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Youre in Demand Administrative Professionals Making Waves Creating Opportunities! WBEA/CBEA 2012 Regional Conference Fairmont Hotel Newport Beach, CA Saturday, February 18, 2012 Slide 2 Donna Anderson, CAP-OM Solano Community College Fairfield, California Slide 3 Office Technology Administrative Assistant Legal Specialist Medical Office Specialist Medical Transcription Specialist Certificate of Achievement, 31.533 units Associate in Science Degree, 60 units Job-Direct Certificates, 9.514.5 units Medical Front Office Clerk, 34 units http://www.solano.edu/catalog/catalog_201112/section4.pdf pages 236-242 http://www.solano.edu/catalog/catalog_201112/section4.pdf Slide 4 Medical Front Office Certificate Program Slide 5 Medical Front Office Certificate Courses Slide 6 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 Slide 7 SCC Career Education Fair 65 Years of Building Careers Sunday, May 1 st, 10:00am-3:00pm 2 nd Annual Career Education Fair Sunday, May 6th, 10:00am-3:00pm Slide 8 Career Fair Form Slide 9 Theresa Savarese San Diego City College San Diego, California Slide 10 What Professionals Are Saying Soft skills: employers make sure your personality fits the job descriptionhow 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) Slide 11 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.orgwww.calbusinessed.org Slide 12 Administrative Office Professional Administrative Office Professional Professional Assistant Virtual Office Professional Virtual Office Professional Accounting Professional Accounting Professional Sales, etc. Administrative Office Professional Administrative Office Professional Records Information Management Professional Records Information Management Professional Records Information Management Professional Records Information Management Professional Bilingual Office Professional Legal Office Management Customer Service Skills and Ethics Medical Office Professional Medical Office Professional Medical Records Medical Management Electronic Records Speech Recognition A DMINISTRATIVE O FFICE M ANAGEMENT Slide 13 Certificates of Performance Slide 14 Certificates of Achievement and Associate in Science Degrees Slide 15 Whats 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! Slide 16 Peg Saragina Santa Rosa Junior College Santa Rosa, California Slide 17 An Integrated Approach to Training the 21 st Century Workforce Soft Skills TechnologyGlobalization Slide 18 Soft Skills SCANS workplace know-how (pub. 1993) wdr.doleta.gov/SCANS/teaching/teaching.pdf wdr.doleta.gov/SCANS/teaching/teaching.pdf Communication skills Teamwork Creativity/innovation Responsibility Problem solving Self-management Integrity and work ethics Partnership for 21 st century skills (pub. 2009) Partnership for 21 st century skills (pub. 2009) Soft Skills Slide 19 Technology 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 Slide 20 Globalization Globalization Inter-cultural communication Cultural values and norms Business culture and practices Travel arrangements Hosting international visitors Geography, holidays, etc. Slide 21 Core Courses Slide 22 Career Ladder Slide 23 Use of Student Teams Games, coaching, training Mini-lessons as needed, applicable to current issue Tuckmans 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.) Slide 24 Assessing Progress Slide 25 An Integrated Approach to Training the 21 st Century Workforce Soft Skills TechnologyGlobalization Slide 26 Nancy Noe Linn-Benton Community College Albany, Oregon Slide 27 Oregons Administrative Office Professional (AOP) Statewide Consortium Slide 28 Why a State-Wide Program? Industry needs Industry driven content Skilled labor market need Diverse skills needed Consistent quality Slide 29 Why a State-Wide Program? Student needs Transferability Articulation High school through to university Career pathways Slide 30 Beginning Steps Sponsoring college(s) contact state educational representative to determine required procedures Identify participating colleges Form consortium Create Web site for consortium communication Slide 31 Consortium Member Responsibilities Identify sponsoring college(s) Identify Leads for coordinating businessLeads Create bylaws that govern consortium Bylaws (template) Bylaws (template) Members get approval to serve as official representative of each college; submit request to participate to consortium/state Slide 32 Consortium Member Responsibilities Identify standardized Skill Setsstandardized Skill Sets Oregon Skill Sets Oregon Skill Sets Align course content with Skill Sets (70%) Align course content with Skill Sets 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 Slide 33 2011-2012 AOP Matrix Slide 34 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) Slide 