Business and Office Technologies February 2012 Needs Assessment

Business and Office Technologies February 2012 Needs Assessment Prepared by Elisa Lewis Date: February 6, 2012 Business and Office Technologies 1

Scope Data compiled in this report covers San Bernardino, Riverside, Orange, and Los Angeles counties. Data were drawn from external sources, including the Employment Development Department s California Labor Market Information and the U.S. Department of Education s Integrated Postsecondary Education Data System (IPEDS), as well as Chaffey College s Colleague Administrative database. Data Sources and Calculations Educational Program Data TOP Code Program of Study 0514.00 Office Technology/Office Computer Applications The Taxonomy of Programs (TOP) is a standardized system used at the state level to classify programs and courses at California Community Colleges that are intended to achieve the same outcome. The Business and Office Technologies program at Chaffey College is classified under the Office Technology/Office Computer Applications TOP code. CIP Code Program of Study 52.0401 Administrative Assistant and Secretarial Science, General The Classification of Instructional Programs (CIP) is a standardized coding system used at the federal level to facilitate accurate tracking, assessment, and reporting of fields of study and program completion at educational institutions throughout the country. This report draws on the Administrative Assistant and Secretarial Science CIP code, which maps to the Office Technology/Office Computer Applications TOP code, to compare Chaffey College to other institutions and examine employment trends. Completions Data Degree and certificate data regarding students at Chaffey College were collected from the Colleague Administrative database. Degree and certificate data for all comparison schools were collected from the U.S. Department of Education s Integrated Postsecondary Education Data System (IPEDS). All comparison institutions included in this report are postsecondary and have provided data to IPEDS. IPEDS defines postsecondary education as a formal program designed primarily for students beyond high school age. These include academic, vocational, and continuing professional education, and exclude avocational and adult basic education programs. Occupational Data SOC Code Occupational Title 436011 Executive Secretaries and Administrative Assistants 436014 Secretaries, Except Legal, Medical, and Executive The Standard Occupational Classification (SOC) system is used by federal statistical agencies to classify workers into occupational categories. The Administrative Assistant and Secretarial Science CIP code was mapped to the two SOC codes listed in the table above using the crosswalk described in the paragraph below. 2

Educational Program to Occupation Crosswalk The TOP-CIP-SOC Crosswalk (Employment Development Department, 2007) was used in this report to map TOP codes to CIP and SOC codes. This crosswalk allows the user to estimate labor market demand for California Community College program completers using SOC-based projections from the California Labor Market Information Division. Industry Data The North American Industry Classification System (NAICS) is used by federal statistical agencies to classify business establishments for the purpose of conducting and reporting research on the U.S. business economy. The Standard Occupation Classification codes are mapped to industry data by the California Labor Market Information Division. Industry information is used to geographically map the business locations of potential employers as well as to observe trends across the industries that employ the occupations identified above. 3

Introduction and Contents Contents Background Information 5 Regional Job Outlook 7 Largest and Fastest Growing Industry Employers 9 Regional Graduation Summary 13 Chaffey College s Performance on Core Indicators 15 Map of Employers and Competitor Institutions 16 Purpose and Goals Chaffey College currently offers an Associate degree program in Business and Office Technologies: Professional Administrative Assistant, 36-43.5, which includes an Executive option (3 extra units) and an Executive-Bilingual option (9 extra units). The Professional Administrative Assistant certificate bears the same requirements as the Associate s degree. Six additional certificates are offered including Data Entry, 15.5 units, General Office Assistant, 13.5-15 units, Microsoft Office Excel Applications, 10.5-13, Microsoft Office Specialist, 15 units, and Microsoft Word Specialist, 12 units. The following is a description of the Business and Office Technologies program as outlined in the 2011-12 Catalog: The Business and Office Technologies program (1) prepares students for employment as office support personnel, administrative assistants, and office managers; (2) develops computer competencies for the workplace, educational advancement, and personal use; and (3) provides a foundation for developing workplace and lifelong learning, skills, and knowledge. The program offers Associate in Science degrees, Program Certificates, and Proficiency Certificates. The purpose of this report is to integrate and analyze data from multiple sources to determine labor market needs for the Business and Office Technologies program at Chaffey College. Regional Definitions Inland Empire includes the Riverside-San Bernardino-Ontario Metropolitan Statistical Area (MSA) Los Angeles County includes the Los Angeles- Long Beach-Glendale Metropolitan Division Orange County includes the Santa Ana- Anaheim-Irvine Metropolitan Division Key Terms and Concepts Replacement Jobs: Replacement jobs refer to the number of job openings due to workers leaving an occupation. Annual Openings: Annual openings are calculated by adding the number of new jobs to the number of replacement jobs, divided by the number of years in the projection period. Projections: Projections of employment are calculated by the Employment Development Department and are based on a mathematical formula that includes historical employment and economic indicators along with national, state, and local trends. Occupation: Jobs are grouped into occupations using the federal Standard Occupational Classification (SOC) system. Industry: Occupations are grouped into industries using the North American Industry Classification System (NAICS). Wages: Hourly wages are reported in percentiles and averages. The 25 th percentile is a useful proxy of entry-level wages and the 75 th percentile of experienced-level wages. 4

