There are two parts to this assignment:
One of the tasks an administrative manager must do is diagram the administrative organization structure to help achieve results. The purpose of the diagram is to depict the relationship between and among members of the organization. It shows the flow of information, lines of authority, levels of responsibility, and sometimes the levels of pay.
You recently accepted a consulting position to the Midland Company. They gave you a description of the administrative services division managers, supervisors, and employees. They want you to diagram its administrative services division organizational line structure using Microsoft PowerPoint, or another downloadable software you find online.
Administrative Services Division Managers, Supervisors, and Employees:
The following unordered list describes the current administrative positions in the company.
- Administrative Assistant I – works under the Administrative Manager and performs basic reception duties and telephone routing.
- Word Processor I – works under the Administrative Manager and produces administrative documents using Word.
- Mail Receiving Clerk – works under the Mail Services Manager and processes incoming mail.
- Systems Analyst – works under the Information Technology Services Manager and provides systems studies for the administrative services division.
- Executive Administrative Assistant – supports the Director of Administrative Services
- Director of Administrative Services – directs and manages the entire Administrative Services division.
- Inactive Records Supervisor – works under the Records Manager and supervises the Inactive Records clerks and inactive records.
- Inactive Records Clerk I – works under the Inactive Records Supervisor and stores and retrieves inactive records.
- Inactive Records Clerk 2 – works under the Inactive Records Supervisor and stores and retrieves inactive records.
- Mail Distribution Clerk – works under the Mail Receiving Clerk and routes and delivers mail to all departments.
- Word Processor II – works under the Administrative Manager and produces administrative reports using Word.
- Mail Services Manager – works under the Administrative Support Manager and supervises and controls mail services.
- Network Administrator – works under the Information Technology Services Manager and oversees computer networks to ensure that they function smoothly.
- Records Manager – works under the Administrative Support Manager and oversees the Records Center including active and inactive records storage, retrieval, protection, and security.
- Computer Programmer – works under the Computer Services Supervisor and writes computer code for computer systems
- Active Records Supervisor – works under the Records Manager and supervises the Active Records clerk and active records.
- Computer Services Supervisor – works under the Information Technology Services Manager and supervises the Help Desk and computer programmers.
- Administrative Support Manager – works under the Director of Administrative Services and manages Administrative Support, Mail Services, and Records departments.
- Information Technology Services Manager – Works under the Director of Administrative Services and controls Computer Services Supervisor, Network Administrator, and System Analyst
- Help Desk – works under the Computer Services Supervisor and provides online, phone, and in person computer support and help for division employees
- Active Records Clerk I – works under the Active Records Supervisor to store and retrieve active records
- Active Records Clerk 2 – works under the Active Records Supervisor to store and retrieve active records
- Administrative Manager – works under the Administrative Support Manager and manages the Word Processors and Administrative Assistant
Step 1- Perform a google search on organizational chart software. Choose one (don’t pay for it! There are lots of free ones–even PowerPoint has an option). Using the software, create an organizational chart of your choice, making sure all the positions listed above are included.
Step 2- Once you have finished your chart, please provide a one paragraph narrative of the chart, and paste the chart within the body of your memo, with its own heading.
Assume your organization is moving to new offices on June 8. It is currently May 5, and you are responsible for coordinating the move. Due to the quick timeline, you do not have a lot of time to make sure the move is smooth!
You will create an operational plan with a task list and timeline to ensure the move occurs on time.
Within the same memo from step one, please create a table or chart including a task list and timeline for accomplishment of each task needed to complete by the move date. The task list should include at least 15 items. A short example might look like this:
|Communicate to Employees about move||May 6|
|Call tech support and schedule computer hook-ups||May 7|
|Gather boxes for employee’s personal belongings||May 10-15|
Once you complete the operational planning task list and timeline, write a short paragraph about it and include it in your memo.