally known as the Certified Professional Secretary (CPS) ® Certification  In 2001 — added the Certified Administrative Professional (CAP) ® component  In November 2011 — IAAP went from a two rating system to a one rating system, with areas of specialty  The base rating is the CAP  Two specialties:  Organizational Management (OM)  Technology Application Specialty (TA)

40 Chaffey College  Testing site approved in 2008  Study review courses  College credit  Industry challenge

41 How Do I Certify?  You can checkout the IAAP website:  or  Call , ext. 2225,  Contact:  Dolores Blanton,

42 Sydney Alexander, CAP-OM Executive Assistant Marsh Risk & Insurance Services Newport Beach, California

43 State of the Profession  Companies realize they must hire critical administrative personnel  Technology advancements will have the most significant impact on the way they do business  Office support professionals play a pivotal role in helping business attract and retain clients  Office support professionals play a pivotal role in helping companies control costs and reduce spending  Administrative professionals are increasingly assuming responsibilities once reserved for managerial and professional staff  Employers look for flexible, resourceful, and committed candidates who can adapt quickly to the corporate culture

44 Hiring Forecast  Administrative professional occupation ranks among those with largest number of job openings  65% of HR managers say it’s difficult to locate skilled administrative professionals  63% of HR managers are concerned about losing their best support personnel  Strong growth foreseen in the healthcare industry  Opportunities are best for candidates with extensive technical skills

45 Hiring Forecast  Salaries trend upward  Average increase in U.S. expected to be 3.4%  In-demand positions may exceed average  Senior Executive Assistant +4.5% ($44,250—$60,000)  Executive Assistant +4.4% ($37,750—$50,750)  Senior Administrative Assistant +4.4% ($34,500—$43,000)  Administrative Assistant +4% ($27,750—$36,750)  Entry-level Administrative Assistant +4.2% ($24,750—$30,500)  Office Clerk +3.2% ($21,000—$27,250)  Receptionist +3.5% ($21,750—$29,500)

46 Hiring Forecast  Employers pay higher wages for  Expert multilingual abilities  Up to 10%  Certified Administrative Professional (CAP) designation  Up to 6%  Microsoft Office Specialist (MOS) certification  Up to 8%  C-level support  10% +

47 Employer Recruiting Checklist  Soft skills  Flexibility  Higher volume of projects  Learn / take on new responsibilities  Adapt quickly to changing demands  Communication skills  Interface with a broad spectrum of stakeholders  Multi-generational  Multi-cultural  Greater emphasis on writing abilities  Use of traditional and social media

48 Employer Recruiting Checklist  Technical expertise  Word, Excel, PowerPoint, Outlook  SharePoint  Database management  Access, FileMaker Pro  Raiser’s Edge (nonprofit management)  SAP (Enterprise Resource Planning)  Social media  Facebook, Twitter, LinkedIn

49 Employer Recruiting Checklist  Soft skills (continued)  Attire  Professional  Conservative style/color  Can-do mindset  Anticipate needs  Maintain confidentiality  Take action  Exceed expectations  Under-promise, over-deliver

50 Administrative Professionals Organizations and Other Services Contact Information  IAAP® (International Association of Administrative Professionals®)  PO Box NW Ambassador Drive Kansas City, MO Web address:  Sponsors the Certified Administrative Professional® (CAP®) and Certified Administrative Professional – Organizational Management® (CAP-OM®) certifications and testing. Recertification required every 5 years.  OfficePRO Magazine: 9 issues per year  NALS, Inc. (NALS…the association for legal professionals©)  8159 East 41st Street Tulsa, OK Web address:  Sponsors the Accredited Legal Secretary, Professional Legal Secretary, Professional Paralegal certifications and testing.

51 Administrative Professionals Organizations and Other Services Contact Information  Legal Secretaries International Inc.  2302 Fannin Street, Suite 500 Houston, TX Web address:  Sponsors the Certified Legal Secretary Specialist (CL§), certifications and testing.  AEAP (The Association of Executive and Administrative Professionals)  900 South Washington Street, Suite G-13 Falls Church, VA Web address:

52 Administrative Professionals Organizations and Other Services Contact Information  IVAA (International Virtual Assistants Association)  2360 Corporate Circle, Suite 400 Henderson, NV Web address:  AHDI (Association for Healthcare Documentation Integrity, formerly American Association of Medical Transcription)  4230 Kiernan Avenue, Suite 130 Modesto, CA (toll free); Web address:  Sponsors the Registered Medical Transcriptionist (RMT) and Certified Medical Transcriptionist (CMT) certifications and testing. Recredentialing required every 3 years.

53 Administrative Professionals Organizations and Other Services Contact Information  OfficeTeam (a division of Robert Half International)  Web address:  World’s leading staffing service specializing in the placement of highly skilled office and administrative support professionals.  Robert Half International  Web address:  World’s first and largest staffing firm with divisions specializing in the fields of: accounting and finance; administrative support; technology professionals; attorneys, paralegals, and legal support personnel; and creative, advertising, marketing, and web design professionals.

54 Administrative Professionals Organizations and Other Services Contact Information  Triad Consulting  PO Box 930 Traverse City, MI Web address:  Microcomputer solutions provider with a special focus on education.  Google Education Website  A newly-improved website, which is a one-stop-shop for Google in Education:  A booklet, "Google in Education: A New and Open World for Learning,” which describes how people are using Google’s education resources:

55 Are Administrative Assistants In Demand?

56 Thank You! Questions?Comments?

57  Nancy Noe  Linn-Benton Community College Albany, Oregon  Dolores Blanton, CAP-OM  Chaffey College Rancho Cucamonga, California dwww.chaffey.eu dwww.chaffey.eu  Sydney Alexander, CAP-OM  Marsh Risk & Insurance Services Newport Beach, California  Donna Anderson, CAP-OM  Solano Community College Fairfield, California  Theresa Savarese  San Diego City College San Diego, California  Peg Saragina  Santa Rosa Junior College Santa Rosa, California Presenter Information Special thanks to Patricia Pugnier, Instructional Assistant at San Diego City College, for designing this PowerPoint presentation.


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