Office Administration Certificate Program

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1 Office Administration Certificate Program Revised September 2010 City Centre Campus 250 West Pender Street Vancouver, BC V6B 1S9 VCC website:

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3 Office Administration Certificate Program Purpose Goals Activities & Design Hours Required for Certificate Evaluation Entrance Requirements This program is designed for persons who want to upgrade their office skills for certification and for those entering the office workplace for the first time. To provide certificate or non-certificate participants with current, up-todate skills for the modern day office. Participants will complete the core courses and then move into one of the following specialities: Option 1: Administration and Supervision Option 2: Legal Office Skills Option 3: Medical Office Skills Option 4: Records Management Skills Student must complete 186 hours of classroom study before a certificate can be issued. Participants are evaluated on the basis of an assignment(s) and/or inclass work as well as examinations. Grade 12 completion or equivalent. Additional Information Schedules/Fees Terms Registration BookStore VCC Continuing Studies West Pender Street Vancouver, BC V6B 1S9 Program Assistant click on Part-Time Program or pick-up a copy of Continuing Studies Flyer **Tuition Fees are subject to change without notice Winter: January March Spring: April June Fall: September December 1. by web at 2. in person in Room West Pender Street, Vancouver 3. by phone (please provide credit card) TEL:

4 Office Administration Certificate Program (OACP) Core Courses: Course # Hours Course Name Office Procedures: OACP Hours Office Procedures Business English Skills (Total 24 Hours): OACP Hours Writing Dynamic Business Letters OACP Hours Grammar Review for Productive Business OACP Hours Building a Powerful Vocabulary OACP Hours Effective Memo, and Report Writing OACP 1123 Business English Skills Tests Supervisory: OACP Hours Supervisory/Management Decision Making One of the following (or all three): Accounting for Non-Accountant, Bookkeeping or Payroll courses OACP Hours Introduction to Payroll OACP Hours Accounting for the Non-Accountant OACP Hours Introduction to Bookkeeping Keyboarding OACP Hours Keyboarding for Beginners Business English Skills Test (OACP 1123) up to 3 Hours to write tests The Business English Skills Tests are REQUIRED for students in progress of achieving the Office Administration Certificate Program. ****Please NOTE the following Specialized Areas: Option 2 Legal Office Skills Required Core: 1. Legal Office Procedures OACP 1139 NOT Office Procedures OACP 1126 Option 3 Medical Office Skills Required Core: 1. Medical Office Procedures OACP 1111 NOT Office Procedures OACP Medical Office Billing OACP 1137 NOT any of the 3 accounting courses Vancouver Community College 2 Office Administration Certificate Program

5 Specialized Area: Option 1 Administration and Supervision This option further develops specific functional office skills and provides increased knowledge of office automation. Supervisory/Management skills are also developed: REQUIRED: OACP Records Management 1-30 hours OACP Effective Oral Communication - 18 hours ELECTIVES: Choose elective hours of courses from either Office Administration Program or Management Skills /Leadership Programs or IC 3 Computer Certification Programs. ****This is just ONE possible example to achieve 186 hours: Course # Hours Course Name Office Procedures: OACP Hours Office Procedures Business English Skills (Total 24 Hours): OACP Hours Writing Dynamic Business Letters OACP Hours Grammar Review for Productive Business OACP Hours Building a Powerful Vocabulary OACP Hours Effective Memo, and Report Writing OACP 1123 Business English Skills Tests Supervisory: OACP Hours Supervisory/Management Decision Making **If taken ONE of: Accounting for Non-Accountant, Bookkeeping or Intro to Payroll OACP Hours Accounting for the Non-Accountant Keyboarding OACP Hours Keyboarding for Beginners REQUIRED for Administration & Supervision: OACP Hours Records Management 1 OACP Hours Effective Oral Communication TOTAL CORE HOURS 150 Hours Example of ELECTIVES 1 Leadership Course 6 Hours IC 3 Word/Excel L1 & L2 Course 30 Hours TOTAL Program HOURS 186 Hours Vancouver Community College 3 Office Administration Certificate Program

