Degree Programs

Overview
Administrative Assistants perform a variety of clerical and administrative duties needed to run an office. They also make sure that correct information is given out to staff and clients. Administrative assistants work in all types of firms and organizations.

Administrative assistants spend much of their day dealing with information. They answer the phone and give information to callers. They may also transfer calls or take messages. They schedule meetings and appointments. They often make travel arrangements for out-of-town meetings. Administrative assistants may work with clients in other ways. In some offices, they place orders or provide other client services.

Administrative assistants organize and use paper and computer files. They produce letters and documents from files, inserting changes and corrections. They write notes from meetings and compose letters and memos. They compile lists or other data from various sources. To do these tasks, administrative assistants store and retrieve data, usually in computer files. Many offices also keep paper files for some types of data. Administrative assistants maintain all these files.

In many offices, automation (using machines to do work) has freed administrative assistants to take on new tasks. They may conduct research on the Internet and write reports of their findings. They may also manage projects using database management software. In large offices, administrative assistants often use computers to keep track of supplies and when they order them.

Administrative assistants use a variety of office equipment to do their work. They use fax machines, copiers, and complex phone systems. They may use complex computer software to run spreadsheets or do desktop publishing. Because of these tools, managers and executives often perform much of their own word processing. Administrative assistants in these offices are freed to support several members of the professional staff. They often work as part of a team.

Job Titles
A variety of possible job titles exist in the business office systems area. Examples include: Administrative Assistant, Administrative Coordinator, Administrative Support , Assistant, Associate, Customer Service Representative, Data Entry Specialist, Department Assistant, Executive Assistant , Executive Administrative assistant, File Clerk, Front Desk Coordinator, Office Assistant, Office Support, Office/Facilities Manager, Project Coordinator, Receptionist, Administrative Assistant.

Occupation Description
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

Specific Work Activities
The following list of occupational tasks is specific to administrative assistants.

• Use computers.
• Communicate with supervisors, peers, or subordinates.
• Perform administrative tasks.
• Get information needed to do the job.
• Document and record information.
• Establish and maintain relationships.
• Process information.
• Organize, plan, and prioritize work.
• Communicate with people from outside the organization.
• Schedule work and activities.
• Work with the public.
• Update and use job-related knowledge.
• Identify objects, actions, and events.
• Make decisions and solve problems.
• Monitor events, materials, and surroundings.
• Resolve conflicts and negotiate with others.
• Think creatively.
• Provide information to callers. Transfer calls or take messages.
• Operate a variety of office equipment, such as fax machines, copiers, and telephone systems.
• Greet visitors and answer questions.
• Organize and maintain paper and computer files.
• Contact clients and provide services.
• Maintain records of cash accounts.
• Review and distribute incoming mail.
• Follow company procedures when creating forms.
• Prepare or produce correspondence and other documents.
• Review staff members work for compliance to company policies and make recommendations.
• Prepare and mail checks.
• Learn to operate new office equipment.
• Maintain scheduling and event calendars.
• Schedule meetings and appointments; make travel arrangements.
• Create work schedules for clerical staff.
• Coordinate conferences and meetings.
• Manage projects or parts of projects, as assigned.
• Take notes in shorthand or by machine.
• Operate office e-mail systems.
• Mail newsletters, promotional material, and other information.

Working Conditions

• Have a high level of social contact, working closely with clients and managers, and often dealing with unpleasant, angry, or discourteous clients.
• Sometimes placed in conflict situations.
• Communicate with clients and managers daily by telephone, e-mail, or in person.
• Write letters and memos on a daily basis.
• Work in a group or as part of a team.

Physical Work Conditions

• Always work indoors.
• May sometimes be exposed to sounds and noise levels that are distracting and uncomfortable.
• Work somewhat close to coworkers, such as when sharing office space.

Work Performance

• Must be highly accurate in their work so that documents are professional.
• Repeat the same physical activities, such as working at a computer.
• Often make decisions that affect the reputation of the company. They consult supervisors for some decisions, but make most without talking to a supervisor.
• Are usually able to set their tasks for the day without consulting with a supervisor.
• Must often meet strict deadlines.

Hours/Travel

• Generally have a set schedule each week.
• May work part time or full time.
• Usually work a standard 40-hour week if employed full time.

Wages and Projections
In Oregon, the number of jobs for administrative assistants is expected to grow about as fast as the average for all occupations through the year 2014. This is a very large occupation in the state and excellent job opportunities are expected as people retire or leave the occupation for other reasons. Earn $26,670 per year (national median).

Advancement
Administrative assistants generally advance by being promoted to other secretarial jobs with more responsibilities. Administrative assistants who increase their knowledge of a company's operation or upgrade their skills may be promoted to other positions. For example, they may advance to executive administrative assistant, clerical supervisor, or office manager.

Administrative assistants with word processing experience can advance to jobs as word processing trainers, supervisors, or managers. Secretarial experience can also lead to other jobs. Some administrative assistants become instructors or sales representatives for computer hardware and software companies.

Major Employers

• Schools and colleges
• Religious organizations
• Local, state, and federal government agencies
• Temporary worker agencies
• Hospitals

Program Course Requirements for AAS degree

Program Course Requirements for Certificate