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You’re in Demand
Administrative Professionals
Making Waves — Creating Opportunities!
WBEA/CBEA 2012 Regional Conference
Fairmont Hotel
Newport Beach, CA
Saturday, February 18, 2012
Donna Anderson, CAP-OM
Solano Community College
Fairfield, California
 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
 http://www.solano.edu/catalog/catalog_201112/section4.pdf
pages 236-242
Medical Front Office
Certificate Program
Medical Front Office
Certificate Courses
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
SCC Career Education Fair
65 Years of Building Careers
Sunday, May 1st, 10:00am-3:00pm
2nd Annual Career Education Fair
Sunday, May 6th, 10:00am-3:00pm
Career Fair Form
Theresa Savarese
San Diego City College
San Diego, California
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)
Administrative Office Management
Three-Year BESAC Mini-Grant Work
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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 — www.calbusinessed.org
ADMINISTRATIVE OFFICE MANAGEMENT
Administrative
Office Professional
Professional
Assistant
Bilingual Office Professional
Customer Service Skills and Ethics
Legal Office Management
Medical
Office Professional
Records Information
Management Professional
Medical Records
Medical Management
Electronic Records
Records Information
Management Professional
Speech Recognition
Virtual
Office Professional
Administrative
Office Professional
Accounting
Professional
Sales, etc.
Certificates of Performance
Certificates of Achievement and
Associate in Science Degrees
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!
Peg Saragina
Santa Rosa Junior College
Santa Rosa, California
An Integrated Approach to
Training the 21st Century Workforce
Soft Skills
Globalization
Technology
Soft Skills
 SCANS workplace know-how (pub. 1993)
wdr.doleta.gov/SCANS/teaching/teaching.pdf


