An analysis of competencies performed by administrative professionals for the Administrative Assistant Degree Program at Chippewa Valley Technical College

Abstract

The purpose of this research was to provide data for the Administrative Assistant degree program at Chippewa Valley Technical College (CVTC). Two groups were surveyed within the Eau Claire region to identify job competencies of administrative professionals, determine present and future software and technology needs for the profession, and identify present and future job titles of administrative professionals. The populations surveyed included attendees from the 2000 and 2001 IAAP Office Personnel Seminars, the mailing list for the UW-Stout Administrative Professionals luncheon, and attendees of the 2001 UW-Stout Administrative Professionals luncheon. This study identified specific competencies that are currently being performed by administrative professionals working in businesses in west central Wisconsin. Many of the competencies traditionally thought of as administrative assistant duties, are overwhelmingly still performed by administrative professionals. The results confirmed that administrative professionals are responsible for performing a variety of organizing and planning functions within the company, maintaining equipment and supplies, managing records and files, distributing information, and producing a vast assortment of documents. Furthermore, administrative professionals must have excellent communication skills because of their interaction with clients, colleagues, and the community. The study also verified the present software and technology needs of administrative professionals in the Eau Claire area. Administrative professionals are currently using CD-RW drives, scanners, digital cameras, meeting software, forms software more than some of the other progressive technologies and software. Many administrative professionals are conducting Internet research and some are responsible for designing and updating Web pages. However, evidence gathered suggests that use of advanced and innovative software applications by administrative professionals is not prevalent. The future software needs of administrative professionals as indicated by this study are software applications that aids in the performance of accounting functions, desktop publishing, web page design, project management, as well as meeting software and forms software. The expected technology needs of administrative professionals included digital cameras, personal digital assistants, and CD read/write drives. In addition, the study identified present job titles and explored the preferred use of contemporary and progressive job titles for this occupation. The results proved that administrative professionals work under a variety of different job titles. Respondents were not dissatisfied with the title of administrative assistant. There was no consensus on a preferred job title for this occupation. Finally, the correlations between administrative assistant competencies and present and future software and technology needs of administrative assistants based on demographics were examined. There were some differences in performance of competencies by administrative professionals based on demographic criteria. Depending on the size of the organization and type of business, administrative professionals may perform more financial functions, computer hardware and software responsibilities, and assume supervisory roles. Information obtained from this study will be used to assist the Business Technology Department in determining which competencies to include within the Administrative Assistant program and to determine if a program revision and/or name change is warranted. The information gathered supports the development of progressive, new curriculum and program changes within the department. The data justifies the budgeting for updated and additional equipment purchases to aid instructors in delivering courses and in order to maximize the potential for relevant student learning. The data provided is also necessary to accurately assess student learning within the Administrative Assistant program at CVTC. This research helps the Business Technology Department maintain conformity with the mission statement of the college by insuring that the Administrative Assistant degree program satisfies the workforce demand of businesses in the region. This study addresses the concern about removing the stereotype of “secretary” and provides information for the Wisconsin Technical College System to consider a program revision and/or title change.