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Administration
Where Structure Meets Strategy — Empowering Every Operation Behind the Scenes
Administrative management is managing information through people. Information is central to all management processes and people are the resources who make vital use of that information to add value.
Tip From My Filing Cabinet:
A well-organized system doesn’t just save time—it builds trust. Label for retrieval, not for storage.
Planning
Business Plan
Executive Summary, Hierarchy of Authority, Key Functions, Forecasting, Business Process, Business Objectives, Market Analysis, Business Development
Business Strategy:
Mission, Vision, Goals, Values
Strategic Plan Process:
Market Share, Customer Retention, Compliance, Operational Excellence
Business Insight:
Data, Actionable, Competitive Advantage
Business acumen:
Knowledge, Ability, Skills
portfolio > program > project > task management
[Functional & Matrix Organizations]
Communication, Negotiation, Conflict Resolution, Decision-Making, Cultural / Political Awareness, Collaboration, Iterative Planning Methods, Discipline
Project Cycle - Initiation:
Document Business Case & Feasibility Study, Project Selection Criteria, Project Charter, Assemble a Project Team
Project Cycle - Planning:
SMART, Stakeholder Engagement, Risk Management Plan (Risk Register), Communications Plan, Work Breakdown Structure (8 & 80 Rule), Resource Responsibility Matrix, Resource Histograms
Planning - Quality Deliverables:
Scope, Time, Cost
Planning - Budget:
Top-Down, Ratio & Apportion, Bottom-Up, Calendarized, Contingency
Planning - Schedule:
Triangular Distribution, Beta Distribution, Learning Curve, Activity Level Estimate, Single & Three Point Estimate
Planning - Network Diagram:
Task Relationships & Dependencies, Gantt Chart, Critical Path
Techniques:
Program Evaluation Review Technique – PERT, Project Manager’s Book of Knowledge – PMBOK, Projects in a Controlled Environment, version 2 – PRINCE2
...
Organizing
event management & executive Calendar support
Stakeholder Event Purpose, Venue Sourcing, Request for Information, Request for Proposal, Event Order, Theme & Computer Aided Design (CAD), Menu & Catering, Attendee Relationship Management, Back of House Staff, Audio/Visual, Security, Group Resume, Pre-Con & Post-Con, Activities & Entertainment, Front of House Talent, Publicity, Traffic Flow, Bounce Rate, Installation & Dismantle, Load In/Breakdown/Load Out, Attrition Rate (Return on Investment), Post Event Report & Feedback
Event Planning Process:
Target, Budget, Coordinate, Site, Logistics, Marketing
Venue & Layout:
Accessibility, Crescent Rounds, Banquet Rounds, Classroom, Theatre, Chevron, Hollow Square, U-Shape, Boardroom, Breakout Rooms, Consumer Show, Trade Show, Amenities, Parking, Site Visit, Insurance, Permit, Emergency Contingency Plans
Keynote & Guest Speakers:
Identifying, Confirming, Logistics & Management
Attending:
Registration, Teleconference, Familiarization Trip, Travel Planning (Low, Shoulder, High Seasons), EDT & ETA, Hotel Rack Rate, Conference Pack or Itinerary, Concurrent Sessions, MEEC: (Meetings, Expositions, Events, & Convention)
DATA & Business Intelligence
Data Collection & Dissemination, Qualitative Data, Spreadsheets, Data Analysis & Analytics, Descriptive Analytics, Prescriptive Analytics, Predictive Analytics, Filing Systems, Client & Vendor Accounts, Contract Lifecycle, Quality Assurance
...
