OFFICE PROCEDURES AND
ADMINISTRATION
POFT 1409
Instructor Nancy
Whitworth Office
Address: Number 208T
Office Phone: 675-6333 Office Hours: As posted.
e-mail nwhitworth@tvcc.edu
CREDIT HOURS: 4 LECTURE
HOURS: 3 LAB HOURS: 3
COURSE DESCRIPTION
A course designed to
assist, inform, and train students for careers in today's offices The course is
also useful to people returning to work after a period of time or to those who
have made a career change. The course
integrates office, language, human relations, filing, and decision-making
skills required of administrative assistants.
Emphasis is placed on preparing students for the realistic problems and
situations encountered in modern offices.
The use of the computer is combined throughout the course. Prerequisite: Completion of POFT 1429.
TEXTBOOK, SUPPLIES AND
OTHER RESOURCES
OFFICE 2000 TECHNOLOGY
AND
by Patsy J. Fulton,
South-Western Publishing Co., 2003.
Supplies and Materials: Index Dividers (2 sets), 3-ring Notebook (Large spine)
Business envelopes (2 packages), 2HD Disks.
PURPOSE
Preparation for an
exciting and interesting career in the business world that is composed of both
traditional and electronic office systems. This course bring together
information and skills students have acquired in separate courses to give them
a unified view of the duties, responsibilities, and qualifications of office
workers. A variety of on-the-job
situations prepares students for employment in an office environment.
GOALS/OBJECTIVES
After studying the
material presented in this course of study, the student should be able to:
1. Refine and integrate
previously learned skills to accomplish a variety of general office duties;
telephone techniques, mail procedures, greeting visitors, produce office
correspondence, filing procedures , arranging and conducting meetings, travel
arrangements, and computation and verification of data.
2. Demonstrate an
understanding of concepts of machine transcription techniques using both a
typewriter and a computer software program. ( Lab assignments)
3. Create and produce
effective employment communications including a resume, letter of application,
application form, follow-up letter.
4. Discuss the importance
of office etiquette.
5. Identify and demonstrate
acceptable procedures for the employment interview process.
6. List and discuss
reprographic equipment commonly found in the office environment.
7. Identify and define
components of an automated office, such as electronic filing, records
management, mail, and communications.
8. Demonstrate a working
knowledge of preparing and processing various report style documents.
9. Identify the
characteristics of a successful office assistant and manager.
10. Outline the basic steps
of decision making.
REQUIREMENTS
All students are
expected to complete all chapter
assignments, take all required tests,
attend class regularly, and complete the reference manual project. The specific performance objectives for this
course are listed at the beginning of each module in the text.
INSTRUCTIONAL STRATEGIES
The instructional
strategies used in this course will be a combination of several classroom
lecture and discussion, class drill and technique practice, demonstration and
explanation, visual and audio aids, and problem solving exercises.
EVALUATION/GRADING
The activities and
evaluation procedures utilized simulate as closely as possible those used in
modern offices. Detailed instructions
for each assignment appears in the textbook. Some assignments will be turned in
to the instructor for evaluation, and others will be discussed and placed in a
reference manual for evaluation. Daily
assignments submitted when due receive a score of 4 points. Assignments may be turned in one class
meeting late for half credit. The final
grade is determined by the following procedure.
50 % Test Scores: Chapter tests
30 % Daily work - Lab assignments
20% Project: Reference Manual
TEST MAKEUP:
No Make-up tests given.
If a test is missed for whatever reason, the next test will be recorded twice.
This procedure may only be utilized one time. The next test missed by a student
will be recorded as a zero.
ATTENDANCE AND BEHAVIOR
1. Plan to attend three
class hours and three lab hours per week.
Labs will begin the second week of classes.
2. Follow the module
assignments carefully; strive to submit your work on the scheduled day.
3. Test Days : You will
also want to make a special effort to arrive on time since test materials are
completed during one class period.
4. Each student will be furnished with an assignment
schedule listing assignments and due dates.
All students are
expected to attend all classes.
Excessive absences may result in the student being dropped from the
class according to the college catalog.
However, dropping a class to receive a “W” grade is the student’s
responsibility, not the instructor’s.
Arriving 10 minutes or
more late or leaving 10 minutes or more early is considered an absence. Tardies of less than 10 minutes should be reported
to the instructor at the end of the class period incurred so that the recorded
absence can be changed to a tardy. Not
reporting a tardy may result in it being recorded as an absence. Three tardies will be counted as one
absence. No children and only
approved guests are permitted to attend the class.
All students are considered to be mature individuals by the
instructor. Students will be required to conduct themselves with utmost
consideration of the rights and property of others. Any behavior on the part of
the student that interrupts or impedes the quality of instruction shall not be
permitted. Unrelated talking and other disturbing behavior will not be
tolerated. It is expected that each student respect the rights and opinions of
other students. Inappropriate behavior which continues after the instructor’s
reprimand will be dealt with by the Administration.
Radios, tapes, cell phones, pagers, CD players, and other
audio or video equipment are not permitted in the classroom at any time.