35 Dolores Blanton, CAP-OM Chaffey College Rancho Cucamonga, California Slide 36 Youre in Demand Administrative Professionals How to Enhance Your Administrative Career Through Certification Slide 37 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) Slide 38 Professional Certification Why certify? Increase your skills and knowledge Job advancement Earn a higher salary Raise your professional self-esteem Possible college credit Slide 39 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) Slide 40 Chaffey College Testing site approved in 2008 Study review courses College credit Industry challenge Slide 41 How Do I Certify? You can checkout the IAAP website: http://www.iaap-hq.org/certification http://www.iaap-hq.org/certification or Call 816.891.6600, ext. 2225, E-mail: cps@iaap-hq.org Contact: Dolores Blanton, 909.652.7227 dolores.blanton@chaffey.edu Slide 42 Sydney Alexander, CAP-OM Executive Assistant Marsh Risk & Insurance Services Newport Beach, California Slide 43 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 Slide 44 Hiring Forecast Administrative professional occupation ranks among those with largest number of job openings 65% of HR managers say its 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 Slide 45 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) Slide 46 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% + Slide 47 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 Slide 48 Employer Recruiting Checklist Technical expertise Word, Excel, PowerPoint, Outlook SharePoint Database management Access, FileMaker Pro Raisers Edge (nonprofit management) SAP (Enterprise Resource Planning) Social media Facebook, Twitter, LinkedIn Slide 49 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 Slide 50 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.orgwww.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. (NALSthe association for legal professionals) 8159 East 41st Street Tulsa, OK 74145 918.582.5188 Web address: www.nals.orgwww.nals.org Sponsors the Accredited Legal Secretary, Professional Legal Secretary, Professional Paralegal certifications and testing. Slide 51 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.orgwww.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.comwww.theaeap.com Slide 52 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.orgwww.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.orgwww.ahdionline.org Sponsors the Registered Medical Transcriptionist (RMT) and Certified Medical Transcriptionist (CMT) certifications and testing. Recredentialing required every 3 years. Slide 53 Administrative Professionals Organizations and Other Services Contact Information OfficeTeam (a division of Robert Half International) 800.804.8367 Web address: www.officeteam.comwww.officeteam.com Worlds leading staffing service specializing in the placement of highly skilled office and administrative support professionals. Robert Half International Web address: www.rhi.comwww.rhi.com Worlds 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. Slide 54 Administrative Professionals Organizations and Other Services Contact Information Triad Consulting PO Box 930 Traverse City, MI 49685 231.269.3613 Web address: www.triadconsulting.comwww.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 http://google.com/edu A booklet, "Google in Education: A New and Open World for Learning, which describes how people are using Googles education resources: http://google.com/edu/about.html http://google.com/edu/about.html Slide 55 Are Administrative Assistants In Demand? Slide 56 Thank You! Questions?Comments? Slide 57 Nancy Noe Linn-Benton Community College Albany, Oregon nancy.noe@linnbenton.edu 541.917.4290 www.linnbenton.edu nancy.noe@linnbenton.edu www.linnbenton.edu Dolores Blanton, CAP-OM Chaffey College Rancho Cucamonga, California dolores.blanton@chaffey.edu 909.652.7227 dwww.chaffey.eu dolores.blanton@chaffey.edu dwww.chaffey.eu Sydney Alexander, CAP-OM Marsh Risk & Insurance Services Newport Beach, California sydney.s.alexander@marsh.com 949.399.5843 www.marsh.com sydney.s.alexander@marsh.com www.marsh.com Donna Anderson, CAP-OM Solano Community College Fairfield, California donna.anderson@solano.edu 707.290.6161 www.solano.edu donna.anderson@solano.edu www.solano.edu Theresa Savarese San Diego City College San Diego, California tsavares@sdccd.edu 619.388.3367 www.sdcity.edu tsavares@sdccd.edu www.sdcity.edu Peg Saragina Santa Rosa Junior College Santa Rosa, California msaragina@santarosa.edu 707.527.4693 www.santarosa.edu msaragina@santarosa.edu www.santarosa.edu Presenter Information Special thanks to Patricia Pugnier, Instructional Assistant at San Diego City College, for designing this PowerPoint presentation.