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Sri Rahayu Edarsasi Stikom, 29 November 2012
TUGAS SEKRETARIS
Executive Secretary Jobs[1].mp4
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AN EVOLUTION OF DUTIES THEN Take phone messages Handle clerical details Identify problems Support one manager Assignments are delegated Good interpersonal skills
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Is given constant direction ► Take minutes at business meetings Types dictated correspondence Collects information Considered a low-level clerk
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NOW Coordinate communications, handle calls Manage projects Solve problems Work as partner and team playe Leads the improvement process Excellent interpersonal skills – oral, written, virtuaL Self-starter ► Participate in meetings ► Mastery of integrated computer software applications Researches, organizes and displays information Is a contributing part of the management team
Perubahan Fungsi dari Sekretaris Tradisional Peningkatan Peluang dan Karir Fungsi sebagai ‘Manager Informasi’ Pemanfaatan ‘IT’ untuk meningkatkan efisiensi dan efektifitas
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SEKRETARIS YANG KOMPETEN KONSEP DAN DEFINISI KOMPETENSI adalah suatu kemampuan menguasai dan menerapkan pengetahuan, keterampilan / keahlian dan sikap kerja / Attitude tertentu di tempat kerja sesuai dengan kinerja yang dipersyaratkan Note: Kompetensi erat kaitannya dengan kewenangan. Orang yang kompeten ialah orang yang memiliki kemampuan dan sekaligus juga kewenangan
FAKTOR-FAKTOR STANDAR KOMPETENSI 1. PENGETAHUAN & KEMAMPUAN UNTUK MENGERJAKAN SUATU TUGAS DALAM KONDISI NORMAL DI TEMPAT KERJA 2. KEMAMPUAN MENTRANSFER DAN MENERAPKAN PENGETAHUAN & KEMAMPUAN PADA SITUASI LINGKUNGAN YANG BERBEDA
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1. Kompetensi Spesialis, kemampuan untuk; Ketrampilan & Pengetahuan Menggunakan Perkakas dan Peralatan dengan sempurna Mengorganisasikan dan Menangani Masalah 2. Kompetensi Individu, kemampuan untuk; Inisiatif Dipercaya Motivasi Kreatif
3. Kompetensi Metodik, kemampuan untuk; Mengumpulkan & Menganalisa Informasi Mengevaluasi Informasi Orientasi Tujuan Kerja Bekerja secara sistematis 4. Kompetensi Sosial, kemampuan untuk; Berkomunikasi Kerja Kelompok Kerjasama
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DENGAN MENGUASAI STANDAR KOMPETENSI, MAKA SESEORANG AKAN MEMAHAMI 1.
BAGAIMANA MENGUASAI TUGAS / PEKERJAAN
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BAGAIMANA MENGORGANISASIKANNYA AGAR PEKERJAAN TERSEBUT DAPAT DILAKSANAKAN
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APA YANG HARUS DILAKUKAN, BILAMANA TERJADI SESUATU YANG BERBEDA DENGAN RENCANA SEMULA
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BAGAIMANA MENGGUNAKAN KEMAMPUANNYA UNTUK MEMECAHKAN MASALAH
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GLOSSARY of administrative support job description Menurut International Association of Administrative Professionals (IAAP), berikut
glossary of administrative support job description 1. 2. 3. 4. 5.
Senior Executive Assistant Executive Assistant Senior Administrative Assistant Administrative Assistant Entry-Level Administrative Assistant 6. Senior Office/Facilities Manager 7. Office/Facilities Manager 8. Human Resources Assistant 9. Marketing Assistant 10. Sales Assistant 11. Project Coordinator 12. Presentation/Graphics Specialist
13. Logistic Coordinator 14. Front desk coordinator 15. Receptionist 16. Switchboard Operator 17. Office Assistant 18. Mail Assistant 19. File Clerk 20. Imaging Specialist 21. Senior Data Entry Specialist 22. Data Entry Specialist 23. Customer Service Manager 24. Senior Customer Service Representative 25. Customer Service Representative .
GLOSSARY ……. Senior Executive Assistant Duties include those described for the executive assistant but require stronger work experience within each function. Supports the most senior executive, particularly in large corporations. May supervise other administrative staff. Possesses advanced computer skills along with the ability to train others on system usage. A premium paid for specific industry or market experience.
