administrative skills in the 21 st century panel discussion
TRANSCRIPT
Our Guest Speakers
• Amy Balsom, School of Earth Sciences
• Nancy Baumann, IT Services Technology Training
• Rosan Gomperts, Faculty & Staff Help Center
• Noel Hirst, VP Business Affairs & CFO Office
• Jennifer Zirbes, VP Business Affairs & CFO Office, Treasurer’s Office
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Agenda
• Each presenter will speak for a short time to relay the key skills in each area:– Technology– Workplace Effectiveness– Interpersonal– Finance & Budgeting
• Then we’ll open it up for questions– Use 3 x 5 cards to jot down questions as we go
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Most attended technology classes in FY10
• Excel 2007 (Levels 1, 2, and Pivot Tables)• Outlook 2007 Mail and Calendar • Stanford Email (Webmail) and Calendar• Word 2007• Photoshop • Drupal (content management system)• Adobe Acrobat and PDFs• Dreamweaver• PowerPoint 2007 • HTML Basics (basic web mark-up language)• SQL Basics
Future Trends in Technology
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• What technology skills do I need tomorrow?
Guidelines to prepare for the future:
– Keep your skills current through training and practice.Use what you learn to manage the data you deal with.
– Be aware of and open to new technologies.Read tech news in newspapers, bookmark “Wired,” watch for lectures on emerging technologies at Stanford!
– Be an early adopter and leader of applicable technologies used in your workgroup to improve productivity.Work smarter, not harder.
But here are some trends…
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!
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Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office
ExcelWordPowerPointAccessOutlook
ExcelWordPowerPointAccessOutlook
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills
Stanford Online Accessibility Program (SOAP)
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications
ADOBEAcrobatDreamweaverPhotoshopInDesignIllustrator
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing• Open Source Software
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing• Open Source Software• Virtualization
Operating systems Application servers ApplicationsManagementNetworksHardwareStorage Services
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing• Open Source Software• Virtualization• Cloud computing
Future Trends in Technology
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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing• Open Source Software• Virtualization• Cloud computing
Resources
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• IT Services Technology Training
website: techtraining.stanford.eduemail: [email protected]: 723-4391
• Classes, webinars, online training, one-on-one training, intact workgroup training, Tech Briefings (free), Techie Festival, and more…
Workplace Effectiveness Skills
Amy Balsom
Sr. Associate Dean of Finance and Administration,School of Earth Sciences
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Be Flexible
•Don’t say “it’s not my job…”
•Ask for new assignments
•Try not to fear change
•Ask for feedback and take it to heart
A few more tangible skills
• Develop great organizational skills
• Become a master at project
management
• Proof read all of your communications
• Be discreet with confidential information
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Key Interpersonal Skills
• Communicating Effectively in Difficult Situations
• Best Ways to Manage Emotions– Options if nothing
works
Communicating Effectively in Difficult Situations
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• Emotional Intelligence– Capacity for recognizing our own feelings and
those of others, for motivating ourselves and for managing emotions well in ourselves and in our relationships.
• From ‘Working With Emotional Intelligence’ Daniel Goleman
• What if our ‘Excellent Interpersonal Skills’ fall apart due to difficult situations and/or difficult personalities?– Negative assumptions/evidence building – Core issues – buttons and triggers– Emotional fall back positions, defensiveness,
blaming, avoidance, aggression (fight or flight)
Best Ways to Manage Emotions
• A full “tool bag” includes:
– Breathing!
– Good Active Listening Skills:• Paraphrase• Acknowledge• Clarify• Validate• Empathize
– A variety of Communication Skills:• Difficult Conversations• Aikido Communication• CPR: Content, Process, Relationship
– Ability to “Unhook”• Physically, mentally, emotionally
– Depersonalize32
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Finance and Budgeting Skills
Noel Hirst, AVP Finance & Facilities, Business Affairs
Jennifer Zirbes, Executive Assistant, Office of the Treasurer
Finance & Reporting
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• Understanding: Org Structures, Org Hierarchy, Org Codes, Project–Task–Awards for department(s)
• Reporting: tracking payments, Req., P&T card status, Expenditures, investigating Exp. Stmnt details
• CMS, Reportmart 3, (determine best rpts to use–local advice)
• Solid Excel knowledge: the ability to create worksheets and pivot tables in support of function
Finance & Reporting (continued)
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• Proper processing: Purchase Requisitions, Invoices, Pcard transactions, iOUs
• Contact BPSC and work through issues if they arise
• Partner & Plan: Partner with your local finance person – they can teach you streamlined reporting format, style, planning, preparation, expectations, areas for investigation, etc.
Budgeting
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• Scenario 1: Planning an event, provided $5,000 to work with…. What to do?
• Plan for all event activities and requirements• Obtain solid quotes for room, food, beverages, etc.• Validate that quotes meet University Expense
Guidance• Negotiate, Negotiate, Negotiate• Compare Budget to Actual• Keep a record of prior events for cost comparisons
and for budget creation – will help you set realistic budgets from the start
• Next time - go to supervisor with proposed budget upfront
Budgeting(continued)
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• Scenario 2: Track/Review Monthly Expenditures
• Run CMS, or Exp. Stmnt.• PTA Overview & PTA Commitment Detail-Goods & Services • Report 285 – mo. detailed expenses & budget data
• Compare budget to actual
• Look at the areas of expense you are responsible for (office and kitchen supplies, cell phone charges, BGM or other internal services) and make sure charges are correct and are charged to the right PTA
• Don’t be afraid to ask your finance person for assistance – you will save them time in the long run