Office Administration Certificate Program

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Centre for Continuing Studies

Office Administration

Certificate Program

Program Guide

Revised September 2010

City Centre Campus

250 West Pender Street

Vancouver, BC V6B 1S9

VCC website: www.vcc.ca

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Office Administration Certificate Program

Purpose

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.

Goals

To provide certificate or non-certificate participants with current,

up-to-date skills for the modern day office.

Activities & Design

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 OfficeSkills Option 4: Records Management Skills

Hours Required for

Certificate

Student must complete 186 hours of classroom study before a certificate can be issued.

Evaluation

Participants are evaluated on the basis of an assignment(s) and/or

in-class work as well as examinations.

Entrance

Requirements

Grade 12 completion or equivalent.

Additional

Information

VCC Continuing Studies 203-250 West Pender Street Vancouver, BC V6B 1S9

Program Assistant – 604.443.8711

Schedules/Fees

www.vcc.ca , click on Part-Time Program

or pick-up a copy of Continuing Studies Flyer

**Tuition Fees are subject to change without notice

Terms

Winter: January – March

Spring: April – June

Fall: September – December

Registration

1. by web at www.vcc.ca

2. in person in Room 203-250 West Pender Street, Vancouver 3. by phone 604-443-8484 (please provide credit card)

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Office Administration Certificate Program

(OACP) Core Courses:

Course #

Hours

Course Name

Office Procedures: OACP 1126 18 Hours Office Procedures

Business English Skills (Total 24 Hours):

OACP 1103 6 Hours Writing Dynamic Business Letters

OACP 1104 6 Hours Grammar Review for Productive Business OACP 1106 6 Hours Building a Powerful Vocabulary

OACP 1107 6 Hours Effective Memo, E-mail and Report Writing OACP 1123 Business English Skills Tests

Supervisory: OACP 1127 24 Hours Supervisory/Management Decision Making

One of the following (or all three):

Accounting for Non-Accountant, Bookkeeping or Payroll courses

OACP 1105 24 Hours Introduction to Payroll

OACP 1129 18 Hours Accounting for the Non-Accountant OACP 1130 24 Hours Introduction to Bookkeeping

Keyboarding OACP 1102 18 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 1126 2. Medical Office Billing OACP 1137 NOT any of the 3 accounting courses

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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 1128 - Records Management 1 - 30 hours

OACP 1145 - Effective Oral Communication - 18 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

**If taken ONE of: Accounting for Non-Accountant, Bookkeeping or Intro to Payroll

OACP 1129 18 Hours Accounting for the Non-Accountant

REQUIRED for Administration & Supervision:

OACP 1128 30 Hours Records Management 1

OACP 1145 18 Hours Effective Oral Communication

TOTAL CORE HOURS 150 Hours

Example of ELECTIVES

1 Leadership Course 6 Hours IC3 Word/Excel L1 & L2 Course 30 Hours

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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 IC3 Computer Certification programs.

****This is just ONE possible example to achieve 186 hours:

Course #

Hours

Course Name

Legal Office Procedures:

OACP 1139 12 Hours Legal Office Procedures

REQUIRED for Legal Office Skills:

OACP 1113 3 hours Introduction to Legal Office Program OACP 1114 9 hours Civil Litigation

OACP 1115 9 hours Corporate OACP 1116 9 hours Family Law OACP 1117 9 hours Conveyancing

OACP 1120 Legal Office Package Tests OACP 1138 9 hours Legal Terminology

OACP 1140 9 hours Legal Ethics & Confidentiality

TOTAL CORE HOURS 153 Hours Example of ELECTIVES:

OACP 1141 9 hours BC Online Searches

OACP 1145 18 hours Effective Oral Communication OACP 1211 6 hours Wills and Estates

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Specialized Area: Option 3 Medical Office Skills

Medical Office Skills provides an introduction to terminology, procedures, practices, records, forms, billings and routines:

****This is an example to achieve 186 hours:

Course #

Hours

Course Name

Medical Office Procedures:

OACP 1111 24 Hours Medical Office Procedures

REQUIRED for Medical Office Skills:

OACP 1108 30 hours Medical Terminology 1 OACP 1109 30 hours Medical Terminology 2 OACP 1137 12 hours Medical Office Billing

OACP 1156 18 hours Medical Document/Transcription OACP 1155 6 hours Clinical Procedures

TOTAL Program HOURS

186 Hours

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

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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 1128 - Records Management 1 - 30 hours

OACP 1146 - Records Management Advanced - 30 hours OACP 1147 - 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

REQUIRED for Records Management Skills:

OACP 1128 30 Hours Records Management 1

OACP 1146 30 Hours Records Management Advanced OACP 1147 24 Hours Records Management Specialized

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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.

Textbook: none

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 6th Edition by Barker. Textbook Fee: check with VCC Downtown Bookstore

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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.

Textbook: none

Computer Skills

To graduate from this program, students should have basic computer knowledge relevant to their area of specialization. See IC3 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 www.vcc.ca , 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.

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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.

Textbook: none

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.

Textbook: none

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.

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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.

Textbook: none

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 email are some of the topics covered.

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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).

Textbook: none; 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, E-mail and Report Writing (OACP 1107) – 6 Hours

Email is quickly becoming the communication standard in the business world. Learn netiquette, formatting and how to be an effective communicator when sending memos, emails 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, e-mails and summaries will be checked for grammar and clear writing. A must for students looking to improve grammar, vocabulary and business writing skills. Textbook: none

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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.

Textbook: none; 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

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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.

Textbook: none

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.

Textbook: none

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. Textbook: none

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.

Textbook: none

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 http://continuinged.vcc.ca/legal

Students who currently have one year office experience PLUS completing Legal Office Package (5 courses + 1 test) may apply for the Paralegal Certificate Program

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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. Textbook: none

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. Textbook: none

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. Textbook: none

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

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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. Textbook: none

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. Textbook: none

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.

Textbook: none

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

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Centre for Continuing Studies

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: 604.443.8484 Fax: 604.443.8667

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

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