6 Specialized Area: Option 2 Legal Office Skills Legal Office Skills provides an introduction to procedures, practices, forms and office routines. Participants will develop an understanding of the value of discretion and confidentiality: REQUIRED: Legal Office Skills Package (5 courses = 39 hours); Legal Terminology OACP 1138; Legal Office Procedures OACP 1139; Legal Ethics OACP 1140 **MUST TAKE OACP 1120 Legal Pkg Test if pursuing OACP Certificate. ELECTIVES: Choose elective courses from either Office Administration Program or Management Skills/Leadership Programs or IC 3 Computer Certification programs. ****This is just ONE possible example to achieve 186 hours: Course # Hours Course Name Legal Office OACP Hours Legal Office Procedures Procedures: Business English Skills (Total 24 Hours): OACP Hours Writing Dynamic Business Letters OACP Hours Grammar Review for Productive Business OACP Hours Building a Powerful Vocabulary OACP Hours Effective Memo, and Report Writing OACP 1123 Business English Skills Tests Supervisory: OACP Hours Supervisory/Management Decision Making **If taken ONE of: Accounting for Non-Accountant, Bookkeeping or Intro to Payroll OACP Hours Accounting for the Non-Accountant Keyboarding OACP Hours Keyboarding for Beginners REQUIRED for Legal Office Skills: OACP hours Introduction to Legal Office Program OACP hours Civil Litigation OACP hours Corporate OACP hours Family Law OACP hours Conveyancing OACP 1120 Legal Office Package Tests OACP hours Legal Terminology OACP hours Legal Ethics & Confidentiality TOTAL CORE HOURS 153 Hours Example of ELECTIVES: OACP hours BC Online Searches OACP hours Effective Oral Communication OACP hours Wills and Estates TOTAL Program HOURS 186 Hours Vancouver Community College 4 Office Administration Certificate Program

7 Specialized Area: Option 3 Medical Office Skills Medical Office Skills provides an introduction to terminology, procedures, practices, records, forms, billings and routines: REQUIRED: Medical Terminology I (OACP 1108) - 30 hours Medical Terminology II (OACP 1109) - 30 hours Medical Office Procedures (OACP 1111) - 24 hours Medical Office Billing (OACP 1137) - 12 hours Medical Documentation/Transcription (OACP 1156) - 18 hours Clinical Procedures (OACP 1155) - 6 hours ****This is an example to achieve 186 hours: Medical Office Procedures: Course # Hours Course Name OACP Hours Medical Office Procedures Business English Skills (Total 24 Hours): OACP Hours Writing Dynamic Business Letters OACP Hours Grammar Review for Productive Business OACP Hours Building a Powerful Vocabulary OACP Hours Effective Memo, and Report Writing OACP 1123 Business English Skills Tests Supervisory: OACP Hours Supervisory/Management Decision Making Keyboarding OACP Hours Keyboarding for Beginners REQUIRED for Medical Office Skills: OACP hours Medical Terminology 1 OACP hours Medical Terminology 2 OACP hours Medical Office Billing OACP hours Medical Document/Transcription OACP hours Clinical Procedures TOTAL Program HOURS 186 Hours Vancouver Community College 5 Office Administration Certificate Program

8 Specialized Area: Option 4 Records Management Skills Records Management Skills provides an introduction to the systematic control of all records, from their creation or receipt through processing, distribution, organization and retrieval to their ultimate distribution. This is a unique skill area that is highly valued in many organizations: REQUIRED: OACP Records Management 1-30 hours OACP Records Management Advanced - 30 hours OACP Records Management Specialized - 24 hours ELECTIVES: Choose elective hours of courses from either Office Administration Program or Management Skills/Leadership Programs or IC3 Computer Certification programs. ****This is just ONE possible example to achieve 186 hours: Course # Hours Course Name Office Procedures: OACP Hours Office Procedures Business English Skills (Total 24 Hours): OACP Hours Writing Dynamic Business Letters OACP Hours Grammar Review for Productive Business OACP Hours Building a Powerful Vocabulary OACP Hours Effective Memo, and Report Writing OACP 1123 Business English Skills Tests Supervisory: OACP Hours Supervisory/Management Decision Making **If taken ONE of: Accounting for Non-Accountant, Bookkeeping or Intro to Payroll OACP Hours Accounting for the Non-Accountant Keyboarding OACP Hours Keyboarding for Beginners REQUIRED for Records Management Skills: OACP Hours Records Management 1 OACP Hours Records Management Advanced OACP Hours Records Management Specialized TOTAL Program HOURS 186 Hours Vancouver Community College 6 Office Administration Certificate Program

