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 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 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 ER N SO UT H-W ND CC PO MT . RT LA HO O D N-B EN TO LIN LA NE CLA KL A TS OP MA TH AS CK AM 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.