Executive Assistant Performs administrative duties for executive management. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data, training and supervising other support staff, and customer relations. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. .
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GLOSSARY ……. Senior Administrative Assistant Duties include those described for administrative assistant but require stronger work experience within each function. Supports senior level managers and may supervise other support staff. A premium is paid for specific industry or market experience. Advanced computer skills with the ability to train others in system usage is preferred. Administrative Assistant Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Staff in this category also may have the title of department assistant, coordinator, or associate. Entry-Level Administrative Assistant Performs a variety of Internet research functions and uses word processing, spreadsheets and presentation software. Duties also include fielding telephone calls, filing and data entry. May assist with overflow work from administrative and executive assistants, and fill in for the office receptionist as needed
GLOSSARY ……. Senior Office/Facilities Manager Responsibilities include those described for office manager, but this position requires more extensive experience and management skills. Duties may include selecting office vendors and supervising purchasing processes, directing mailroom and maintenance staff, and coordination of regular building maintenance staff. Solid communication and staff management skills are required, as well as some accounting knowledge. Office/Facilities Manager Coordinates various office support services, including purchasing and facilities management. Requires strong communication skills and some accounting knowledge. May include supervision of office administrative staff. Human Resources Assistant Responsibilities may include screening telephone calls, scheduling interviews, researching the Internet to locate potential job candidates, scanning resumes, and assisting with planning new employee coordination meeting, compiling materials and maintaining employee database records. Strong computer skills required, as well as sensitivity to confidential matters.15
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GLOSSARY ……. Marketing Assistant Duties include those described for administrative assistant, but this position typically supports a marketing department exclusively. May assist both fulltime employees and consulting or freelance staff. Additional duties include assisting with trade show and event planning, creating or updating presentation software files, tracking budgets and expenses, and communicating with external creative service providers. Sales Assistant Duties include those described for administrative assistance, but this position supports a sales department exclusively. May assist regional sales staff based in remote locations (i.e., not in the central office). Additional responsibilities may include processing expense reports, coordinating the submission of proposals, planning meetings, tracking sales progress, troubleshooting minor technical problems, maintaining department database records, and serving as a liaison between traveling sales representatives and staff based in the home office. Strong computer and organization skills are required. Project Coordinator Works with internal and external parties to organize the various components needed to initiate, run and conclude major projects. Duties include coordinating schedules and activities, placing orders for supplies and services, and tracking progress and results. Requires excellent communication skills and extensive knowledge of database and project management software. Often reports to product development, project management or marketing executives. The position is especially prevalent in construction, transportation and technology industries. A premium is paid for the industry experience.
GLOSSARY ……. Presentation/Graphics Specialist Duties include using presentation software programs (such as Microsoft PowerPoint) to create presentations for meetings and events. Also may edit material and provide basic instruction to presenters on how to use a particular program. Logistic Coordinator Responsible for thr logistical processing of customer order, includes coordination with vendor, sales staff, customer services representative, billing representative, warehouse and shipper. Arrange shipment of requested item, goods and merchandise. Some backgroud exprerience in purchasing, inventory control, transportation and warehousing function is needed. Computer profiency is required. Front desk coordinator Manage the lobby area. Greets and directs all visitors, including vendor, clients, job candidates and customers. Ensure completion of paperwork, sign-in and security procedures. Handling special administrative project as well as overflow work from department and executive assistant. Depending size of the firm, also may answer incoming call
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GLOSSARY ……. Receptionist Greets visitors, handles incoming calls and performs general administrative duties. Also may assist other administrative staff with overflow work, including word processing, data entry and internet research tasks. Switchboard Operator Places, receives and routes a high volume of calls through an electric switchboard. Supplies information to callers, relays messages and announces visitors. Office Assistant Performs basic clerical tasks. Operates basic office equipment. Sorts and routes incoming materials. May require computer and data entry skills. Mail Assistant Sorts and distributes incoming and outgoing mail. Operates manual and electrical mailing equipment. Position usually found in larger companies.