LEADING (COMMANDING & COORDINATING)
PORTFOLIO > PROGRAM > PROJECT > TASK MANAGEMENT
Project Cycle - Execution:
Time Management, Cost Management, Analyze Variance, Quality Management, Project Procurement Management Process: (Specification, Selection, Contracting, Control, Measurement), Resource Management
Execution - Change Management:
Scope Change, Contingencies, Improvement Plans, Internal Events
Execution - Procurement Management Process:
Specification, Selection, Contracting, Control, Measurement
Cross Cultural / Cross Functional Team Management:
Coaching, Delegation, Development: (Forming, Storming, Norming, Performing, Adjourning), Talent Investment, Retention, Transition Management, Co-located v Virtual
Purchase Management & Loss Prevention
Procure to Pay (P2P) Process:
Direct/Indirect/Services, Inventory & Vendor Management, Purchase Requisition, Request for Proposal/Quotation, Purchase Orders, Invoice & Order, Supplier Quality & Contract Management, Logistics & Supply Chain Management
Office / Facility management
Administrative Process:
Determine Stages, Define Resources, Timelines, Responsibilities, Execution
Clerical Tasks:
80-100wpm, 10Key, Data Entry, Technical Writing, Contract Writing, Proofreading, Coordinating Operations, Ensuring Functionality, Maintaining Equipment, Stocking Supplies, Sustaining the Facility, Work Orders
...
Controlling & Evaluation
PORTFOLIO > PROGRAM > PROJECT > TASK MANAGEMENT
Project Cycle - Monitoring & Control:
Project Performance Review (Earned Value Management & Analysis, Cost Performance Index, Schedule Performance Index, To Complete Performance Index, Percent Complete Index), Status Meetings & Reports, Agile/Scrum & Extreme Methods, Stakeholder & Opportunity Management, Quality Control
Project Cycle - Closure:
Confirm Completion, Transfer Deliverables, Initiate Billing & Revenue Workflows, Close All Procurement Activity, Review Documentation, Release Resources, Administrative Closeout, Lessons Learned
Performance Management:
Continuing Improvements, Business Process Improvement, Qualitative Analysis, Quantitative Analysis, Business Analysis, SWOT
...
INFORMATION & COMMUNICATION TECHNOLOGIES (ICT)
Hardware & Software
Computers (Windows Desktop Applications), Networking Systems & Protocols, Hand-Held Digital Devices (Android & IPhone Applications), Digital Cameras & Camcorders, Telecommunications, Voice Over IP (VoIP), PC Assembly, Installation & Configuration of Hardware/Software, System Capability & Testing, Technical Troubleshooting & Diagnostics, Remote Technical Support, Security Checks, New Account (Profiles, Emails, Access Passes) Setup, Electrical Safety Tests
Accounting
Quickbooks Advanced, Quickbooks Self-Employed, Quickbooks Online
Administrative
Adobe Scan, Fill & Sign, Acrobat Reader, Evernote, Dropbox, Trello, Smartsheet, Oracle Enterprise Resource Planning (ERP), Oracle Product Lifecycle Management Cloud (PLM)
Google Workspace [Google Suite]:
Gmail, Calendar, Drive, Docs, Sheets, Slides, Forms, Sites, Photos, Jamboard, CloudSearch, Keep
Microsoft 365 [Microsoft Office]:
Word, Excel, Power Point, Outlook, Publisher, OneNote, Sharepoint, OneDrive
Compliance
E-Railsafe, ISNetworld, PEC Premier, TPS Alert, WebEOC, CivicReady, Avetta
Customer Relationship Management
Oracle Sales, Oracle Netsuite, Asana, Hubspot, ProDemand, FMCDealer, DealerTrack, KeepTrack, Point of Sale
Human Resources
Oracle Human Capital Management (HCM), ADP Workforce Now, ADP OpenInvoice, Oildex, Actian
Marketing
Social Media:
Meta (Facebook), Pinterest, Instagram, X (Twitter), Twitch, Discord, Youtube, TikTok, LinkTree, LinkedIn, Reddit
Photo/Video Editing & Graphic Design:
Canva, Adobe Creative Suite: Acrobat Pro, Photoshop, Illustrator, InDesign, Premiere Pro, After Effects, Lightroom, XD, Animate, Dreamweaver, Dimension, Audition, InCopy, Character Animator, Capture, Fresco, Adobe Spark, Premiere Rush, Media Encoder, Aero, Prelude
Remote Work
Zoom, GoToMeeting, Team Viewer, Slack, Google Meet, Google Currents, Microsoft Skype, Microsoft Teams
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