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



Communication skills
Teamwork
Creativity/innovation
Responsibility
Problem solving
Self-management
Integrity and work ethics
 Partnership for 21st century
skills (pub. 2009)
Soft Skills
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
Technology
Globalization
 Inter-cultural communication
 Cultural values and norms
 Business culture and practices
 Travel arrangements
 Hosting international visitors
 Geography, holidays, etc.
Globalization
Core Courses
Offered Fall and Spring
Recommended 1st Semester Courses
BOT 56A
Workforce Issues for
Office Professionals
3.0
BOT 56B
Career Planning for
Office Professionals
1.0
Fall Only Courses
BOT 59.1
BOT 59.2
Spring Only Courses
Applied Office
Technology Skills
4.0
Business Records Skills
4.0
BOT 59.3
Marketing Your Skills
(usually last semester)
BOT 154
Office Procedures for
the 21st Century
Fall, Spring, Summer Course
BOT 99i
3.0
Internship (last semester) 2.0
10 hrs/week
Paid employment
3.0
Career Ladder
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.)
Assessing Progress
Use of Technology Within Course
Instructions:
List the assignment at the top and check each technology used for that assignment.
Diigo social bookmarking
Doodle (appointments, polls)
Dropbox (file management)
Freeconference call
Freescreensharing
Google calendar
Google docs
Google groups
iGoogle personalized page
iPod Touch
Jing (screen capture)
Laptops
LinkedIn
An Integrated Approach to
Training the 21st Century Workforce
Soft Skills
Globalization
Technology
Nancy Noe
Linn-Benton Community College
Albany, Oregon
Oregon’s Administrative
Office Professional (AOP)
Statewide Consortium
Why a State-Wide Program?
 Industry needs
 Industry driven content
 Skilled labor market need
 Diverse skills needed
 Consistent quality
Why a State-Wide Program?
 Student needs
 Transferability
 Articulation
 High school through to university
 Career pathways
Beginning Steps
 Sponsoring college(s) contact state
educational representative to determine
required procedures
 Identify participating colleges
 Form consortium
 Create Web site for consortium communication
Consortium Member
Responsibilities
 Identify sponsoring college(s)
 Identify “Leads” for coordinating business
 Create bylaws that govern consortium
 Bylaws (template)
 Members get approval to serve as official
representative of each college; submit
request to participate to consortium/state
Consortium Member
Responsibilities
 Identify standardized Skill Sets
 Oregon Skill Sets
 Align course content with Skill Sets (70%)
 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
EST
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CLA
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MA
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BA101
4
CLA
BAZ05.01/02
Introducti on to Bus i nes s
CH
EM
EK
ET
A
2011-12 Updates shaded in Lt. Green
BL
UE
MO
UN
TA
IN
Administrative Office
Professional Degree
( 10-11 Updates Shaded in Light Orange )
N
2011-2012 AOP Matrix
Core Cluster (Mandatory)
BAZ08.01
Bus i nes s Law
3--4 cr.
BAZ02.01/02
Bus i nes s Communi cati ons
3--4 cr.
BAZ06.01--03
Human Res ources Mgmt
3--4 Credi ts Accepted
BAZ02.05/06
Human Rel ati ons /Organi zati ons
3--4 cr
BAZ03.01
Management Fundamental s
(or)
Offi ce Management
3--4 Credi ts Accepted
BAZ09.03
Cooperati ve Work Experi ence
Wi th Caps tone cours e=2-3 credi ts
Wi thout Caps tone cours e=4-6 cr.
(mi ni mum hours : 120)
BAZ09.02/03
Job Succes s Ski l l s , Pre-empl oyment
Semi nar, Job Search
4
BA 101
4
BA226
4
4
BA214
3
BA224
3
4
BA101
4
4
BA101
4
4
BUS101
4
4
BA101
4
4
BA101
4
4
BA101
4
4
BA101
4
4
BA226
4
4
BA226
4
4
BA226
4
4
BUS226
3
3
BA226
4
4
BA226
3
3
BA226
4
4
BA226
4
4
3
BA214
3
3
BA205
4
4
BA214
3
3
BUS214
3
3
BA214
4
4
OA215
4
4
BA205
4
4
BA205
4
4
BA230
4
BA205
(under dev)
3
3
BA251
Embedded
4
BA224
3
3
BUS224
3
3
BA224
3
3
BA224
3
3
BA224
3
3
BA224
3
3
BA224
3
3
BA285
3
3
BA285
3
3
BA285
Gen Ed
3
BA285 or
BA277
3
3
BT130
3
3
BA285
4
BA206
4
4
BA251
3
3
BA206
4
BA280
3
3
BT280C
3
3
BA280
3
BA284
1
1
BT280C
BA214
Embedded
Embed
(BA280)
4
CIS101
CA118A
CA213
Embedded
BA131
4
BAZ04.01/02
Intro. Bus i nes s Computer Appl i cati ons
BA131
4
Computer Li teracy
1--2 Credi ts Accepted
Thi s category does not i ncl ude the
s oftware appl i cati ons porti on.
BAZ04.01
10-Key Data Entry
1--2 Credi ts Accepted
Thi s i s added to the cl us ter area to al i gn
wi th cl us ter s ki l l (above). Advi s ory Board
i ndi cates i t i s neces s ary s ki l l . Mus t have
thi s s ki l l embedded or as s tand-al one
cours e.
BAZ02.04
Pres entati on Software
1--2 Credi ts Acceptabl e
Thi s i s added to cl us ter area to al i gn wi th
cl us ter s ki l l (above)
Subtotals--Core Cluster
BA224
4
CIS101
CA118A
4
Embed
(BA131)
BT220
3
3
Embed
(BA131)
4
BT131
2
2
CA208
3
32
3
29
BA285
3
3
BUS 285
3
3
BT112 Team
Bl dg. Ski l l s
3
4
BA206
3
3
BUS206
3
3
BA206
3
3
OA 251
3
3
BT 250
BA250
3
3
BA206
3
3
BA206
3
3
OA280
3
3
BUS280
2
2
BA280
3
3
OA280
4
4
WE280
3
3
OS280F
4
4
BA280
4
OA281
1
1
TEX280
1
1
BA195
2
2
OA109, 270
2
2
MO214
1
1
Embedded
(OS280
F/OS245)
CS131
2
2
BUS 131
4
4
CS120
OA120
3
3
BA131
4
4
CAS 133
4
Embedded
(BUS131)
CS120
Embedded
Gen Ed Req
Embedded
OA120
(OA131O)
Wi ndows &
Comp
Fundmtl s .
1
OST 131
1
BT010