9 Accounting/Bookeeping/Payroll Introduction to Payroll (OACP 1105) 24 Hours For small business owners and payroll personnel who wish to learn how to prepare hourly, salaried and commission payroll. Participants will learn payroll law, record maintenance, pay cheque and statement preparation, T4 preparation, and how current source deduction rules affect payroll preparation. WCB, Revenue Canada Taxation, Records of Employment and Stats Canada reporting are covered, as well as Employment Standards. Please bring a calculator to the first class. Accounting for the Non-Accountant (OACP 1129) 18 Hours Participants will receive a management overview of accounting. Previous knowledge is not required. Participants will learn the role of an accountant, the double-entry accounting system, how to prepare and interpret financial statements, working capital concepts and general accounting terms. Please bring a calculator to first class. Required Textbook: Accounting by Nanci Lee Textbook Fee: check with VCC Downtown Bookstore Introduction to Bookkeeping (OACP 1130) 24 Hours This introductory course deals with the procedures that make up the accounting cycle for a service business. Participants will be introduced to transactions, journals, general ledgers, trial balances, as well as preparing simple financial statements. Required Textbook: CDN ED Basic Bookkeeping 6 th Edition by Barker. Textbook Fee: check with VCC Downtown Bookstore Vancouver Community College 7 Office Administration Certificate Program

10 Keyboarding Keyboarding for Beginners (OACP 1102) 18 Hours Keyboarding is a skill needed for success in virtually every career. Because keyboarding is a skill, to be successful you must apply proper techniques and meaningful practice in each class. Participants will learn to key letters, numbers and symbols. Classes are taught on computers with a keyboarding text and exciting Windows software. Required Textbook: College Keyboarding by VanHuss Textbook Fee: check with VCC Downtown Bookstore Keyboarding for Speed Building (OACP 1101) 18 Hours Students will increase their speed and accuracy on the computer in a friendly, supportive environment. Learn new techniques to increase speed and accuracy through exercises and drills. Computer Skills To graduate from this program, students should have basic computer knowledge relevant to their area of specialization. See IC 3 Computer Courses (CMPT 1301, CMPT 1302, CMPT 1303) in the Continuing Studies Computer Technology section. Many Office Administration students MAY already have some practical computer skills from previous experience, therefore the College does not stipulate specific computer courses as a certificate requirement. However, with current computer and technology advancement for office environment or personal knowledge, we recommend students take VCC IC3 Computer Courses. Please visit click on Part-Time Programs, click on IC3 Computer Courses for more detailed information or pick up a Continuing Studies flyer. **NOTE: ONLY IC 3 Computer Courses qualify for OACP hours. None of the 1 day Computer Courses (non-credit) qualify for OACP hours. Vancouver Community College 8 Office Administration Certificate Program

11 Option 1: Administration and Supervision Supervisory/Management and Decision Making (OACP 1127) 24 Hours Participants will focus on the techniques and skills required to manage effectively within today s organization. Topics include communication, decision making and leadership skills, all vital skills for an effective supervisor/manager. Office Procedures (OACP 1126) 18 Hours Participants will learn how to analyze the tasks and responsibilities of the administrative assistant and will understand how to handle business information and how technology can enhance productivity. Discussions and assignments focus on interpersonal skills and written communication, scheduling and organizing work activities, processing information, and organizing and managing manual and electronic records. Required Textbook: Administrative Procedures for the Canadian Office by Kilgour Textbook Fee: check with VCC Downtown Bookstore REQUIRED courses for Administration and Supervision Records Management 1 (OACP 1128) 30 Hours As the volume of information processed by business increases so does the need for a systematic approach to creating, classifying, storing, retrieving and disposing of that information. This course is valuable for anyone working with records and information systems in business or government. Covers key contemporary issues around freedom of information and privacy. Supported by the Association of Records Managers and Administrators. This course is offered once per year. Communication/Work Skills Effective Oral Communication (OACP 1145) 18 Hours Participants will become a more successful communicator with family, friends, colleagues, clients and supervisors and learn to express themselves with greater clarity, confidence and impact. Discover success strategies for impromptu speaking, delivering prepared speeches, speech evaluation, audience analysis, creative visualization, role play, and evaluation of thinking and learning styles. Become more knowledgeable about oral communication barriers and skills and gain confidence and comfort in the public forum. Vancouver Community College 9 Office Administration Certificate Program

