Real-Life Communication
Though office managers perform many administrative duties, their
primary function is to make sure an office runs smoothly and iron out any
glitches that may arise with staff, equipment, suppliers or clients. Problem-solving
and organizational abilities are necessary, along with stress management and
supervisory skills.
"The greatest high is when you've been inundated
and overloaded with complaints and problems in the morning -- and by the end
of the day, everyone goes home happy," says Larry Baranow, the office manager
of a national food services company.
Sometimes, an office manager has
to train new staff members and implement office procedures. Part of the job
often includes writing and revising office manuals as necessary.
You're
the manager at a large university's administration office. You report to the
dean and the different department heads.
Every new staff member receives
an office manual, but on their first day you like to go over it briefly with
them. They're expected to take the manual home with them, go over it in more
detail and then keep it handy for reference.
The manual informs employees
about company policy regarding work hours, sick days, benefits packages, bereavement
pay, jury duty, leaves of absence and so on. When you revise or add to the
manual, you usually call a staff meeting where you explain the changes and
give the staff a written copy of the revisions.
You have been asked
to draw up a policy on drug and alcohol use in the workplace. You've done
that. Now you call a general staff meeting where you hand out the written
policy. After you've given the staff a few minutes to go over the policy,
you give a verbal explanation.
Read the following addition and explain
each section in simple terms. You should be able to do it in 300 words or
less.
Southland University Administration Office Employee
Handbook
[revision D(ii)]
DRUG-FREE WORKPLACE
Introduction
Federal
drug legislation enacted Nov. 18, 1988 requires the Southland University Administration
Office (SUAO) as a contractor and grantee of federal agencies to certify that
we will provide a drug-free workplace. Making the required certification is
a precondition of receiving federal grant and contract funds beginning March
18, 1989.
Statement of Policy
Therefore, all SUAO employees,
all visitors to the university, all renters of space, and all students and
faculty are hereby notified that effective March 18, 1989, the SUOA will maintain
a drug-free workplace. In order to implement this policy, employees, visitors,
students, faculty and renters are hereby informed that the unlawful manufacture,
distribution, dispensing, possession or use of a controlled substance is prohibited
at the SUAO. Employees are required to adhere to this drug-free policy as
a condition of employment. Visitors, students, faculty and renters are required
to adhere to this policy as a condition of participating in SUAO activities
and of occupying laboratory or library space at the SUAO.
Violation
of Drug-Free Workplace Policy
Employees who violate this drug-free
workplace policy will be disciplined by the SUAO. Such discipline may result
in termination of employment or require the employee to participate satisfactorily
in an approved drug abuse assistance rehabilitation program. Visitors, students,
faculty and renters who violate this drug-free workplace policy will be asked
to leave SU immediately without refund of fees, and with the possibility of
a ban from future use of SU facilities.
Employee Responsibilities
Each
employee will abide by the drug-free workplace policy set forth above. The
employee is required to notify his or her supervisor and the SUAO Office Manager
of any criminal drug statute conviction for a violation occurring in the workplace
no later than five (5) days after such conviction.
SMOKE-FREE ENVIRONMENT
The
SUAO has a responsibility to provide and maintain a safe, clean environment
in which to work. In accordance with these responsibilities, and the overwhelming
evidence that smoking is a severe health hazard to both the smoker and non-smoker;
the SUAO is providing a smoke-free environment. Smoking is prohibited in the
interiors of all SUAO facilities, including housing, and all vehicles.
See
full policy in Human Resources Office
ALCOHOL POLICY
The
SUAO has a special concern about the use and abuse of alcohol because this
can affect an employee's productivity and efficiency; jeopardize the safety
of the employee, co-workers, and the public; and impair the reputation of
SU and its employees. Recognizing that alcohol may require professional help,
the SUAO provides an Employee Assistance Program where any employee or family
member may seek confidential counseling.
The consumption or possession
of alcoholic beverages on SUAO property or while on SUAO business, except
for officially sanctioned functions or storage locations, is prohibited. Any
exception to this policy for special situations must be approved in advance,
in writing, by the Office Manager or the Dean and conducted in accordance
with any limitations which accompany approval.
Off-the-job use of alcohol,
which adversely affects an employee's job performance, which has an adverse
effect on the SUAO, or which jeopardizes the safety or property of other employees,
students, volunteers, or the public is prohibited. Employees are also prohibited
from reporting to work under the influence of alcohol.
In addition,
persons whose positions with the SUAO require driving as a part of their work
may be removed from such positions if found to have been driving under the
influence of alcohol whether on duty or off duty. Violation of this policy
may lead to disciplinary action up to and including termination.
See
full policy in Human Resources Office