(embed,
program
prereq, s ee
note bel ow)
2
Embedded
(Bus
131/CAS
245)
4
Computer
Li teracy
Exam
PASS requi red
BT121
1
CS131
2
1
Embed
(BA131)
2
OA131
1
MIC207
2
28
BA285
Embedded
OA251
BA101
4
31
1
27
Core Focus (Mandatory)
Embedded
(CS120;
BT228)
26
Embedded
(BA131)
Embedded
OA125 Doc
Proc & Form
OA130/135
OA131P
PowerPt
Fund.
1
27
BT124
3
1
33
4
Embedded
(CAS 133)
3
BT210ZPB
1
BA284
(under dev)
1
1
OS131
1
Embedded
(CS 120)
1
Embed
(CAS133)
30
CS 120
4
OA220
1
(Us e Fi el d
Experi ence
unti l
caps tone i s
devel oped)
30
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)
Dolores Blanton, CAP-OM
Chaffey College
Rancho Cucamonga, California
You’re in Demand —
Administrative Professionals
How to Enhance Your Administrative
Career Through Certification
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)®
Professional Certification
 Why certify?
 Increase your skills and knowledge
 Job advancement
 Earn a higher salary
 Raise your professional self-esteem
 Possible college credit
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)
Chaffey College
 Testing site approved in 2008
 Study review courses
 College credit
 Industry challenge
How Do I Certify?
 You can checkout the IAAP website:
 http://www.iaap-hq.org/certification
or
 Call 816.891.6600, ext. 2225,
E-mail: [email protected]
 Contact:
 Dolores Blanton, 909.652.7227
[email protected]
Sydney Alexander, CAP-OM
Executive Assistant
Marsh Risk & Insurance Services
Newport Beach, California
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
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
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)
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% +
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
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
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
Administrative Professionals Organizations
and Other Services Contact Information
 IAAP® (International Association of Administrative Professionals®)
 PO Box 20404
10502 NW Ambassador Drive
Kansas City, MO 64195-0404
816.891.6600
Web address: www.iaap-hq.org
 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 74145
918.582.5188
Web address: www.nals.org
 Sponsors the Accredited Legal Secretary, Professional Legal Secretary,
Professional Paralegal certifications and testing.
Administrative Professionals Organizations
and Other Services Contact Information
 Legal Secretaries International Inc.
 2302 Fannin Street, Suite 500
Houston, TX 77002-9136
Web address: www.legalsecretaries.org
 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 22046
Web address: www.theaeap.com
Administrative Professionals Organizations
and Other Services Contact Information
 IVAA (International Virtual Assistants Association)
 2360 Corporate Circle, Suite 400
Henderson, NV 89074
877.440.2750
Web address: www.ivaa.org
 AHDI (Association for Healthcare Documentation Integrity,
formerly American Association of Medical Transcription)
 4230 Kiernan Avenue, Suite 130
Modesto, CA 95356
800.982.2182 (toll free); 209.527.9620
Web address: www.ahdionline.org
 Sponsors the Registered Medical Transcriptionist (RMT) and
Certified Medical Transcriptionist (CMT) certifications and
testing. Recredentialing required every 3 years.
Administrative Professionals Organizations
and Other Services Contact Information
 OfficeTeam (a division of Robert Half International)
 800.804.8367
Web address: www.officeteam.com
 World’s leading staffing service specializing in the placement of
highly skilled office and administrative support professionals.
 Robert Half International
 Web address: www.rhi.com
 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.
Administrative Professionals Organizations
and Other Services Contact Information
 Triad Consulting
 PO Box 930
Traverse City, MI 49685
231.269.3613
Web address: www.triadconsulting.com
 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:
http://google.com/edu
 A booklet, "Google in Education: A New and Open World
for Learning,” which describes how people are using
Google’s education resources:
http://google.com/edu/about.html
Are Administrative Assistants
In Demand?
Definitely!
 What you/we need to meet demands
 Be trained well by having/using

Qualified instructors

Available courses and programs

Up-to-date techniques and equipment

Industry input
Thank You!
Questions?
Comments?
Presenter Information

Donna Anderson, CAP-OM



Solano Community College
Fairfield, California
[email protected]
707.290.6161
www.solano.edu
Theresa Savarese

Santa Rosa Junior College
Santa Rosa, California
[email protected]
707.527.4693
www.santarosa.edu
Nancy Noe


San Diego City College
San Diego, California
[email protected]
619.388.3367
www.sdcity.edu
Peg Saragina


Dolores Blanton, CAP-OM


Linn-Benton Community College
Albany, Oregon
[email protected]
541.917.4290
www.linnbenton.edu
Chaffey College
Rancho Cucamonga, California
[email protected]
909.652.7227
dwww.chaffey.eu
Sydney Alexander, CAP-OM

Marsh Risk & Insurance Services
Newport Beach, California
[email protected]
949.399.5843
www.marsh.com
Special thanks to Patricia Pugnier, Instructional Assistant at San Diego City College,
for designing this PowerPoint presentation.

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