12 ELECTIVE courses for Administration and Supervision The following courses may be used as electives in the Office Administration Certificate Program. Effective Notes and Minutes (OACP 1122) 6 Hours Effective note taking contributes to the success of a meeting and enhance a company s productivity. Separate the important from the unnecessary and learn to use the role of a recorder to contribute to the success of a meeting. Participants will learn to prepare an effective agenda, prepare for a meeting and follow up after the meeting. Make Time for Success (OACP 1185) 6 Hours Participants will be shown how to regain control of their time by beating work overload and improving their productivity and effectiveness. Students will learn about time management and personal productivity techniques to help them take control of their time and become more efficient. Setting goals, making time for priorities, cutting clutter, delegating and managing are some of the topics covered. Vancouver Community College 10 Office Administration Certificate Program

13 Business English Package NOTE: This is not an English as a Second Language group of courses. It is recommended that students register in Grammar Review for Productive Business Writing (OACP 1104) prior to enrolling in Writing Dynamic Business Letters (OACP 1103). ; Handouts will be provided for Business English Package courses Grammar Review for Productive Business Writing (OACP 1104) Building a Powerful Vocabulary (OACP 1106) Writing Dynamic Business Letters (OACP 1103) Effective Memo and Report Writing (OACP 1107) Business English Skills Test (OACP 1123) Grammar Review for Productive Business Writing (OACP 1104) 6 Hours Participants review points of grammar and basic sentence structure. Bring your questions and concerns to share in this workshop. Building a Powerful Vocabulary (OACP 1106) 6 Hours No other undertaking can boost your performance as quickly and surely as increasing your vocabulary. This seminar outlines for participants a system of ongoing study and provides a large number of new words and meanings. Please bring a dictionary. Writing Business Letters (OACP 1103) 6 Hours The modern and powerful language of business stresses clarity, conciseness and courteousness. This course provides the most up to date information on business writing and business letters. Discover strategies on how to be an effective business writer and achieve better results with your writing. Effective Memo, and Report Writing (OACP 1107) 6 Hours is quickly becoming the communication standard in the business world. Learn netiquette, formatting and how to be an effective communicator when sending memos, s and reports. This course discusses how clear and concise writing can help you achieve results in all of your business communication. Business English Skills Test (OACP 1123) up to 3 Hours to write tests The Business English Skills Test is REQUIRED for students in progress of achieving the Office Administration Certificate Program. ELECTIVE courses for OACP (Non Package Business English Courses) You Asked for More! (OACP 1197) 12 Hours Improve business writing skills and build your vocabulary! As an extension of Writing Dynamic Business Letters, participants will helped to write clearly, concisely and correctly in order to succeed in today s business world. Reading material and exercises will focus on how to read, comprehend and write more effectively. Written in-class assignments such as letters, s and summaries will be checked for grammar and clear writing. A must for students looking to improve grammar, vocabulary and business writing skills. Vancouver Community College 11 Office Administration Certificate Program