Background Information Business and Office Technologies Business and Office Technologies programs in California Community Colleges focus on teaching students a broad, balanced introduction to professional careers in business. Course topics usually cover methods of disseminating information, by manual or electronic means, including administrative office practices (keyboarding, computer literacy/applications, internet usage, e-mailing, scheduling, etc.), global concepts, and office management skills (problem-solving, critical thinking, and interpersonal relations). 1 The descriptions of job duties for Business and Office Technologies-related occupations are provided by the Occupational Information Network. 2 Executive Secretaries and Administrative Assistants 2 Executive Secretaries and Administrative Assistants provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff. Typical Tasks Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software. Answer phone calls and direct calls to appropriate parties or take messages. Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors. Attend meetings to record minutes. Greet visitors and determine whether they should be given access to specific individuals. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. File and retrieve corporate documents, records, and reports. Open, sort, and distribute incoming correspondence, including faxes and email. Make travel arrangements for executives. 1 California Community Colleges, Chancellor s Office, Taxonomy of Programs, Sixth Edition (Corrected Version). 2 O*Net Online: http://online.onetcenter.org/find 5

Secretaries, Except Legal, Medical, and Executive 2 Secretaries, Except Legal, Medical, and Executive perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. Typical Tasks Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs. Set up and maintain paper and electronic filing systems for records, correspondence, and other material. Locate and attach appropriate files to incoming correspondence requiring replies. Open, read, route, and distribute incoming mail or other materials and answer routine letters. Complete forms in accordance with company procedures. Make copies of correspondence or other printed material. Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions. Compose, type, and distribute meeting notes, routine correspondence, and reports. 2 O*Net Online: http://online.onetcenter.org/find 6

Regional Job Outlook Projected Regional Job Outlook The table below displays 2008 employment estimates and 2018 projections for Business and Office Technologies-related jobs. Job openings for Executive Secretaries and Administrative Assistants are plentiful across all regions of interest. Job openings for Secretaries, Except Legal, Medical, and Executive are comparably declining. Total Estimated 2008 Jobs Total Projected 2018 Jobs Projected Growth (%) Ave. Annual New Job Openings Ave. Annual Replacement Job Openings Ave. Annual Total Job Openings Executive Secretaries and Administrative Assistants State of California 220,200 241,900 21,700 (9.9%) 2,170 2,970 5,140 Inland Empire 11,980 12,870 890 (7.4%) 89 161 250 Los Angeles CO 64,710 70,580 5,870 (9.1%) 587 872 1,459 Orange CO 22,190 23,910 1,720 (7.8%) 172 299 471 Secretaries, Except Legal, Medical, and Executive State of California 113,500 112,800-700 (-0.6%) -70 1,600 1,530 Inland Empire 9,130 8,900-230 (-2.5%) -23 146 123 Los Angeles CO 33,420 33,020-400 (-1.2%) -40 490 450 Orange CO 10,510 10,220-290 (-2.8%) -29 171 142 Source: Labor Market Information Division, Employment Development Department, Occupation Profile, on the Internet at: http://www.labormarketinfo.edd.ca.gov/ (visited January 13, 2012). 7

