Administrative Procedures

Overview

Course description

This course addresses the role and responsibilities of the Administrative Assistant. Students will gain knowledge and practical experience in topics such as locating, selecting, organizing, presenting, and distributing information; creating and using policy manuals; managing records; organizing meetings and conferences; managing projects; making travel arrangements; managing office supplies and evaluating and selecting office equipment. Ergonomics and health and safety issues will also be addressed.

This is a “hands-on” course in which students will integrate online research, electronic document creation along with business document formatting, and communication skills with knowledge of administrative processes. The focus is on critical thinking skills and independent work.

Course content

Project 1—Office Procedures Manual

Using procedures manuals
Preparing procedures manuals
Understanding the role of the administrative assistant: responsibilities, necessary skills and qualities
Understanding ergonomic considerations for selecting office furniture, equipment, lighting, and supplies and for the arrangement of the office for safety and efficient workflow
Researching ergonomics online and presenting findings in a report memo; citing sources of information correctly in MLA style
Earning a certificate in WHMIS
Processing incoming mail – sorting, opening, stamping, reading, annotating, presenting, and distributing mail and packages
Processing outgoing mail – domestic mail, U.S. and international mail, dangerous goods, supplemental services, addressing, courier services, airline services, bus and freight services
Selecting and ordering equipment and supplies
Organizing storage and controlling inventory of supplies
Understanding opportunities for professional growth

Project 2 – Travel and Conference Planning

Setting goals, dividing the project into manageable segments, setting task completion deadlines, organizing equipment and materials, delegating, and following up
Preparing a GANTT chart
Using the Internet for researching and booking travel arrangements
Preparing itineraries and flight schedules
Booking accommodations and land transport
Organizing meetings and conferences – arranging time, date, and place; sending out notices of meetings; preparing the agenda; following up; preparing and distributing minutes
Participating effectively in meetings

Project 3 – Information Management

Paper filing procedures – reviewing, indexing, coding, cross-referencing, and sorting
Applying filing rules – alphabetic, subject, geographic, and numeric
Electronic filing procedures -- designing an electronic filing system

Learning activities

Students will learn through short lectures, research, self-study, class discussions, and both individual projects and projects in pairs. Application of computer skills will be required.

Means of assessment

Project 1		25% - 30%
Project 2		25% - 30%
Project 3
Assignments/Unit Quizzes	25%
Final Filing test	15%	40%
Employability Skills		0% - 10%
Total		100%

Learning outcomes

The learner has reliably demonstrated the ability to

Clearly understand and articulate the developing role of the Administrative Assistant.
Research, evaluate, organize, cite, and present information in appropriate business formats.
Create and use procedures manuals.
Set up and use records management systems.
Plan, implement, and coordinate multifaceted projects.
Plan, organize, and participate effectively in meetings.
Plan and coordinate travel arrangements.
Select, organize, and manage office supplies and equipment.
Design a workable office layout which adheres to sound ergonomic and environmental principles.
Think critically and work independently.

Textbook materials

Textbooks and Materials to be Purchased by Students

Kilgour, Lauralee et al. Administrative Procedures for the Canadian Office, Latest Edition. Toronto: Prentice Hall Canada Inc.

Holmes and Conway. Filing Made Easy, A Filing Simulation, Fourth Edition. New York: Glencoe, McGraw-Hill.

Or other textbook(s) as approved by the department.

Requisites

Prerequisites

OADM 1303 and OADM 1256

Corequisites

OADM 1240

Equivalencies

No equivalent courses.

Course Guidelines

Course Guidelines for previous years are viewable by selecting the version desired. If you took this course and do not see a listing for the starting semester / year of the course, consider the previous version as the applicable version.

January 2015 (Current)