Administrative Assistant Training and Program Overview

Administrative programs are offered at a variety of community colleges, two-year campus and online schools, and vocational schools. Programs are designed to prepare students for careers in a variety of fast-paced office and business environments.Courses in oral and written communication, records management, office procedures and document production, are typically offered.Instruction in keyboarding, calculators, transcription, telephone courtesy, etc is provided. Advanced skills are recommended and may be developed in electronic and Internet communications, basic office accounting and computer applications to include word processing, spreadsheet utilization, presentation templates and graphics.Testing and certification proficiency in entry-level office skills is available through a number of organizations, one of which is the International Association of Administrative Professionals. There are also several designations that can be earned such as Certified Professional Secretary (CPS) and the Certified Administrative Professional (CAP), which can be earned by meeting experience or educational requirements and passing an examination.

Job Opportunities and Career Outlook

There are a variety of career paths and opportunities available to those who have completed a program, or training in administrative assistance.Job titles vary based on office, level of responsibility and industry.Sample positions include: administrative secretary, administrative support, information manager, executive assistant, secretary, office manager, etc.Administrative assistants may find a number of employment opportunities in organizations of every type. The U.S. Department of Labor Statistics reports that approximately 9 out of 10 secretaries and administrative assistants are employed in service providing industries, ranging from government and retail trade to education and health care. The remaining work for firms engaged in manufacturing or construction and a number obtain additional training to become a paralegal.Projected employment varies by occupational specialty.Growth in health care, social assistance, educational, legal, scientific and technical industries should result in a consistent demand for medical and legal administrative assistants and new job opportunities.

Job Responsibilities and Required Skills

Secretaries and administrative assistants are responsible for a number of clerical and administrative duties that are necessary to run an organization efficiently. They serve as communication and information managers for offices; plan and schedule meetings and appointments; manage projects; organize and maintain paper and electronic files; conduct research; and distribute information by using the telephone, mail services, Web sites, and e-mail. They also may be responsible for travel and guest arrangements.Administrative assistant candidates may be required to demonstrate typing and transcription skills, proficiency in spelling, punctuation and grammar, and be efficient in basic math and accounting procedures, etc.Administrative assistants are required to interact with vendors, customers, and the general public. As the level at which the executive interacts with these contacts increases, so does the level of skill requirements. Those administrative assistants that work with executive officers must be capable of emulating the style, corporate persona and corporate philosophy of the executive for which they work. Administrative assistants are typically required to maintain job skills at the current state of the industry. It is a normal requirement of executive assistants to be required to complete continuing job education on their own time, with potential reimbursement for tuition and class supplies.

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