Secretarial 5857
Official program of study for students wishing to work as an administrative assistant.
Program Objectives
This program provides the skills necessary to professionally perform the tasks assigned to secretaries, receptionists or administrative assistants to effectively support managers and professional staff.
The responsibilities of secretarial staff vary depending on the type and size of the organization that employs them (Government, school boards, financial institutions, businesses, etc.). These tasks are generally diverse.
A secretarial staff make efficient use of office software to entre and process data on a computer, produce and format documents, create document templates, design tables, graphs and reports and presentations. They provide technical support to their colleagues in the use and maintenance of equipment and may be assigned the tasks of updating the organization's website and publishing on social media.
In addition, secretaries create a variety of texts and edit documents created by others to ensure linguistic quality. Translating texts can also added to their tasks.
In addition to being versatile, people who choose this profession must stand out through with interpersonal skills and a sense of organization, because their responsibilities include welcoming customers, setting up and confirming appointments, the follow-up of correspondence as well as the organization of professional events.
Secretaries are also entrusted with numerous administrative tasks, including the management of material resources, records, computerized bookkeeping along with other accounting tasks.
Program Content
960-501 Competency 1 - Occupation and Training (15 hrs)
Choosing a profession is pivotal to an individual's future. For this reason, it is important to ensure that the nature and requirements of the profession correspond to one's tastes and aptitudes. In this course, the student will be encouraged to continue his reflection on his professional orientation, by learning about the job market, the requirements of the secretary profession, the ethical rules that frame it, etc.
960-515 Competency 2 - Proofreading (75 hrs)
All business documents must be impeccable with respect to its language quality. This course introduces the essentials for identifying and correcting grammar and spelling errors. Students will learn how to revise text, then put their acquired skills into practice. This course is both theoretical and practical and aims to acquire the skills to ensure the quality of a text.
960-526 Competency 3 - Word Processing (90 hrs)
Word processing is the practise of using software to enter text, edit it, and apply formatting to it. It can be a letter, a contract, or any other type of document. In this course, students will learn how to manipulate text, create tables, merge texts with lists of data and apply text layout with Word 2019.
960-534 Competency 4 - Quality of Written English (60 hrs)
The delicate task of revising documents is often entrusted to the secretarial staff, which is why people who wish to enter this profession, must have an excellent command of written English. In this course, students will have the opportunity to hone their skills in text revision. The identification and correction of syntax, punctuation and vocabulary errors, and the elimination of repetitions and redundancy are covered.
960-544 Competency 5 - Customer Service (60 hrs)
Making a good first impression is essential in business. It is the secretaries who welcome customers and respond to their requests, which is why customer service must be performed with professionalism and efficiency. In this course, students will learn how to greet clients, handle phone calls, write emails, follow up on appointments, and more.
960-554 Competency 6 - Document Management (60 hrs)
Businesses produce and receive numerous documents every day. The processing and classification of these documents requires knowledge in document management, which is covered in this course. Students will learn how to classify documents, create files, protect documents and determine which files to transfer or destroy.
960-562 Competency 7 - Producing Spreadsheets (30 hrs)
When it comes to numbers, Excel is an essential ally of secretaries. Excel offers the ability to create sales reports or to compile statistics. In this course, students will learn to use the basic functionalities of Excel 2019. Students will practice creating workbooks and inserting data and formulas into them, and will also learn how to change the layout of the workbooks for optimal printing.
960-572 Competency 8 - Designing Presentations (30 hrs)
Whether used for training employees or in advertising, multimedia presentations are at the heart of corporate communications. Both theoretical and practical, this course equips the student with the tools to create effective and engaging PowerPoint presentations. The student will learn, among other things, how to insert text, images, and videos into their presentations, and to make them more dynamic using hyperlinks, transitions and animations.
960-584 Competency 9 - Business Texts in English (60 hrs)
Secretaries write letters, emails and other types of documents daily, which is why having strong writing skills is an asset for those who wish to enter this profession. In this course, students will learn to plan the content of a text, to structure the message and to write a clear and coherent text in an appropriate style and tone for business.
960-596 Competency 10 - Accounting Operations (90 hrs)
Day-to-day accounting operations are essential to the proper functioning of a business. In this course, students will learn how to manage accounts receivable, such as preparing invoices, and accounts payable. Students will also acquire the necessary skills to prepare payroll documents. Finally, students will practice setting the right priorities in order to accomplish all these tasks effectively.
960-605 Competency 11 - Business Correspondence (75 hrs)
Secretarial staff are frequently given the responsibility of drafting and disposing of administrative letters. This course aims to teach the skills necessary to create such letters. More specifically, the student will learn to write the content of different types of letters such as invitations, formal notices or acknowledgments of receipt. The layout and formatting of all elements of a letter will also be discussed.