GLOSSARY ……. File Clerk Performs basic clerical tasks, such as systematically arranging letters, memoranda, invoices and other indexed documents according to an established system. Operates office equipment and completes general office work. Sorts and distributes mail. Required proficiency in basic word processing, spreadsheet and database programs. Additional duties may include answering telephones and some data entry. Imaging Specialist Sorts and prepares documents for imaging correctly and accurately indexes images. Must have knowledge of document imaging/scanning hardware and software, and experience creating electronic copies of documents. Strong computer skills, including experience with Microsoft Office and document creation software such as Adobe Acrobat, are required. Senior Data Entry Specialist Prioritizes and batches material for data entry. Completes information analysis for procedures and reports. Requires knowledge of technical material and the ability to train and supervise others. Capable of high volume data entry. Data Entry Specialist Inputs information from a variety of sources into a computer database. May take customer orders and enter them into a pre-established tracking system.
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GLOSSARY ……. Customer Service Manager Hires, trains and manages member of the customer service department. Resolves difficult issues regarding client complaints and other matters. Works closely with managers in other departments, such as sales, on updating policies and procedures for client services. Senior Customer Service Representative Duties include those described for customer service representative but require stronger work experience for each function. Additional duties may include proactive communication with customers and client via telephone, e-mail, or regular mail; managing database records; drafting status reports on customer service issues; and supervising staff. Customer Service Representative Duties include receiving and placing telephone calls. Maintains solid customer relationships by handling their questions and concerns with speed and professionalism. Performs data entry and uses software programs. Also may require research skills to trouble shoot customer problems. Excellent communication abilities are essential.
HOW TO MANAGE YOUR BOSS - Recognize the increasing stresS levels Kenali jika pimpinan anda sedang meningkat stressnya dalam pekerjaan - Voice your needs and concerns Menjaga jalur komunikasi antara anda dan pimpinan anda untuk menyampaikan apa yang anda butuhkan untuk mendukung pekerjaan anda - Ask your boss to keep you informed Minta pimpinan anda untuk menginformasikan yang dikerjakannya terutama yang berkaiatan dengan pekerjaan anda sehingga anda bisa mempersiapkan pekerjaan atau tugas - Keep your boss informed Informasikan kepada pimpinan anda apa yang anda kerjakan - Meet reqularly Menjadwalkan pertemuan rutin dengan pimpinan - Solicit and provide feed back Mengumpulkan dan memberikan umpan balik serta penggabungan gaya kerja - Get personal Pelajari kepribadian Pimpinan anda
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THE SECRETARIES AND ADMIN PROFESSIONAL ETHICS 6. Work unsupervised Selalu bekerja dengan produktif , sesuai deadline dan prioritas 7. Be Co-operative Selalu membantu dan berbagi pengalaman terhadap rekan jika memungkinkan. Katakan ‘Tidak’ jika anda tidak bisa melakukan suatu perkerjaan 8. Flexibility Fleksible terhadap waktu kerja jika ada keadaan ‘emergency’ 9. Multi Skilling Belajar sebanyak mungkin tentang hal yang berkaitan dengan pekerjaan maupun posisi lain dalam perusahaan 10. Bribery Jangan menerima hadiah dari internal maupun external. Ikuti aturan dan prosedur perusahaan
THE SECRETARIES AND ADMIN PROFESSIONAL ETHICS 1. Confidentially Selalu menyimpan informasi secara rahasia baik perusahaan maupun klien. 2. Honesty Selalu mengatakan dengan jujur sesuai dengan keadaan yang sebenarnya 3. Loyalty Bersikap loyal / setia terhadap pimpinan maupun perusahaan 4. Reliable Tunjukkan bahwa anda sekretaris yang dapat diandalkan. Setiap pekerjaan dapat diselesaikan tepat waktu dan memberikan hasil yang terbaik sesuai kemampuan anda 5. Responsible Bertanggung jawab dengan mengatur pekerjaan sesuai prioritas dan melaksanakannya dengan tepat waktu
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EMAIL
CASH ADVANCE
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REIMBURSEMENT
ORDER REPORT, STOCK REPORT
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TRAVEL REQUEST_1
TRAVEL REQUEST_2
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SALES REPORT
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