Education and Training in Office Administration

Office administration is a set of day-to-day activities that are undertaken to facilitate the smooth running of an office. The activities may include recordkeeping, billing, and financial planning, logistics planning, implementing policies, presentation preparation, composing business correspondence and planning work assignments for staff. Administrative assistants may handle multiple functions as a part of their job role. However, the exact responsibilities depend upon the type of employment, and individual qualifications and experience.

Career Prospects

Employment prospects in this field are bright. Every office needs efficient personnel who can ensure that everything behind the scenes is running smoothly and every detail is sorted out. It is the responsibility of an office administrator to keep everything organized, from to-do lists, travel arrangements, conferences and client meetings, office stationery supplies and so on.

Although the job prospects in this area are bright but the world of business has grown exceptionally competitive lately. And therefore, the needs, preferences and expectations of employers have also changed. You need to have certain competencies, along with basic education in office administration that you would require for the job.

The role of office administrators has changed drastically over the years. You are expected to possess excellent office and business skills, work on automated office systems, have up-to-date knowledge of current business trends and requirements, and support officials in their day-to-day tasks. You must also have extensive internet research abilities, document production skills and client service and time management skills. Some employers may also expect basic accounting skills.

Office Administration Training

A post-secondary program in office administration teaches you how to handle multiple functions efficiently in an office. It prepares you for positions as administrative assistant, senior secretary, executive secretary and administrative support officer, by covering full range of office and business skills.

The two-year program covers a wide range of subjects, including Communications, Microcomputers, Introduction to Word Processing, Transcription Techniques, Financial Procedures, Word Processing Applications, Office Procedures and Communications, Accounting Fundamentals, Executive Communications, Executive Office Procedures, Integrated Software Applications, Computerized Bookkeeping and Executive Office Software.

Choosing the Right Office Administration Program

There are numerous office administration schools in Canada offering basic and advanced programs in this discipline. However, all may not offer you industry exposure, which is required to seek entry to the world of work after graduation. Centennial College’s program incorporates an industry field placement in fourth semester, to give you hands-on experience. This is an opportunity for you to put your learning into practice and gain relevant industry contacts. Moreover, you get an understanding of how things work in a real world setting and what contemporary organizations expect from office administrators.

The diploma that is earned reflects high standards of learning as it not only covers office procedures but also provides you training in automated office systems, such as word processing, spreadsheet, database and presentation software. Moreover, you can choose to apply your academic credits towards further study at associated universities or pursue your career after graduation.

Building a Career in Office Administration

Office administrative assistants play assistants to managers and top officials, supporting them in their daily operations. Although their job duties may seem clerical and routine activities but there is a high level of responsibility and confidentiality associated with the position. The professionals are responsible for ensuring effective and efficient operations by providing high level of administrative support to company officials.

The typical work activities of office administrative executives include:

• Managing and maintaining managers’ or top officials’ schedules
• Typing correspondence, reports and other documents
• Maintaining records of confidential files
• Preparing memos, letters, reports, financial statements and other documents using word processing, database, spreadsheets or presentation software
• Opening and sorting incoming correspondence
• Maintaining corporate documents, reports and records
• Preparing responses to incoming correspondences containing routine inquiries
• Taking minutes of meeting
• Maintaining decisional records
• Arranging conference calls
• Carrying out researches whenever required
• Assisting with the preparation of policies, rules and regulations and procedures
  
  

The exact roles and responsibilities may vary widely depending upon employment, officials they assist, and individual qualifications and experience.

Career Prospects

Career prospects are bright as most company officials and managers need assistants to support them in their daily functioning. The professionals can find employment practically in every industry. They can work as administrative assistants, administrative support officers, senior secretaries, executive secretaries, administrative associates, administrative services assistants, office managers, executive administrative assistants or administrative associates.

In order to assume these positions, the individuals need to

• Have extensive software skills
• Have internet search abilities
• Be able to prepare presentations
• Possess excellent communication skills
• Have strong business writing skills
• Have note-taking and related computer skills
• Possess time management skills
• Be a good supervisor and organizer
• Know everything about document production
  
  

Employers are keen on hiring professionals who are well organized and energetic, experienced in handling office administration, and are ready to work in fast-paced business environment.

Office Administration - Executive Program

A formal education in office administration is the minimum requirement to seek entry-level jobs as administrative assistants. A post-secondary diploma can teach you how to handle the multiple functions performed by administrative support officers who work with upper-level management. The office administration - executive program is designed to help students gain a full range of office and business skills.

The program typically runs for two years and covers a wide range of subjects including

• Communications
• Microcomputers
• Word processing applications
• Transcription techniques
• Financial procedures
• Office procedures and communications
• Accounting fundamentals
• Executive office procedures
• Integrated software applications
• Computerized bookkeeping
  
  

The program combines classroom learning, hands-on-lab and a field placement to give students an opportunity to apply their learning into practice.

Admission Requirements

To apply for this program, you will need:

• Secondary school diploma or equivalent
• English Grade 12 C or University or equivalent
  
  

Choosing the Right College

There are a number of office administration schools in Canada. Unfortunately, not all provide students with opportunities to work in real life settings, helping them gain work experience which is a necessary condition to seek entry-level jobs. Centennial College’s office administration – executive program incorporates a field placement to help students gain experience of working in a real world setting.