14 Option 2: Legal Office Skills The five-course program package introduces participants to basic concepts and legal office routines. Gain an understanding of the value of discretion and confidentiality in the legal field, and familiarity with basic legal forms and procedures in respect to the four major areas of law. Introduction to the Legal Office Program (3 hours) is the first of five courses. Courses are nine hours in duration. Participants may enrol in individual course or register for the package of all five courses. ; Handouts will be provided for Legal Office Skills Package courses Legal Office Package: Introduction to the Legal Office Program (OACP 1113) Civil Litigation (OACP 1114) Corporate (OACP 1115) Family Law (OACP 1116) Conveyancing (OACP 1117) Legal Office Package Test (OACP 1120) Introduction to the Legal Office Program (OACP 1113) 3 Hours This course covers the various types of law firms in existence and the roles of legal support staff. Participants will be introduced to reference sources and discuss the various areas of law. An overview of the package content and presentation is also included. Civil Litigation (OACP 1114) 9 Hours This course discusses the levels of Court in British Columbia and takes participants step-by-step through the procedures of a civil case, from Writ of Summons to trial, judgement and execution. Corporate (OACP 1115) 9 Hours Students will participant in an overview of incorporating a British Columbia company, plus annual reports and filings, and keeping minute books Family Law (OACP 1116) 9 Hours Participants will cover the Family court system in British Columbia and the various procedures and forms used in matrimonial law. Focus will be on Divorce Act Applications and Family Relations Act proceedings Conveyancing (OACP 1117) 9 Hours This introductory course provides participants with an overview of the responsibilities and duties of conveyancing staff, including the steps required to complete a typical residential conveyance. The Legal Office Skills Test (OACP 1120) - up to 3 Hours to write tests Administered at the end of the Introductory Legal Office Program (five courses). No charge. Vancouver Community College 12 Office Administration Certificate Program

15 REQUIRED for Legal Office Skills Legal Terminology (OACP 1138) 9 Hours This course covers the rules of legal language and terminology unique to each area of law. This course consists of mini-workshops to familiarize participants with the main areas of law. Bring to class: English Dictionary Legal Office Procedures (OACP 1139) 12 Hours This course provides an overview of a law office, analyzes the structure of a law office and various types of legal practice and areas of law. It reviews the importance of effective systems and procedures and the various types of legal support staff and their specific responsibilities. Legal Ethics and Confidentiality (OACP 1140) 9 Hours This course covers legal ethics as they apply to support staff in the various areas of law. Using case studies reviewed by the Bar Association, how the ethics of the profession bind you will be discussed. Emphasis is placed on the importance of confidentiality. ELECTIVE courses for Legal Office Skills BC Online Searches (OACP 1141) 9 Hours Learn to register legal documents and access land titles, court records, property taxes and assessments, BC companies, registrations, and Personal Property Security online. This hands-on computer course is for office professionals in banks, law and accounting firms, government and real estate offices. Advanced Conveyancing (OACP 1142) 6 Hours Learn advanced conveyancing issues including GST, Strata, and Property Transfer Tax adjustments; holdbacks (deficiencies and non-residence); and the importance of undertakings. Bring a calculator! Prerequisite: OACP 1117 Conveyancing or basic conveyancing experience required. (6 hours) Wills and Estates (OACP 1211) 6 Hours This one day course will introduce students to the preparation of a Will, including reasons why a Will should be prepared, the information required to prepare a Will and what makes a Will valid. Also covered in this course is the introduction to procedure of probating an Estate. NOTE: Students who completed the Office Administration Certificate with a specialty in the Legal Office Skills may continue their studies in the Paralegal Certificate Program in Paralegal Areas such as Litigation, Corporate, Real Estate/Conveyance, and Family Law and Estates. **For Paralegal Certificate Program website, please visit Students who currently have one year office experience PLUS completing Legal Office Package (5 courses + 1 test) may apply for the Paralegal Certificate Program **For Paralegal Certificate Program website, please visit Vancouver Community College 13 Office Administration Certificate Program

