Course
Discontinued
No
Course code
OADM 1345
Descriptive
Administrative Procedures
Department
Office Administration
Faculty
Commerce & Business Administration
Credits
3.00
Start date
End term
201430
PLAR
Yes
Semester length
15 weeks x 4 hours per week = 60 hours
Max class size
30
Contact hours
Lecture: 2 Hours
Seminar: 2 Hours
Method(s) of instruction
Lecture
Seminar
Learning activities
Students will learn through short lectures, research, self-study, videos, class discussions, small group discussions, and completion of both individual and team projects. Application of computer skills will be required.
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 equipment; and supervising other employees. Office layout, ergonomics, and health and safety issues will also be addressed. This is a “hands-on” course in which students will integrate computer, document formatting, and communication skills with knowledge of administrative processes.
Course content
Module 1 – Administrative Assistant Role in the Information Age
- Evolving role of the administrative assistant
- Responsibilities
- Skills
- Attitudes
Module 2 – Business Information Finding and Reporting
- Consulting and interviewing primary information sources
- Finding information through library resources – books, periodical and newspaper indexes; government publications; directories
- Finding information through Internet resources - search engines, browsers, web sites, on-line periodicals
- Assessing credibility and reliability of sources
- Organizing and presenting information
- Citing sources
Module 3 – Information Distribution
- Electronic distribution methods – e-mail, bulletin boards, facsimile, telegram, electronic money transfer, voice mail
- 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
Module 4 – Procedures Manuals
- Using procedures manuals
- Preparing procedures manuals
Module 5 – Information Management
- Organizing information management systems
- Paper filing procedures – reviewing, indexing, coding, cross-referencing, and sorting
- Applying filing rules – alphabetic, subject, geographic, and numeric
- Purchasing supplies for paper and electronic filing
Module 6 – Project Management
- Setting goals, dividing the project into manageable segments, setting task completion deadlines, organizing equipment and materials, delegating, and following up
- Preparing a GANTT chart
Module 7 – Meetings and Conferences
- Organizing meetings and conferences – arranging time, date, and place; sending out notices of meetings; preparing the agenda; arranging for food, refreshments, and materials; following up; preparing and distributing minutes
- Participating effectively in meetings
- Understanding alternatives to face-to-face meetings – audio conferencing, videoconferencing, computer conferencing
Module 8 – Travel Arrangements
- Making travel arrangements through travel agents
- Using the Internet for researching and booking travel arrangements
- Preparing itineraries
Module 9 – Office Supplies and Equipment
- Selecting and ordering equipment and supplies
- Organizing storage and controlling inventory of supplies
Module 10 – Office Layout
- Understanding ergonomics – furniture, lighting, acoustics, placement of equipment
- Understanding health and safety considerations
- Understanding Workers’ Compensation (WCB) standards
- Understanding WHMIS (Workplace Hazardous Materials Information System)
- Accepting responsibility for implementing environmentally sound processes and practices
- Arranging the office for safety and efficient workflow
Module 11 – Professional Growth
- Opportunities for professional growth
- Personal suitability for advancement
- Developing leadership skills
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.
- Coordinate systems for the distribution of information, internally and externally.
- 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 and conferences.
- 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.
- Recognize and apply effective leadership skills and attitudes in order to advance to supervisory or managerial positions.
Means of assessment
| Project 1 | 25% |
| Project 2 | 25% |
| Project 3 | 25% |
| Quiz | 15% |
| Employability Skills | 10% |
| Total | 100% |
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.
Corequisites
Which prerequisite