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Panel Discussion

Panel Discussion. Administrative Skills in the 21 st Century. 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

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Panel Discussion

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  1. Panel Discussion Administrative Skills in the 21st Century

  2. 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

  3. 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

  4. Technology Skills Nancy Baumann, ManagerTechnology Training and Campus ReadinessIT Services

  5. 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

  6. Future Trends in Technology • 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…

  7. Future Trends in Technology Content Management Systems

  8. Future Trends in Technology m.stanford.edu Content Management Systems Mobile Devices

  9. Future Trends in Technology Secure Email Secure AFS Content Management Systems Mobile Devices Security!

  10. Future Trends in Technology Excel Word PowerPoint Access Outlook Content Management Systems Mobile Devices Security! MS Office

  11. Future Trends in Technology Stanford Online Accessibility Program (SOAP) Content Management Systems Mobile Devices Security! MS Office Web Skills

  12. Future Trends in Technology Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration

  13. Future Trends in Technology Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing

  14. Future Trends in Technology ADOBE Acrobat Dreamweaver Photoshop InDesign Illustrator Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing Integrated Software Applications

  15. Future Trends in Technology Content Management Systems Mobile Devices Security! MS Office Web Skills Social Networking and Collaboration Modern telephony and web conferencing Integrated Software Applications Enterprise Computing

  16. Future Trends in Technology 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

  17. Future Trends in Technology Operating systems Application servers Applications Management Networks Hardware Storage Services 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

  18. Future Trends in Technology 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

  19. Future Trends in Technology 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

  20. Resources IT Services Technology Trainingwebsite: techtraining.stanford.eduemail: techtraining@stanford.eduphone: 723-4391 Classes, webinars, online training, one-on-one training, intact workgroup training, Tech Briefings (free), Techie Festival, and more…

  21. Next skill area: Workplace Effectiveness

  22. Workplace Effectiveness Skills Amy Balsom Sr. Associate Dean of Finance and Administration, School of Earth Sciences

  23. Workplace Effectiveness It all boils down to: Be Smart Be Flexible Be Nice

  24. Be Smart Ask questions Follow up Understand the context Be resourceful and responsive

  25. 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

  26. Be Nice Be helpful! Foster a positive working environment Use humor to build relationships

  27. 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

  28. Next skill area: Interpersonal Skills

  29. Interpersonal Skills Rosan Gomperts, Director, Faculty & Staff Help Center

  30. Key Interpersonal Skills • Communicating Effectively in Difficult Situations • Best Ways to Manage Emotions • Options if nothing works

  31. Communicating Effectively in Difficult Situations • 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)

  32. 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 • Depersonalize

  33. Next skill area: Finance and Budgeting

  34. Finance and Budgeting Skills Noel Hirst, AVP Finance & Facilities, Business Affairs Jennifer Zirbes, Executive Assistant, Office of the Treasurer

  35. Finance & Reporting • 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

  36. Finance & Reporting (continued) • 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.

  37. Budgeting • 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

  38. Budgeting(continued) • 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

  39. Q&A Time! Got some Qs? Our speakers have As!

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