1. Administrative Skills in the 21 st Century Panel Discussion

2. Our Guest Speakers Amy Balsom, School of Earth Sciences Nancy Baumann, IT Services Technology Training Rosan Gomperts, Faculty & Staff Help Center Noel Hirst, VP Business Affairs & CFO Office Jennifer Zirbes, VP Business Affairs & CFO Office, Treasurer’s Office 2

3. Agenda Each presenter will speak for a short time to relay the key skills in each area: –Technology –Workplace Effectiveness –Interpersonal –Finance & Budgeting Then we’ll open it up for questions –Use 3 x 5 cards to jot down questions as we go 3

4. Technology Skills Nancy Baumann, Manager Technology Training and Campus Readiness IT Services

5. 5 Most attended technology classes in FY10 Excel 2007 (Levels 1, 2, and Pivot Tables) Outlook 2007 Mail and Calendar Stanford Email (Webmail) and Calendar Word 2007 Photoshop Drupal (content management system) Adobe Acrobat and PDFs Dreamweaver PowerPoint 2007 HTML Basics (basic web mark-up language) SQL Basics

6. Future Trends in Technology 6 What technology skills do I need tomorrow? Guidelines to prepare for the future: –Keep your skills current through training and practice. Use what you learn to manage the data you deal with. –Be aware of and open to new technologies. Read tech news in newspapers, bookmark “Wired,” watch for lectures on emerging technologies at Stanford! –Be an early adopter and leader of applicable technologies used in your workgroup to improve productivity. Work smarter, not harder. But here are some trends…

7. Future Trends in Technology 7 Content Management Systems

8. Future Trends in Technology 8 Content Management Systems Mobile Devices m.stanford.edu

9. Future Trends in Technology 9 Content Management Systems Mobile Devices Security! Secure Email Secure AFS

10. Future Trends in Technology 10 Content Management Systems Mobile Devices Security! MS Office Excel Word PowerPoint Access Outlook Excel Word PowerPoint Access Outlook

11. Future Trends in Technology 11 Content Management Systems Mobile Devices Security! MS Office Web Skills Stanford Online Accessibility Program (SOAP)

12. Future Trends in Technology 12 Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration

13. Future Trends in Technology 13 Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing

14. Future Trends in Technology 14 Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing Integrated Software Applications ADOBE Acrobat Dreamweaver Photoshop InDesign Illustrator

15. Future Trends in Technology 15 Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing Integrated Software Applications Enterprise Computing

16. Future Trends in Technology 16 Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing Integrated Software Applications Enterprise Computing Open Source Software

17. Future Trends in Technology 17 Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing Integrated Software Applications Enterprise Computing Open Source Software Virtualization Operating systems Application servers Applications Management Networks Hardware Storage Services

18. Future Trends in Technology 18 Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing Integrated Software Applications Enterprise Computing Open Source Software Virtualization Cloud computing

19. Future Trends in Technology 19 Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing Integrated Software Applications Enterprise Computing Open Source Software Virtualization Cloud computing

20. Resources 20 IT Services Technology Training website:techtraining.stanford.edu email:techtraining@stanford.edu phone:723-4391 Classes, webinars, online training, one-on-one training, intact workgroup training, Tech Briefings (free), Techie Festival, and more…

21. Next skill area: Workplace Effectiveness 21

22. Workplace Effectiveness Skills Amy Balsom Sr. Associate Dean of Finance and Administration, School of Earth Sciences 22

23. Workplace Effectiveness It all boils down to: –Be Smart – Be Flexible – Be Nice

24. Be Smart Ask questions Follow up Understand the context Be resourceful and responsive

25. Be Flexible Don’t say “it’s not my job…” Ask for new assignments Try not to fear change Ask for feedback and take it to heart

26. Be Nice Be helpful! Foster a positive working environment Use humor to build relationships

27. A few more tangible skills Develop great organizational skills Become a master at project management Proof read all of your communications Be discreet with confidential information

28. Next skill area: Interpersonal Skills 28

29. Interpersonal Skills Rosan Gomperts, Director, Faculty & Staff Help Center

30. 30 Key Interpersonal Skills Communicating Effectively in Difficult Situations Best Ways to Manage Emotions –Options if nothing works

31. Communicating Effectively in Difficult Situations 31 Emotional Intelligence –Capacity for recognizing our own feelings and those of others, for motivating ourselves and for managing emotions well in ourselves and in our relationships. From ‘Working With Emotional Intelligence’ Daniel Goleman What if our ‘Excellent Interpersonal Skills’ fall apart due to difficult situations and/or difficult personalities? –Negative assumptions/evidence building –Core issues – buttons and triggers –Emotional fall back positions, defensiveness, blaming, avoidance, aggression (fight or flight)

32. Best Ways to Manage Emotions A full “tool bag” includes: –Breathing! –Good Active Listening Skills: Paraphrase Acknowledge Clarify Validate Empathize –A variety of Communication Skills: Difficult Conversations Aikido Communication CPR: Content, Process, Relationship –Ability to “Unhook” Physically, mentally, emotionally –Depersonalize 32

33. Next skill area: Finance and Budgeting 33

34. 34 Finance and Budgeting Skills Noel Hirst, AVP Finance & Facilities, Business Affairs Jennifer Zirbes, Executive Assistant, Office of the Treasurer

35. Finance & Reporting 35 Understanding: Org Structures, Org Hierarchy, Org Codes, Project– Task–Awards for department(s) Reporting: tracking payments, Req., P&T card status, Expenditures, investigating Exp. Stmnt details CMS, Reportmart 3, (determine best rpts to use–local advice) Solid Excel knowledge: the ability to create worksheets and pivot tables in support of function

36. Finance & Reporting (continued) 36 Proper processing: Purchase Requisitions, Invoices, Pcard transactions, iOUs Contact BPSC and work through issues if they arise Partner & Plan: Partner with your local finance person – they can teach you streamlined reporting format, style, planning, preparation, expectations, areas for investigation, etc.

37. Budgeting 37 Scenario 1: Planning an event, provided $5,000 to work with…. What to do? Plan for all event activities and requirements Obtain solid quotes for room, food, beverages, etc. Validate that quotes meet University Expense Guidance Negotiate, Negotiate, Negotiate Compare Budget to Actual Keep a record of prior events for cost comparisons and for budget creation – will help you set realistic budgets from the start Next time - go to supervisor with proposed budget upfront

38. Budgeting (continued) 38 Scenario 2: Track/Review Monthly Expenditures Run CMS, or Exp. Stmnt. PTA Overview & PTA Commitment Detail-Goods & Services Report 285 – mo. detailed expenses & budget data Compare budget to actual Look at the areas of expense you are responsible for (office and kitchen supplies, cell phone charges, BGM or other internal services) and make sure charges are correct and are charged to the right PTA Don’t be afraid to ask your finance person for assistance – you will save them time in the long run

39. Q&A Time! Got some Qs? Our speakers have As! 39