Projected Regional Job Growth The graphs below show the projected growth from 2008 to 2018 of Business and Office Technologiesrelated jobs. As the graphs show, the number of Executive Secretaries and Administrative Assistants jobs is expected to grow across all regions of interest. However, all Secretary, Except Legal, Medical, and Executive jobs are expected to decline a bit across all regions of interest. % Growth 50 40 30 20 10 0 Executive Secretaries & Administrative Assistants California Inland Empire Los Angeles County Orange County Secretaries, Except Legal, Medical, & Executive % Growth 45 35 25 15 5-5 California Inland Empire Los Angeles County Orange County Source: Labor Market Information Division, Employment Development Department, Occupation Profile, on the Internet at: http://www.labormarketinfo.edd.ca.gov/ (visited January 13, 2012). Regional Hourly Wages This table displays the First Quarter of 2011 hourly wage statistics of Business and Office Technologiesrelated jobs. In general, wages are fairly comparable across all jobs and regions. An employee in one of these jobs can expect to earn anywhere from $12/hr to $29/hr, depending on the specific job and the employee s level of experience. Mean Hourly Rate 25 th Percentile Median Hourly Rate 75 th Percentile Executive Secretaries and Administrative Assistants State of California $24.30 $18.42 $23.11 $29.28 Inland Empire $22.11 $17.28 $21.14 $26.30 Los Angeles CO $24.15 $18.18 $23.04 $29.26 Orange CO $24.33 $18.41 $23.87 $29.61 Secretaries, Except Legal, Medical, and Executive State of California $18.04 $13.90 $17.53 $21.83 Inland Empire $16.68 $12.71 $16.47 $20.32 Los Angeles CO $17.61 $13.32 $16.88 $21.39 Orange CO $18.82 $14.66 $18.59 $22.81 Source: Labor Market Information Division, Employment Development Department, Occupation Profile, on the Internet at: http://www.labormarketinfo.edd.ca.gov/ (visited January 13. 2012). 8

Largest and Fastest Growing Industry Employers Largest Industry Employers of Business and Office Technologies-Related Occupations The graphs below display the 2008 staffing patterns of the largest industries employing Business and Office Technologies-related occupations across the state of California. Each of these occupations is employed in at least 10 industries. Number of Employees 16,000 14,000 12,000 10,000 8,000 6,000 4,000 2,000 0 Executive Secretaries & Administrative Assistants Number of Employees 14,000 12,000 10,000 8,000 6,000 4,000 2,000 0 Secretaries, Except Legal, Medical, and Executive Source: Labor Market Information Division, Employment Development Department, Staffing Patterns, on the Internet at: http://www.labormarketinfo.edd.ca.gov/iomatrix/staffing-patterns1.asp (visited January 13, 2012). 9

Change Over Time of the Largest Industry Employers of Business and Office Technologies-Related Occupations The graphs below display projections of staffing changes from 2008-2018 of the largest industries employing Business and Office Technologies-related occupations in the state of California. Percent Change 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% -10.00% -20.00% Executive Secretaries & Administrative Assstants Percent Change 40.00% 30.00% 20.00% 10.00% 0.00% -10.00% -20.00% -30.00% Secretaries, Except Legal, Medical, and Executive Source: Labor Market Information Division, Employment Development Department, Staffing Patterns, on the Internet at: http://www.labormarketinfo.edd.ca.gov/iomatrix/staffing-patterns1.asp (visited January 13, 2012). 10

Other Industries with Growth in Business and Office Technologies-Related Occupations Aside from the industries that were displayed in the graphs above, each of the two Business and Office Technologies-related occupations are associated with additional industries with growth. The table below displays these industries along with their numeric change and percent growth from 2008 to 2018. Employment in California Industry 2008 2018 Numeric Change Percent Growth Executive Secretaries and Administrative Assistants Computer Systems Design and Rel Svcs 400 600 200 50.0% Scientific Research and Development Svc 5,000 6,800 1,800 36.0% Activities Related to Real Estate 4,500 5,600 1,100 24.4% Other Financial Investment Activities 4,500 4,800 300 6.7% Religious Organizations 4,300 4,600 300 7.0% General Medical and Surgical Hospitals 4,100 4,700 600 14.6% Insurance Agencies, Brokerages & Support 3,700 3,900 200 5.4% Legal Services 2,900 3,500 600 20.7% Office Administrative Services 2,900 3,600 700 24.1% Advertising and Related Services 2,400 2,600 200 8.3% Depository Credit Intermediation 2,300 2,400 100 4.3% Electronic Markets and Agents/Brokers 2,200 3,100 900 4.1% State Government 2,200 2,300 100 4.5% Building Equipment Contractors 2,200 2,500 300 13.6% Individual and Family Services 2,100 2,300 200 9.5% Junior Colleges 2,100 2,400 300 14.3% Professional and Similar Organizations 2,100 2,300 200 9.5% Residential Building Construction 1,900 2,100 200 10.5% Offices of Physicians 1,500 2,000 500 33.3% Other Schools and Instruction 1,300 1,400 100 7.7% Accommodation 1,300 1,500 200 15.4% Independent Artists/Writers/Performers 1,300 1,500 200 15.4% Grantmaking and Giving Services 1,300 1,500 200 15.4% Other Professional & Technical Services 1,100 1,300 200 18.2% Social Advocacy Organizations 1,100 1,300 200 18.2% Automotive Repair & Maintenance 1,000 1,100 100 10.0% Building Foundation/Exterior Contractors 900 1,000 100 11.1% Software Publishers 900 1,100 200 22.2% Misc Nondurable Goods Merchant Whsle 900 1,200 300 33.3% Specialized Design Services 800 1,000 200 25.0% Activities Rel to Credit Intermediation 800 900 100 12.5% Pharmaceutical & Medicine Manufacturing 800 1,000 200 25.0% Electric Goods Merchant Wholesalers 800 900 100 12.5% Commercial Goods Merchant Wholesalers 800 900 100 12.5% 11

