Why is there a big shortage of GOOD admins?

[lioness70]

I read this in Joan Lloyds recent column about treating your admin like a professional.  This question has always stumped me.  Is it because women these days don't want to get caught in the "admin stereotpye" and have their careers stall out?  Or is it because there's a lot of admins (not at TAA, of course!) who are really not qualified for their jobs and are just going through the motions?  Any insight from you veteran admins is appreciated!

[donnap99]

IMHO, it's a stigma.  No matter what your title, folks think you're "just" as secretary - take messages, copy things, run errands - and fresh grads (HS or college) think it's below them to work in this profession!



What they don't realize is that this type of job can be the modern-day equivalent of "starting in the mailroom."  Of course, again, no one wants to start at the beginning!



Being grateful my Mom made me take typing classes in high school,



Donna

 

[msrobbie]

I believe there are a number of reasons why there seems to be a shortage of dedicated, professional administrative personnel.



First of all, job hopping seems to have been the trend of the 90's.  The minute things got a little tough, bring out the resume and move on to another position.  Also (and this is not particularly a fault, just a symptom), we are a mobile society and tend to move again and again instead of staying in the same community.  This also prevents many of us from staying in the same position for any length of time.



Second, with the advent and widespread use of "spell check" programs, people tend to rely too heavily on the accuracy of their documents after having run the spell check.  We all know that there are many things that spell check programs do not catch, but yet you often hear, "Well, I ran spell check on it before I printed it out," when mistakes are found in documents.  There is also a decline in every day math skills, which I also contribute to the common availability of computers.  No one seems to be able to add up a column of figures or compute a percentage without pen and paper or a calculator any more.



Third, and this is not necessarily categorized as a fault, a good percentage of people are raised to question everything and everyone, never to take anything at face value.  I truly believe this is the case with every occupation, not just administrative professionals.



Fourth, we are all in such a big hurry because there is so much to do.  Two or three hundred cable channels to choose from.  Interstate highways that take us everywhere.  Air transportation that can take us anywhere in a few hours.  Computers that enable us to talk on Instant Messenger with our friend in Cairo, Egypt, at the blink of an eye.  Families with each member having separate lives that require logistics unimaginable in the past (get Susie to soccer, get Bobby to hockey, pick up Chinese food for dinner, run to my book club meeting, wave at hubby as you pass in the hall).  And, being in such a hurry, most of us don't take the time we need to take to do the best we can do.



To sum up, everything changes from decade to decade.  Some of it is wonderful and exciting.  And some of it makes us a little nostalgic for "the way it used to be".  You know, the old "I had to walk five miles through the snow to school" thing.  Every generation believes that the next younger generation has it too easy or too soft and challenges the status (or lack of) work ethic.



I'm sure that if we had the benefit of the input of people who were secretaries and clerks in the 1940's, those of us who started working in the 60's and 70's would be told that we were soft and lazy because of the electric typewriter, mag cards, and "white out".  The only thing that is certain in life is that nothing ever stays the same.  Paradoxical, isn't it?



This is a great topic.  Thanks for posting it.



Robbie

 

[sungoddesslv]

Coincidentally, this same conversation is on the IAAP discussion board.  Here is what IAAP staff wrote about it:



"Many companies are reporting that it's very hard to find experienced administrative personnel who are highly computer-literate, who have above-average communications skills (writing and verbal); who are business- and customer-service savvy; who have top-notch organizational abilities; who are able to work independently without much supervision; and who have the flexibility to adapt to change and effectively handle day-to-day business situations.



One problem is that in the past 20 years or so, too few of the younger generations have entered into "secretarial" careers, mainly because it was often perceived as a low-level clerical "typist" position with little chance for advancement or higher-than-average-income levels.



Educational institutions are just now catching up their curriculums to offer more "office administration/office management" type courses teaching more management-level skills rather than the old-fashioned "secretarial" courses teaching mainly shorthand and clerical skills.



In the mass corporate downsizings of the 90s, it was often the secretaries, administrative assistants, and other office staff who took up the slack of the duties formerly done by middle managers (who were layed off en mass). Our profession as a whole proved that we could handle the "information management" roles of today's high-tech offices. But members of the profession are aging (average age of IAAP members: 45), and few of the younger generations are currently prepared to take the place of the experienced administrative professionals."





 

[lilithd]

I believe that I can do most of the things described above. The only problem? I was never given the chance. I was turned away because I had worked at Burger King and Hills, instead of in an actual "Adminstrative" or "secretarial" position. No one would give me a chance. So, I went back to school and got my one-year certificate in Data Entry. (I didn't really need these classes, since I already knew all of it, but I had to take them so I had something on paper to prove that I knew it) But, in this area, the only Data Entry jobs pay $6/hr, if you're really lucky, through a temp service. With two small children to support by myself, I can't make ends meet with that. So, I broke into customer service. With this and Data Entry and many of the computer classes I took, I was finally given a break! I am now 34 yerars old and am just now beginning my career as an AA. How many others out there have the knowledge and know-how, but just aren't given the chance because they have no experience as that particular job title? I'll bet there are more than a few of us.