960-613 Competency 12 - Creating Databases (45 hrs)
A database manager is a computerized system that allows the processing of a large volume of data. In this course, students will learn to use Access 2019, the database software in the Microsoft Office suite of programs. Among other things, students will practice manipulating and organizing data in tables, and creating forms and reports from information contained in a database.
960-623 Competency 13 - Handling Cash (45 hrs)
Money management is often entrusted to secretarial staff. In this course, students will learn how to perform various accounting tasks essential to the proper functioning of a business. Students will practice making deposits and bank transactions, either manually or using accounting software. Students will also learn about managing a petty cash.
960-635 Competency 14 - Translation (75 hrs)
Particularly in Quebec, businesses often produce the same text in French and English. Having translation skills is therefore an asset for administrative staff. In this course, students will become familiar with the reference tools necessary for translation, will learn to interpret the source text correctly, and then how to translate professional documents (letters, emails, press releases, etc.).
960-644 Competency 15 - Producing Tables and Charts (60 hrs)
Both theoretical and practical, this course will allow students to perfect their knowledge of Excel 2019. In fact, students will deepen their knowledge of data processing, by linking spreadsheets together. They will also learn how to create graphs and flowcharts to illustrate data, and to work more efficiently using models and macros.
960-656 Competency 16 - Visual Design of Documents (90 hrs)
Not all documents are alike. Some require more complex layout and graphic design choices. This course guides students in the design, production and distribution of various documents such as business cards, advertising documents, forms, etc. To accomplish this, students will learn the features of Word 2019 and Publisher 2019.
960-666 Competency 17 - Business Texts in French (90 hrs)
Secretaries will certainly have to write documents in French. These documents must be impeccable both in content and form. In this course, students will learn to plan the content of a text and to structure the message. Then, they will write, in French, a professional text that is clear, coherent and free from linguistic errors. Students must also ensure that the layout is done in accordance with the standards and practices of the French language.
960-672 Competency 18 - Digital Media (30 hrs)
Nowadays, secretarial staff are required to create web content or update content on different platforms. This course will teach the skills necessary to plan, write and format content for the web (blog post, web page, etc.). Students will also learn how to upload their work to a WordPress site, how to manage their publications and how to test the use of the media.
960-683 Competency 19 - Interacting in French (45 hrs)
To interact with colleagues or clients, fluency in spoken French is required. In this course, after a review of basic French language skills, students will learn to greet visitors with confidence and professionalism, and then to make and receive calls using proper telephone protocol. The management of voice mail, appointments and reservations is also discussed.
960-695 Competency 20 - Following Up on Business Correspondence (75 hrs)
Following up on paper and emails quickly and efficiently is essential for the proper functioning of a business. This course aims to teach the skills necessary to accomplish this task. Students will learn how to process printed mail, manage emails using Outlook 2019, write reply letters, and send mass mailings. Finally, students will develop methods to automate their tasks.
960-704 Competency 21 - Meetings and Events (60 hrs)
Organizing an event is an exciting, but challenging task. In this course, students will learn how to create, and schedule meetings based on the participants needs and resources available. Students will also learn how to make reservations, prepare invitations and press releases, and then how to circulate and distribute these documents. Finally, students will learn how to produce event reports.
960-714 Competency 22 - Producing Reports (60 hrs)
Reports provide valuable information needed in the decision-making process. In this course, students will learn how to transcribe text and then to create reports in Word 2019. Students will also practice applying styles, inserting sections and a table of contents, managing pagination, and much more. Finally, they will learn the steps of protecting a document, commenting and tracking changes, and finally, how to distribute a report.
960-722 Competency 23 - Technical Support (30 hrs)
Working in a business requires mastery of many devices and software. This course aims to teach the skills necessary to install and maintain a multitude of devices (computer, printer, etc.), and to assist staff in the use of software. Students will learn, among other things, to solve common problems using an appropriate customer approach, to create technical documents and to distribute them.
960-733 Competency 24 - Coordinating Multiple Tasks (45 hrs)
Knowing how to coordinate tasks is an essential skill for secretaries, who must manage many projects at the same time. In this course, students will create a realistic plan and schedule according to the task at hand, organize their workspace and refine their working methods in order to be more efficient. Students will also learn to use functions for revising shared documents to produce high-quality work.
960-746 Competency 25 - Entering the Workforce (90 hrs)
In this course, students will prepare for a workplace internship by identifying companies able to meet their expectations, by writing a resume along with a cover letter, and then by obtaining an internship. During this step, students will keep a logbook in which they will record their observations and eventually, produce a report on their experience.
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