16 Medical Office Skills REQUIRED courses for Medical Office Skills Medical Terminology I (OACP 1108) 30 Hours Participants will receive a complete introduction to medical language for those wishing to work in technology/laboratory or related health fields. Learn the basics of anatomy, physiology, pathology, body structure and functions. Explore disease processes, investigations, treatments and learn surgical terms and practical applications. Study word parts (stems, prefixes, suffixes and abbreviations), pronunciation and spelling. Part one of a two-part course. Required Textbook: Language of Medicine by Chabner Textbook Fee: check with VCC Downtown Bookstore Medical Terminology II (OACP 1109) 30 Hours Follows Medical Terminology I and is offered twice a year. Continues medical terminology with further study of body systems. Learn about body senses; aspects of oncology and pharmacology. Prerequisite Medical Terminology I or a comparable course approved by the instructor. Medical Terminology I textbook will be used in this course. Required Textbook: Language of Medicine by Chabner Textbook Fee: check with VCC Downtown Bookstore Medical Office Procedures (OACP 1111) 24 Hours Participants will learn administrative and clinical duties to effectively manage a medical office. Topics covered: scheduling appointments and receptionist duties, patient records management, classification of drugs and routes of medication, fundamentals of medical billing and laboratory procedures. Medical Office Billing (OACP 1137) 12 Hours Prerequisite: Medical Office Procedures (OACP 1111) or current experience working with a non-computerized medical billing system. Participants will become familiar with data processing tasks required to bill for medical office visits, surgical procedures, diagnostic procedures as well as WCB/ICBC and out-of-province billing. Clinical Procedures (OACP 1155) 6 Hours This course is an introduction to basic clinical procedures and tests performed in a medical office or setting. Aspects of personnel safety, care of equipment and investigations are discussed. Practical procedures are demonstrated with hands-on experience and student participation. Medical Documentation/Transcription (OACP 1156) 18 Hours A basic course in the production of medical documents and transcribing of medical reports. Prerequisite: Medical Terminology 1 (OACP 1108), and basic computer skills and typing speed of 35 wpm is recommended. Required Textbook: Medical Transcription Fundamentals & Practice Textbook Fee: check with VCC Downtown Bookstore Vancouver Community College 14 Office Administration Certificate Program

17 Records Management Skills REQUIRED for Records Management Skills Records Management 1 (OACP 1128) 30 Hours As the volume of information processed by business increases so does the need for a systematic approach to creating, classifying, storing, retrieving and disposing of that information. This course is valuable for anyone working with records and information systems in business or government. Covers key contemporary issues around freedom of information and privacy. Supported by the Association of Records Managers and Administrators. This course is offered once per year. Records Management Advanced (OACP 1146) 30 Hours This course continues the development of concepts introduced in Records Management 1. Students will be expected to do case studies based on outside research in a field which will require the application of skills and knowledge in records/information management. This course is supported by the Association of Records Management and Administrators. This course is offered once per year. Records Management Special (OACP 1147) 24 Hours This course is an introduction to specialized functions within records/information management. Participants will explore several functions such as forms management, micrographics, reprographics, disaster recovery and optical disk technology. This course is supported by the Association of Records Managers and Administrators. MORE INFORMATION: The following forms are included with this program guide: Registration Form Application for Certificate NOTE: Students who completed 186 hours of study may submit Application for Certificate. Please allow 2-3 weeks for processing. Process of a Certificate: 1. VCC Continuing Studies received your Application for Certificate 2. Program Coordinator to approval your Application for Certificate 3. Your Application for Certificate submitted for printing 4. Program assistant will mail your certificate once s/he received it from printing Vancouver Community College 15 Office Administration Certificate Program

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19 Application for Graduation Certificate To request your certificate or diploma, complete and submit this application form to the Continuing Studies Office in Room 203. Graduation takes place in November and all applications must be received by September 1. To be Completed by Student Today s Date VCC Student ID# (if known) Name of Program Please print your name EXACTLY as you wish it to appear on your Certificate/Diploma. Given Name(s) Family Name Apartment Number Street Address Home Phone# City Postal Code Work Phone# Check one: Mail certificate/diploma to above address Hold certificate/diploma for pick up For Office Use Only Name of Program Please verify and print EXACT name of program Date to be on Certificate Month Year Approved by Date Program Coordinator/Assistant Return to Program Assistant by: Mailed Awarded (SHADEGR) Program Assistant: Check for any outstanding Library fines or student account holds before approving Application for Graduation Certificate. 250 West Pender Street, Vancouver, BC V6B 1S9 Tel: Fax: This information is collected under the authority of the College and Institute Act. It is required for registration on the Banner Registration System and your application for admission, and will be used only for that purpose. The information is protected and is used in compliance with the B.C. Freedom of Information and Protection of Privacy Act. If you have any questions about the collection or use of the information, please contact the Program Coordinator.

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