administrative skills in the 21 st century panel discussion

Administrative Skills in the 21st Century

Panel Discussion

Our Guest Speakers

• Amy Balsom, School of Earth Sciences

• Nancy Baumann, IT Services Technology Training

• Rosan Gomperts, Faculty & Staff Help Center

• Noel Hirst, VP Business Affairs & CFO Office

• Jennifer Zirbes, VP Business Affairs & CFO Office, Treasurer’s Office

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Agenda

• Each presenter will speak for a short time to relay the key skills in each area:– Technology– Workplace Effectiveness– Interpersonal– Finance & Budgeting

• Then we’ll open it up for questions– Use 3 x 5 cards to jot down questions as we go

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Technology Skills

Nancy Baumann, ManagerTechnology Training and Campus

ReadinessIT Services

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Most attended technology classes in FY10

• Excel 2007 (Levels 1, 2, and Pivot Tables)• Outlook 2007 Mail and Calendar • Stanford Email (Webmail) and Calendar• Word 2007• Photoshop • Drupal (content management system)• Adobe Acrobat and PDFs• Dreamweaver• PowerPoint 2007 • HTML Basics (basic web mark-up language)• SQL Basics

Future Trends in Technology

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• What technology skills do I need tomorrow?

Guidelines to prepare for the future:

– Keep your skills current through training and practice.Use what you learn to manage the data you deal with.

– Be aware of and open to new technologies.Read tech news in newspapers, bookmark “Wired,” watch for lectures on emerging technologies at Stanford!

– Be an early adopter and leader of applicable technologies used in your workgroup to improve productivity.Work smarter, not harder.

But here are some trends…


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• Content Management Systems


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• Content Management Systems• Mobile Devices

m.stanford.edu


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• Content Management Systems• Mobile Devices• Security!

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• Content Management Systems• Mobile Devices• Security!• MS Office

ExcelWordPowerPointAccessOutlook

ExcelWordPowerPointAccessOutlook


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills

Stanford Online Accessibility Program (SOAP)


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications

ADOBEAcrobatDreamweaverPhotoshopInDesignIllustrator


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing• Open Source Software


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing• Open Source Software• Virtualization

Operating systems Application servers ApplicationsManagementNetworksHardwareStorage Services


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing• Open Source Software• Virtualization• Cloud computing


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• Content Management Systems• Mobile Devices• Security!• MS Office• Web Skills• Social Networking and Collaboration• Modern telephony and web conferencing• Integrated Software Applications• Enterprise Computing• Open Source Software• Virtualization• Cloud computing

Resources

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• IT Services Technology Training

website: techtraining.stanford.eduemail: [email protected]: 723-4391

• Classes, webinars, online training, one-on-one training, intact workgroup training, Tech Briefings (free), Techie Festival, and more…

Next skill area: Workplace Effectiveness

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Workplace Effectiveness Skills

Amy Balsom

Sr. Associate Dean of Finance and Administration,School of Earth Sciences

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Workplace Effectiveness

It all boils down to:

– Be Smart– Be Flexible– Be Nice

Be Smart

• Ask questions

• Follow up

• Understand the context

• Be resourceful and responsive

Be Flexible

•Don’t say “it’s not my job…”

•Ask for new assignments

•Try not to fear change

•Ask for feedback and take it to heart

Be Nice

• Be helpful!

• Foster a positive

working environment

• Use humor to build relationships

A few more tangible skills

• Develop great organizational skills

• Become a master at project

management

• Proof read all of your communications

• Be discreet with confidential information

Next skill area: Interpersonal Skills

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Interpersonal Skills

Rosan Gomperts, Director, Faculty & Staff Help Center

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Key Interpersonal Skills

• Communicating Effectively in Difficult Situations

• Best Ways to Manage Emotions– Options if nothing

works

Communicating Effectively in Difficult Situations

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• Emotional Intelligence– Capacity for recognizing our own feelings and

those of others, for motivating ourselves and for managing emotions well in ourselves and in our relationships.

• From ‘Working With Emotional Intelligence’ Daniel Goleman

• What if our ‘Excellent Interpersonal Skills’ fall apart due to difficult situations and/or difficult personalities?– Negative assumptions/evidence building – Core issues – buttons and triggers– Emotional fall back positions, defensiveness,

blaming, avoidance, aggression (fight or flight)

Best Ways to Manage Emotions

• A full “tool bag” includes:

– Breathing!

– Good Active Listening Skills:• Paraphrase• Acknowledge• Clarify• Validate• Empathize

– A variety of Communication Skills:• Difficult Conversations• Aikido Communication• CPR: Content, Process, Relationship

– Ability to “Unhook”• Physically, mentally, emotionally

– Depersonalize32

Next skill area: Finance and Budgeting

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Finance and Budgeting Skills

Noel Hirst, AVP Finance & Facilities, Business Affairs

Jennifer Zirbes, Executive Assistant, Office of the Treasurer

Finance & Reporting

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• Understanding: Org Structures, Org Hierarchy, Org Codes, Project–Task–Awards for department(s)

• Reporting: tracking payments, Req., P&T card status, Expenditures, investigating Exp. Stmnt details

• CMS, Reportmart 3, (determine best rpts to use–local advice)

• Solid Excel knowledge: the ability to create worksheets and pivot tables in support of function

Finance & Reporting (continued)

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• Proper processing: Purchase Requisitions, Invoices, Pcard transactions, iOUs

• Contact BPSC and work through issues if they arise

• Partner & Plan: Partner with your local finance person – they can teach you streamlined reporting format, style, planning, preparation, expectations, areas for investigation, etc.

Budgeting

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• Scenario 1: Planning an event, provided $5,000 to work with…. What to do?

• Plan for all event activities and requirements• Obtain solid quotes for room, food, beverages, etc.• Validate that quotes meet University Expense

Guidance• Negotiate, Negotiate, Negotiate• Compare Budget to Actual• Keep a record of prior events for cost comparisons

and for budget creation – will help you set realistic budgets from the start

• Next time - go to supervisor with proposed budget upfront

Budgeting(continued)

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• Scenario 2: Track/Review Monthly Expenditures

• Run CMS, or Exp. Stmnt.• PTA Overview & PTA Commitment Detail-Goods & Services • Report 285 – mo. detailed expenses & budget data

• Compare budget to actual

• Look at the areas of expense you are responsible for (office and kitchen supplies, cell phone charges, BGM or other internal services) and make sure charges are correct and are charged to the right PTA

• Don’t be afraid to ask your finance person for assistance – you will save them time in the long run

Q&A Time!

• Got some Qs? Our speakers have As!

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administrative skills in the 21 st century panel discussion

Documents