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.
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.