Civic and Social Organizations 800 900 100 12.5% Outpatient Care Centers 700 900 200 28.6% Radio and Television Broadcasting 700 800 100 14.3% Grocery Product Merchant Wholesalers 600 700 100 16.7% Electronic Shopping & Mail-Order Houses 600 800 200 33.3% Other Information Services 600 700 100 16.7% Museums, Parks and Historical Sites 600 700 100 16.7% Offices of Other Health Practitioners 500 600 100 20.0% Building Material and Supplies Dealers 400 500 100 25.0% Cable and Other Subscription Programming 400 500 100 25.0% Power Generation and Supply 400 500 100 25.0% Emergency and Other Relief Services 400 500 100 25.0% Beverage & Tobacco Product Manufacturing 300 400 100 33.3.% Motor Vehicle/Part Merchant Wholesalers 300 400 100 33.3% Warehousing and Storage 300 400 100 33.3% Grocery Stores 300 400 100 33.3% Apparel/Piece Goods Merchant Wholesalers 300 400 100 33.3% Nursing Care Facilities 200 300 100 50.0% Spectator Sports 200 300 100 50.0% Lumber and Supply Merchant Wholesalers 100 200 100 100.0% Nonscheduled Air Transportation 100 200 100 100.0% Secretaries, Except Legal, Medical, and Executive Residential Building Construction 2,100 2,200 100 4.8% Professional and Similar Organizations 1,500 1,600 100 6.7% Electronic Markets and Agents/Brokers 1,300 1,500 200 15.4% Other Professional & Technical Services 900 1,000 100 11.1% Individual and Family Services 900 1,000 100 11.1% Misc Nondurable Goods Merchant Whsle 700 800 100 14.3% Office Administrative Services 700 800 100 14.3% Offices of Physicians 600 1,100 500 83.3% Scientific Research and Development Svc 400 500 100 25.0% Beverage & Tobacco Product Manufacturing 400 500 100 25.0% Apparel/Piece Goods Merchant Wholesalers 300 400 100 33.3% Electronic Shopping & Mail-Order Houses 300 400 100 33.3% Specialized Design Services 200 300 100 50.0% Water, Sewage and Other Systems 100 200 100 100.0% Source: Labor Market Information Division, Employment Development Department, Staffing Patterns, on the Internet at: http://www.labormarketinfo.edd.ca.gov/iomatrix/staffing-patterns1.asp (visited January 13, 2012). 12

Regional Graduation Summary Education and Training 3 Education and training requirements for Business and Office Technologies-related occupations vary. Executive Secretaries and Administrative Assistants acquire skills in various ways. Training ranges from high school vocational education programs that teach office skills and keyboarding to one- and two-year programs in office administration offered by business schools, adult education programs, and community colleges. Many temporary placement agencies also provide formal training in computer and office skills. However, skills can be acquired through on-the-job instruction or training provided by vendors. In regards to Secretaries, Except Legal, Medical, and Executive, a high school diploma is sufficient for many graduates who have basic office skills to qualify for entry-level secretarial positions. However, employers increasingly require extensive knowledge of software applications, such as word processing, spreadsheets, and database management. Since Secretaries build knowledge and experience to make good judgments on the job, many employers will not hire applicants until they have two to three years of experience. Training can be obtained through high school vocational education programs, business schools, vocational schools, and community colleges. California does not require Secretaries to complete continuing education to perform their duties. Secretaries tend to acquire more advanced skills through onthe-job instruction by other employees. Regional Completers in Administrative Assistant and Secretarial Science, General Programs The table below displays the number of program completers in the 2010-11 academic year at regional institutions offering Administrative Assistant and Secretarial Science, General programs. Besides Chaffey College, there are 33 institutions offering degrees or certificates below the baccalaureate level across the four county region. Institution Name < 1 year Certificate 1 to < 2 year Certificate Award Level Associate s Degree 2 to < 4 year Certificate Chaffey College 6 1 2 -- Abram Friedman Occupational Center -- 31 -- -- American Auto Institute -- 0 -- -- Antelope Valley College 4 3 8 -- Barstow Community College 3 -- -- -- Cerritos College -- 2 -- -- Coastline Community College 6 -- 11 -- College of the Canyons 13 -- 9 -- Cypress College -- 3 2 -- East Los Angeles College 31 16 6 -- El Camino Community College District 5 -- 2 -- Everest College - Alhambra -- 24 -- -- 3 Labor Market Info, Employment Development Department, California Occupational Guides, on the Internet at: http://www.labormarketinfo.edd.ca.gov/occguides/ (visited January 13, 2012). 13

