Administrative Assistant

Administrative Office Procedures

Administrative office procedures may not be glamorous, but they are essential to the success of any enterprise. A well run office reduces miscommunications and helps to eliminate common errors. By making the administrative office a priority, you will establish clear policies and procedures with employee understanding and buy-in, which ensures that your work environment runs smoothly.   ​With our Administrative Office Procedures workshop, your participants will understand how an Administrative Office Procedure binder demonstrates professionalism and efficiency in an organization or office setting. It is also a marvelous instrument for quick reference and utilization. Strategies and procedures are a vital connection between the company"s vision and its everyday operations.

Administrative Support

Administrative assistants are a key part of most office environments. They work quietly in the background, ensuring that the business runs smoothly and efficiently. This workshop will give new administrative assistants tools that will make them that person that the office can"t live without. Experienced administrative assistants will learn new tools that will make them more efficient and valuable than ever.  In the Administrative Support course, participants will learn the core skills that will help them use their resources efficiently, manage your time wisely, communicate effectively, and collaborate with others skillfully. The practices presented in this course may take time to be a part of your daily work routine. However, making the commitment to consistently apply the concepts every day is the key to changing and adopting new behaviors in a short amount of time.​​​​​​​​

Administrative Office Procedures Course Outline:

Administrative Support Course Outline:

Module Two: Why Your Office Needs Administrative Procedures

  • Business Continuity

  • Succession Planning

  • Internal and External Audit Requirements

  • Recovery Planning

  • Case Study

  • Module Two: Review Questions

Module Three: Gathering the Right Tools

  • Binder

  • Section Divider

  • Sheet Protectors

  • Cover to Cover Binders

  • Case Study

  • Module Three: Review Questions

Module Four: Identifying Procedures to Include

  • Tracking Tasks for Some Days

  • Reach Out to Other Employees for Feedback/Ideas

  • Write Down Daily Tasks

  • Keep Track Using a Spreadsheet

  • Case Study

  • Module Four: Review Questions

Module Five: Top Five Procedures to Record

  • Use a Template to Stay Consistent from Track to Track

  • Be as Detailed as Possible

  • Use Bullet Points Instead of Paragraphs

  • Ask Someone to Execute the Procedure

  • Case Study

  • Module Five: Review Questions

Module Six: What to Include in Your Binder (I)

  • Phone Etiquette

  • Business Writing

  • Effective Time Management

  • Creating Meeting Arrangements

  • Case Study

  • Module Six: Review Questions

Module Seven: What to Include in Your Binder (II)

  • Policy on Absences

  • Breaks

  • Salaries

  • Benefits

  • Case Study

  • Module Seven: Review Questions

Module Eight: Organizing Your Binder

  • Create a Table of Contents

  • List Each Section (e.g. Accounting)