[ozbound]

I think a major reason is the lack of good PAY for admin-type positions.  Most people with a high level of literacy, talent  and skill--and especially with a college education-- don't want to settle for a job that pays less than $30K a year on average, with little room for advancement or higher pay.



Also, I'm speaking for myself here but I am sure there are many admins out there who are just doing this until their "real careers" take off, maybe even going to  night school or working on starting their own businesses.  So eventually they will leave and then there will be fewer qualified admins to take their place. Those who are still in admin. careers often find themselves juggling work, school or other work and family.



Still, I'm very grateful that I learned office skills through work-study in college, and that the "concerned adults" in my life made me take English as a "backup" for my music degree. Word processing is a much better job--in terms of pay, challenge, job satisfaction and working atmosphere--than a lot of other things I could be doing while "waiting for my real career to take off"!



Just my "two cents"...

[jadegrniiz]

Speaking for myself as a twenty-something, I have to agree that being an Admin is just a stepping stone for something higher in the food chain. For me, I am just not willing to be the *errand girl*, *coffee server* or feel as if I must follow my boss around making sure his shoes are tied and his jacket is lint-free.



At my most recent temp job, the executive secretary used to have to drive 2 hours (one way) across the state to a jobsite just to bring her boss his messages and mail. (No, he wouldn't accept them via fax to the site.. he wanted the hand-written sheets and every bit of mail, junk included, despite the fact he would be in the office later that afternoon). When he said jump, she would have said "How high would you like me to jump, Sir?" I can't work like that, and I wonder if maybe bosses like that one are a reason for the loss of great admins.



I also tend to wonder if maybe my age (or generation) has something to do with how I feel. I'm young, and I feel somewhat invincible at times. There will always be a job out there for me at this point in my life, and I am abundantly aware of it. I can only assume many others my age feel the same way.



I once went to an interview where the man told me I was too young to be asking for $10/hr for an office manager position. He said his previous manager was making that after 10yrs of service, and that I should (basically) go back to the welfare line where I belonged. I wondered if this man realized $10/hr in this day and age is peanuts.. and my skills are worth at least that, probably more. Perhaps it is why the manager left, too. (  )

[bethalize]

I have to agree with so much that has gone before - the money and the lack of respect. From a UK point of view I can claim the following. Thirty years ago 1% of people went on to higher education. Bright, intelligent people (mostly women) were admins because it was a career that was open to them. Now 35% of my generation goes on to Higher Education. Our horizons have broadened and our opportunities multiplied. We are now graduates and have been led to believe that this takes us across the divide from servant to master.

Hand in hand with this problem goes the refusal of many employers to accept that admins are not servants or less intelligent or less capable than executives.

I'm going off on a rant, so I'll stop.

[lioness70]

Thanks for all your valuable insight!  Now, I'll add my answer to this question.  It's not too far off track from the views of Ozbound and Jadegrniiz.



I think admins, even though a LOT of us handle the duties of managers these days, are still lumped in with those who do basic admin duties like filing, copying, and typing.  Even though there are managers out there who recognize the potential of admins, a lot, sad to say, still do not.  A lot of younger admins don't want to stay stuck in that kind of job for their entire career.  Speaking as a "younger" admin (I'm 30), I viewed my first couple of admin jobs as biding time and, I'm not proud to say, I didn't do my best on those jobs.  I was only focused on getting to the next level and didn't care about developing a career as an admin.  I suspect this is why there's a lot of so-so admins out there.  They don't want to BE admins and don't care about their jobs.  In fact, there's a lot of problems very common to our field that causes this apathy.  When an admin is given no authority to handle her job, that job consists of mundane duties, the routine never varies, and there's no opportunity to move on, it's very easy to see why talented people won't come near this field.  Also throw in, like Ozbound said, low pay and not much respect or professional credibility.



I think management can solve part of this problem.  Joan Lloyd said it well:  treat your admin like a professional, boost their credibility, and make their job project-oriented.  Also, pay them well!



Even though my job is only part-time and is a very basic secretarial job, oddly enough, people treat me better than at my past full-time jobs.  Why?  I'm one of those juggling motherhood and a job.  I stay out of the office politics (this is easier to do when you're a part-timer, in my opinion), and I leave my job in the office.  I don't have time for a demanding career at this point in my life-my baby is my first priority.  My company respects this.  When I was a full-time, salaried admin, I always had people asking me, "What's an intelligent young woman like you doing in a job like this?"  Also, because I was salaried, I had bosses who expected me to put in tons of overtime.  I refused-I thought, why should I waste my time for them if I'm not going to advance my career and they're going to still insist on treating me like their maid/nanny/servant?  With this job, since I'm hourly, I get paid if I work overtime.  The only downside is I lose holiday pay and pay for any day I take off.  Six of one, half a dozen of another.