Everest College City of Industry -- 52 -- -- Glendale Community College 32 3 18 -- Golden West College 1 -- 1 -- ICDC College 46 -- -- -- Irvine Valley College 8 -- 1 -- Long Beach City College 38 3 3 -- Los Angeles City College 17 2 5 -- Los Angeles Harbor College -- 1 6 -- Los Angeles Mission College -- 6 1 -- Los Angeles Pierce College 12 -- -- -- Los Angeles Trade Technical College -- 8 3 -- Los Angeles Valley College 1 2 10 -- Mt San Antonio College 2 -- 2 -- Mt San Jacinto Community College District -- 7 7 -- Palo Verde College -- -- 1 -- Pasadena City College -- 17 -- -- Riverside City College 13 2 1 -- Saddleback College 4 -- 1 -- San Bernardino Valley College 2 10 5 -- Santa Ana College 11 -- 3 -- Summit College 44 -- -- -- Victor Valley College 6 -- 12 -- Total 305 193 120 0 Note: -- indicates that this type of degree is not offered. 0 indicates that this degree/certificate level is offered but no degrees or certificates were granted. Source: National Center for Education Statistics, U.S. Department of Education, Integrated Postsecondary Education Data System, on the Internet at: http://www.nces.ed.gov/collegenavigator/ (visited January 13, 2012) 14

Chaffey College s Performance on Core Indicators The Perkins IV Career and Technical Education Improvement Act of 2006 mandates that all state and local postsecondary institutions provide data on six core performance indicators for their career and technical education programs. These indicators are: 1) Technical Skill Attainment; 2) Completions; 3) Persistence and Transfer; 4) Employment; 5) Non-traditional Participation; and 6) Non-traditional Completion. Performance goals are set at the state and local levels and progress is monitored based on a comparison between the actual percentage of students who master each performance area and the negotiated levels of performance. 2010-11 Chaffey College Performance on Core Indicators The table below displays negotiated and actual core performance indicator levels for all Chaffey College students classified under the Office Technology/Office Computer Applications TOP code. These students performed above district negotiated levels on Core Indicator 1: Technical Skill Attainment. Core Performance Indicators Negotiated Level State District Chaffey College Performance Percent Above or Below District Negotiated Level Office Technology/Office Computer Applications Core 1 Technical Skill Attainment 88.82% 88.82% 95.68% 6.9% Core 2 Completions- Credential, Certificate, Degree, or Transfer Ready 80.93% 76.88% 41.07% -35.8% Core 3 Persistence and Transfer 85.86% 85.86% 77.72% -8.1% Core 4 Employment 81.48% 81.48% 61.54% -19.9% Core 5a Non-traditional Participation 22.08% 20.53% 10.81% -9.7% Core 5b Non-traditional Completions 25.00% 22.75% 14.71% -8.0% Source: CA Community Colleges Reporting Services, Office Technology/Office Computer Applications, College Core Indicator Information by 6-Digit TOP (Fiscal Planning Year 2012-13) 15

Map of Employers and Competitor Institutions Elementary and Secondary Schools employ the largest numbers of Administrative Assistant and Secretarial Science program graduates in the state of California. Across the four counties of interest, there are 6,353 Elementary and Secondary Schools listed by the California Labor Market (3,831 in Los Angeles County, 1,068 in Orange County, 672 in Riverside County, and 782 in San Bernardino County). This map illustrates the location of the largest 5% of all Elementary and Secondary Schools in each county. Also included in the map are the locations of Chaffey College and other competitor institutions offering degrees or certificates in Administrative Assistant and Secretarial Science programs. 16