Administrative Officers and Executive Assistants (AO/EA) must possess a wide variety of skills and versatility to successfully perform their jobs. All these positions are referred to as “staff,” meaning that the positions do not normally have primary supervisory or management responsibilities but rather provide coordinating and facilitation-type principal duties to a person who is a manager or leader. This course serves as an introductory course targeting those critical universal skills and competencies necessary for staff support positions regardless of agency, title, grade, or position. This course seeks to impart the knowledge necessary to successfully perform Administrative Officer and Executive Assistant duties.
Target Audience
- Administrative officers, executive assistants, and administrative support staff in the Federal Government.
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What You'll Learn at a Glance
- Describe the role of the AO and EA as an operational lynchpin to aligning divergent priorities and programs around a common set of values or outcomes.
- Apply fundamental concepts of federal budgeting processes.
- Apply leadership and change management principles to coach and guide staff to project completion and mission accomplishment.
- Apply fundamental concepts of federal acquisition processes.
- Use simple statistics to complete project analysis, measure group progress, and complete accountability reports.
- Manage the myriad of divergent and changing demands through sound problem-solving strategies.
- Analyze how the AO and EA career paths demand a unique set of skills and competencies that can change across time and with changes of leadership.
Course Syllabus
Module 1: Leading Change
- Define change and its impact on organizations and individuals.
- Apply strategies to cope with and manage change effectively.
- Use a transition management model to guide staff through change.
- Recognize how administrative staff are perceived versus leaders’ expectations.
- Identify motivators and methods for fostering positive change.
Module 2: Federal Budgeting
- Understand the purposes, structure, and phases of the federal budget process.
- Identify roles of OMB, GAO, and agencies in budget formulation and execution.
- Analyze performance-based budgeting requirements under GPRA.
- Apply financial management principles to maintain accountability and compliance.
- Prepare outcome statements, performance measures, and budget requests.
Module 3: Project Management
- Define the project management process and life cycle.
- Establish project objectives, stakeholders, and team roles.
- Plan and schedule projects using sequencing and resource allocation.
- Manage time, quality, and cost to ensure successful project outcomes.
- Identify common causes of project delays and strategies to avoid them.
Module 4: Federal Acquisition
- Understand the legal basis and goals of the federal acquisition process.
- Apply simplified acquisition techniques for goods and services procurement.
- Follow procurement ethics and prohibited activities guidelines.
- Use the government purchase card appropriately and compliantly.
- Integrate socioeconomic goals into acquisition planning.
Module 5: Data Analysis
- Analyze, present, and manage data relevant to administrative operations.
- Perform basic statistical computations such as mean, median, and percentage change.
- Develop and interpret charts and graphs for reporting purposes.
Module 6: Group Problem Solving
- Determine when to use group problem-solving approaches.
- Apply frameworks such as brainstorming and nominal group techniques.
- Lead or contribute effectively in team-based problem-solving efforts.
- Understand roles and responsibilities of group meeting leaders.
Module 7: Blended and Targeted Span of Responsibilities
- Apply time management strategies to handle complex responsibilities.
- Communicate effectively in support of leadership and team functions.
- Understand human resources responsibilities and strategic planning concepts.
- Integrate project management skills into broader administrative duties.