Obscene and profane language will not be tolerated. Food and drink may not be
taken into the classrooms or labs. No children and only approved guests are
allowed to visit the class.
COURSE OUTLINE/SCHEDULE
Directions:
For successful
completion of this course, complete the activities listed below. The activities
and evaluation procedures utilized simulate as closely as possible those used
in modern offices. Detailed instructions
for each assignment appears in the textbook.
Some assignments will be turned in to the instructor for evaluation, and
others will be discussed and placed in your reference manual for evaluation.
Grading Daily
Assignments:
Assignments submitted
when due receive a score of 4 points.
Assignments turned in one class meeting late; half credit.
Assignment
Schedule appears NEXT 2 PAGES.
OFFICE PROCEDURES INSTRUCTOR:
Nancy Whitworth
|
WEEK |
ASSIGNMENT |
|
1 |
Orientation:
Reference Manual procedures; Professional Day Guidelines Prepare division
pages, tabs Place Reference
Section PP. 367-383 in manual under Communication Helps. |
|
1-2 |
Chapter 1- Understanding the Office
Environment; Read Chapter 1 &; answer discussion items.
View videos and take notes. Type notes
place in manual under Professional Development Complete Prof. Day Interviews. Report
Due:_____________________________ Place returned
report in manual under Employment. |
|
3 |
Chapter 2- Planning
Your Career
Answer discussion items. Complete Prof. Day
Reports; Based on reports given, prepare and type a list of questions asked
during interviews. Place in manual
under Preparing for Employment. Complete OT 2-2;
2-4; Due Date ______________________________________ Place exercises in
manual under Preparing for Employment. |
|
4 |
Chapter 3- Utilizing
Computer Hardware and Office Equipment. Read chapter; answer
discussion items, Complete OT 3-3
(office report). Place in Manual under Forms. |
|
4 |
Chapter 4, "Using Software." Read
chapter; answer discussion items; Complete OT 4-4. |
|
5 |
Part 1 Test (Chapter
1-4)Date:_________________________________________ True, False,
multiple choice, matching & composition. (100 PTS.) |
|
5 |
Part 2. Chapter 5,
Development Effective Communication Skills. Read chapter &
answer discussion items; Complete OT 5-2; 5-4. Date:_________________________________________
Place letters in
manual under Letters |
|
6 |
Chapter 6,
Responding Ethically in the Work Environment. Read chapter &
answer discussion items; Complete OT
6-3. |
|
6 |
Part 2 Test (Chapter 5-6) Same form as Test 1 Date:_______________________ |
|
7 |
Part 3: Chapter 7," Telecommunications
and the Telephone." Read chapter & answer discussion
items. Complete OT 7-3; 7-4; 7-6; 7-7 Place exercises in manual under forms. View
video and take notes and place in manual under Telephone. Date:__________________________________ |
|
WEEK |
ASSIGNMENT |
|
8 |
Chapter 8, Letters,
Memos, and Reports Read chapter
& answer discus. Items Complete OT 8-2;
8-3; 8-5; 8-6; 8-7; 8-8.
Place returned letters under letters. |
|
8 |
Chapter 9, Office
Callers and Presentations. Read chapter &
answer disc. items; Complete OT 9-1.
Place exercise in manual under forms. |
|
8 |
Part 3 Test
(Chapters 7-9) Same form Date:_______________________________ |
|
9 |
Part 4: Chapter
10," Planning Meetings and Conferences Read chapter &
answer disc. items. Complete OT 10-1;
Prepare agenda and complete 10-1 #1 and 3 Place pp. 221-238 in
your manual under Work Organization. |
|
10 |
Chapter 11,
"Making Travel Arrangements." Read chapter &
answer disc. items; Complete OT 11-1
(omit oral report); 11-3; Place pp. 244-260 in
your manual under Work Organization. |
|
10 |
Part 4 Test:
(Chapters 10-11) Same form Date:___________________________ |
|
11 |
Part 5, Chapter 12,
Handing the Office Mail. Read chapter &
answer discuss. items. Complete OT 12-1;
12-2; 12-3. Place pp. 271-287 in your manual under Mail. |
|
12 |
Chapter 13, Managing
Documents. Read chapter &
answer discuss. items. Complete OT 13-2;
13-3; 13-4; 13-5; 13-6. Place pp. 299-318 in manual under Filing |
|
12 |
Part 5 Test:
Chapters (12-13). Same Form Date: __________________________ |
|
13 |
Chapter 14, Managing
Stress and Time. Read chapter &
answer discuss. items ; Complete 14-4; 14-6.
Place pp. 335-341 in your manual under work organization. |
|
14 |
Chapter 15, Leading
Others. Read chapter &
answer discuss. items; Place pp. 359-360 in
your Manual under Work Organization. |
Last ClassMeeting
|
Final Project:
Reference Manual due on last class meeting. Graduates must
submit manual one week earlier Manuals will be
returned during finals week. Date:__________________________ |
*
Students should use lab time to complete the assignments listed above before
they are due in class.
Discussion questions will be placed under Miscellaneous in the Reference Manual.