Office administration involves overseeing day-to-day operations, managing employees, coordinating repairs and supplies, and budget planning. Administrators may need a two- or four-year degree, but can also be promoted from within with employer assistance for further education.
Office administration is the process of overseeing the day-to-day operations of an office. The task of administration is usually the responsibility of an office administrator or manager. Depending on the general operational structure of the organization and the complexity of the activities associated with the operation in general, the manager’s or administrator’s responsibilities may focus on a few core activities or involve managing a wide variety of functions.
One of the major activities associated with office administration is managing the employees associated with the office. Typically, office administrators are responsible for supervising office personnel, making sure that each employee has the resources they need to competently perform their assigned duties. Administrators also serve as troubleshooting tools, providing support and assistance to employees if unusual situations arise while completing an assigned task. It is not unusual for directors to have responsibility for conducting periodic employee evaluations, for recommending salary increases, or for providing employees with remedial or cross-training as a means of helping such employees improve their employer relationships.
In addition to managing and supporting employees, office administration also means that the office always has the resources it needs to stay productive. This involves coordinating repairs on any malfunctioning office equipment or preparing and submitting requests for new equipment when needed. Office administrators are often tasked with managing the use of office supplies such as paper, writing tools, printer ribbons, and other items that are constantly used in the office. The office administrator strives to keep the office operating within the allotted budget at all times and often has some input into budget planning for upcoming accounting periods.
Depending on the extent of office administration involved, an employer may require an administrator to hold at least a two-year bachelor’s degree from an accredited educational institution, with that degree in an area related to the general function of the business. With more complex office environments, an administrator may be required to have a four-year degree in a suitable course of study. Many companies prefer to promote from within, which means that someone entering employment in an entry-level position may eventually receive the necessary training to join office administration. In this case, the employer normally assists the employee with the opportunity to continue their education, either by providing assistance in obtaining a college degree, or with some type of workplace mentoring program.
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