  • List Procedures in that Section

  • Keep Binder Updated with any New Changes

  • Case Study

  • Module Eight: Review Questions

Module Nine: What Not to Include in the Procedure Guide

  • Passwords

  • Identify Other Confidential Information Via Your Employer

  • Store Information in a Separate Folder Outside of the Guide

  • Find a Secure Location to Store

  • Case Study

  • Module Nine: Review Questions

Module Ten: Share Office Procedure Guide

  • Give Guide to Boss/Executive to Review

  • Inform Office Personnel of Procedure Guide

  • Place Guide in a Visible Area

  • Allow Office Personnel to Express Improvements/Updates if Needed

  • Case Study

  • Module Ten: Review Questions

Module Eleven: Successfully Executing the Guide

  • Create a One Hour Meeting/Seminar for Employees

  • Stay Consistent with Procedures

  • Make Employees Aware of any Updated Changes

  • Keep Open to Improvements

  • Case Study

  • Module Eleven: Review Questions

Module Two: Getting Organized, Part One

  • Dealing with E-Mail

  • Managing Electronic Files

  • Keeping Track of the Paper Trail

  • Making the Most of Voice Mail

Module Three: Getting Organized, Part Two

  • Keeping Your Workspace Organized

  • Using a To-Do Book

  • The Extra Mile: Adding Project Management Techniques to Your Toolbox

Module Four: Managing Time

  • Managing Your Time

  • Keeping Others on Track

  • Maintaining Schedules

Module Five: Getting It All Done On Time

  • Prioritizing

  • The Secret to Staying on Track

  • Goal Setting

Module Six: Special Tasks

  • Planning Small Meetings

  • Planning Large Meetings

  • Organizing Travel

Module Seven: Verbal Communication Skills

  • Listening and Hearing: They Aren"t the Same Thing

  • Asking Questions

  • Communicating with Power

Module Eight: Non-Verbal Communication Skills

  • Body Language

  • The Signals You Send to Others

  • It"s Not What You Say, It"s How You Say It

Module Nine: Empowering Yourself

  • Being Assertive

  • Resolving Conflict

  • Building Consensus

  • Making Decisions

Module Ten: The Team of Two

  • Working with Your Manager

  • Influencing Skills

  • What to Do in Sticky Situations

Module Eleven: Taking Care of Yourself

  • Ergonomics

  • Stress Management

  • Dealing with a Heavy Workload

With our Archiving and Records Management workshop your participants will know how to classify records, define and maintain different systems, and develop a keen understanding of the importance of records management.

Archiving and Records Management Course Outline:

Module One: Getting Started

  • Icebreaker

  • Housekeeping Items

  • The Parking Lot

  • Workshop Objectives

Module Two: Understanding Records

  • What is Records Management?

  • Defining Records

  • Archives vs. Records

  • Life Cycle

  • Case Study

  • Module Two: Review Questions

Module Three: Management of Records

  • What Is and Is Not a Record?

  • Record Programs

  • Management of Systems

  • Developing Standards

  • Case Study

  • Module Three: Review Questions

Module Four: Context (I)

  • Techniques for Analyzing Records

  • Collecting Information

  • Organizational Needs

  • Legal Demands

  • Case Study

  • Module Four: Review Questions

Module Five: Context (II)

  • Routine Process

  • Creative Process

  • System Analysis

  • Records Survey

  • Case Study

  • Module Five: Review Questions

Module Six: Classification

  • Functionality

  • Prioritize

  • Assess and Review

  • Develop a Tool

  • Case Study

  • Module Six: Review Questions

Module Seven: Paper-Based Systems

  • Arranging and Grouping

  • Building Files

  • Elementary & Intermediate

  • Metadata

  • Case Study

  • Module Seven: Review Questions

Module Eight: Electronic Records

  • Classifying

  • Folders and Directories

  • Groupings

  • Metadata

  • Case Study

  • Module Eight: Review Questions

Module Nine: Hybrid Systems

  • Routine Processes

  • Creative Processes

  • Design

  • Limitations

  • Case Study

  • Module Nine: Review Questions

Module Ten: Appraisals & Systems

  • Taxonomy of Values

  • Macro Appraisal

  • Strategy & Criteria

  • Document & Review Decisions

  • Case Study

  • Module Ten: Review Questions

Module Eleven: Record Maintenance

  • Paper

  • Electronic

  • Create Archives

  • Conversion

  • Case Study

  • Module Eleven: Review Questions

Module Twelve: Wrapping Up

  • Words from the Wise

  • Review of Parking Lot

  • Lessons Learned

  • Completion of Action Plans and Evaluations

Basic Bookkeeping Course Outline:

Module One: Getting Started

  • Icebreaker

  • Housekeeping Items

  • The Parking Lot

  • Workshop Objectives

Module Two: Basic Terminology (I)

  • Balance Sheet

  • Assets

  • Liabilities

  • Equity

  • Income Statement

  • Revenue

  • Cost of Goods Sold

  • Expenses

  • Accounting Period

  • Review

Module Three: Basic Terminology (II)