Wow, this got long.  That's my thoughts on this subject.

[lioness70]

Gotta add one more thought-the proliferation of bad bosses.  Jadegrniiz pointed this one out-I'll expand.



There seem to be a lot more bad bosses out there than there was even 10 years ago, due to all the downsizing and restructuring.  Pressure is put on everyone to do more with less, and companies hire managers who, even though they treat their staffs (and especially their admins) like slave dogs, are kept because "they produce results."



I worked for two horrible managers (at two different companies) and it drove me out of the admin field for a year, because I didn't want to work for another horrible manager.  One guy was so bad that I almost went out on doctor-ordered stress leave.  Since I didn't like being treated like dirt and I stood up for myself (I wasn't afraid of having no income for a while), they simply tried to replace me with someone who WOULD lie down for them, like a dog.  In return, that person would get no respect, no raise, and no promotion.



Sorry.  I can't work for people like that.  No self-respecting person would.  Good admins seek out good bosses.  There's not too many *good* bosses, so naturally, there goes all the *good* admins.

[tlc2559]

Boy - did this topic hit home!  I have been looking for a new position for awhile, mostly due to the boss here and the fact that there is no advancement where I'm at now.  I've been sending out resumes, looking in the paper,and signed up with a placement agency....



The paper had some great sounding jobs....wanted the "world" in an administrative assistant or executive assistant and when I would talk to them, the salary was "low to mid 20's", etc.  I was getting very frustrated!



I also keep in touch with a person I used to work with....he is a financial guy and he seems to think I was asking for the moon when I'd tell him my salary range.



Anyway, my point to all this is....I am very frustrated that hiring managers look at me like I'm crazy when I tell them the salary I want, even though I have over 20 years of experience, have my CPS, have done "anything and everything" and want to learn more!



I think the shortage of good admins is because of a lot of this.....plus, I haven't run into a lot of managers that want to work "with" their assistant....



Don't get me wrong...I've had a couple of bosses over the years who were WONDERFUL and let me work at my potential and gave me a lot of autonomy, because they knew I could do it....



Bottom line, I guess, is I'm glad to know that it's not just me who has these frustrations.  I mean, those bosses worked for 20 years to get their experience, etc., and they don't seem to think anything about asking for, and getting, the salaries they get.  I guess it's the "stigma" (for lack of a better word) of the "secretarial" profession....there is still a lot of work to be done to change the way people think about us. I'm thinking about taking web design courses so I can change the field that I'm in....then there goes another "good" admin (tooting my own horn, sorry  )



On the upside, I did just find a new position...more money, better location, etc.  So, we'll see how that works out.  I start February 12th.....wish me luck!



Thanks for letting me vent....I'm done now....



tlc

[andrea843]

Okay did you all really think I could let this thread go by without comment? Nahhhh.  I disagree with some of what was said, there's no shortage of good admins, further, there's no shortage of good bosses either.  There's a shortage of good communicators.  



How many posts have you seen on these very boards where someone has made the statement, "gee Im not good at asking for what I want".  Relating to more money, more respect, and a variety of other issues.  How does one get the sugar passed to them at the dining room table? they ask for it.



Until more of us do just that individually AND As a group, you wont see much more change than you already have.  Admins, as a group are on the cusp of great things, more of us are moving into management than ever before, some of us are going virtual, and some, will be content to suffer poor treatment, and lack of respect because we fear asking for better.  We fear losing our jobs, we fear being blacklisted, and yet what very few realize is that Admins and other support personnel make the world tick.  



There is power here folks, a great deal of it, you just have to reach out and touch it.  Part of that power comes from mentoring others, part of it comes from within, but to make the statement that there just aren't any good jobs out there, or good bosses out there, or real money out there is defeatest.



You  want it? The brass ring? Then you must ask for it.  Sometimes the reply is a resounding "NO!" and sometimes it's a "maybe" but more and more often the answer will be "yes".  Seek.... and ye shall indeed find!



My four pence,,,

Andrea

[goldenearring]

Amen, and Amen, Sister Andrea.

I hear the church choir revving up!

[icebreakerpenguin]

Andrea, you hit the nail squarely and firmly on the head!  

[lioness70]

I don't think the problem is asking for better, it's when you're shot down for asking.  It happened to me too many times, unfortunately.  I was told once after asking for an overdue promotion that I was promised, oh, I need you as an admin...then they hire someone's family friend when I was far more qualified to do the job.  That's discouraging.  I know admins who left the field because they were tired of getting shot down when asking for basic things-raises, promotions, respect.  Yes, I do think admins are making a lot of inroads, but the harder part is changing these well-ingrained ideas about admins that employers still hold.  It's an uphill battle.  And I always say, if you can't change the company culture, change your company.  It make take you a few tries, but you have to keep trying until you find the perfect admin job.