  • Accounts Receivable

  • Accounts Payable

  • Depreciation

  • General Ledger

  • Interest

  • Inventory

  • Journals

  • Payroll

  • Trial Balance

  • Review

Module Four: Accounting Methods

  • Cash Method

  • Accrual Method

  • Differences between Cash and Accrual

  • Module Four: Review Questions

Module Five: Keeping Track of Your Business

  • Accounts Payable

  • Accounts Receivable

  • The Journal

  • The General Ledger

  • Cash Management

  • Module Five: Review Questions

Module Six: Understanding the Balance Sheet

  • The Accounting Equation

  • Double-Entry Accounting

  • Types of Assets

  • Types of Liabilities

  • Equity

  • Module Six: Review Questions

Module Seven: Other Financial Statements

  • Income Statement

  • Cash Flow Statement

  • Capital Statement

  • Budget vs. Actual

  • Module Seven: Review Questions

Module Eight: Payroll Accounting / Terminology

  • Gross Wages

  • Net Wages

  • Employee Tax Withholding"s

  • Employer Tax Expenses

  • Salary Deferrals

  • Employee Payroll

  • Employee Benefits

  • Tracking Accrued Leave

  • Government Payroll Returns/Reports

  • Review

Module Nine: End of Period Procedures

  • Depreciating Your Assets

  • Reconciling Cash

  • Reconciling Investments

  • Working with the Trial Balance

  • Bad Debt

  • Posting Adjustments and Corrections

  • Module Nine: Review Questions

Module Ten: Financial Planning, Budgeting and Control

  • Reasons for Budgeting

  • Creating a Budget

  • Comparing Budget to Actual Expenses

  • Module Ten: Review Questions

Module Eleven: Auditing

  • What is an Audit?

  • When and Why Would You Audit?

  • Internal

  • External

  • Module Eleven: Review Questions

Module Twelve: Wrapping Up

  • Words from the Wise

  • Parking Lot

  • Action Plans and Evaluations

The Business Writing workshop will give your participants a refresher on basic writing concepts (such as spelling, grammar, and punctuation), and an overview of the most common business documents. These basic skills will provide your participants with that extra benefit in the business world that a lot of people are losing.

 

Business Writing Course Outline:

Module Two: Working with Words

  • Spelling

  • Grammar

  • Creating a Cheat Sheet

Module Three: Constructing Sentences

  • Parts of a Sentence

  • Punctuation

  • Types of Sentences

Module Four: Creating Paragraphs

  • The Basic Parts

  • Organization Methods

Module Five: Writing Meeting Agendas

  • The Basic Structure

  • Choosing a Format

  • Writing the Agenda

Module Six: Writing E-mails

  • Addressing Your Message

  • Grammar and Acronyms

Module Seven: Writing Business Letters

  • The Basic Structure

  • Choosing a Format

  • Writing the Letter

Module Eight: Writing Proposals

  • The Basic Structure

  • Choosing a Format

  • Writing the Proposal

Module Nine: Writing Reports

  • The Basic Structure

  • Choosing a Format

  • Writing the Report

Module Ten: Other Types of Documents

  • Requests for Proposals

  • Projections

  • Executive Summaries

  • Business Cases

Module Eleven: Proofreading and Finishing

  • A Proofreading Primer

  • How Peer Review Can Help

  • Printing and Publishing

Module Twelve: Wrapping Up

  • Words from the Wise

  • Review of Parking Lot

  • Lessons Learned

  • Completion of Action Plans and Evaluations

Administrative Office Professional

The Administrative Office Professional is designed to provide students with the skills and basic knowledge required to become an entry-level Administrative Office professional in a fast-paced office environment. Students will learn about the changing world of technology in the workplace, interpersonal skills, analytical skills, organizational skills, professional financial practices, the Microsoft Office suite, and proper administrative procedures as they gain skills and confidence to handle the administrative support for a variety of office settings.

 

This hybrid program utilizes distance education courses along with on-campus training to prepare students for their new career, giving students the flexibility demanded by today’s busy lifestyle. Students attend classes just a few days on campus each week and complete their online coursework by the end of the week from anywhere with a high-speed internet connection. By logging into our online learning management system, students can post comments, questions, or even live chat with their instructors and classmates for enhanced communication even when not on campus – an important element to student success in any online learning environment.

 

Call us today at 888-387-5260 or contact us and we’ll send you more information.

 

Nature of the Work

 

Administrative assistants handle an office’s administrative activities in nearly every industry, which makes this a versatile and attractive career choice for many. Administrative professionals typically assist with inbound phone calls, scheduling of meetings and events both internally and externally for the business, handle incoming and outgoing mail, edit documents and presentations for meetings, prepare reports, maintain databases and filing systems (both online and offline), and perform basic bookkeeping duties.

 

Administrative office professionals, or assistants and sometimes referred to as secretaries, use computer software like Microsoft Office to prepare spreadsheets, presentations, reports, and documents for their office team. They may also use videoconferencing and cloud-based file management to connect and coordinate with remote team members. Specific job duties for any assistant position will vary by industry; for example, an assistant in a school environment may handle communication with parents, students, teachers, and the community as well as keeping track of student records and visitors to the school.

 

Successful administrative assistants are detail-oriented and can be trusted to handle sensitive information in an office. They possess strong interpersonal skills and help to create and foster a positive work environment for the office to run efficiently and effectively.

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