What is an office administrator and how to become one

Q: Office Administrator vs. Office Manager

An office administrator is generally part of the legal and administrative branches of a company and they are responsible for determining main policies and defining goals for an organization, while an office manager is a person in charge of putting policies and objectives into practice.

Q: How long does it take to become an Office Administrator?

It takes 5 years of professional experience to become an office administrator. That is the time it takes to learn specific office administrator skills, but does not account for time spent in formal education. If you include the normal education requirements to complete a college degree, then it takes 8 to 10 years years to become an office administrator.

Q: Do you need a degree to be an office administrator?

No, you do not need a degree to be an office administrator. The minimum requirement for this position is a high school diploma or its equivalent and some work experience in an office environment.

Q: How much should an office administrator be paid?

An office administrator should be paid around $45,000 a year. Salaries typically range from around $31,000 for the bottom 10% to over $76,000 for the top 10% of office administrators. The specific company, experience, level of responsibility of the office administrator, and industry impact pay. For example, highly experienced office administrators are more likely to be paid close to the top ten percent, while entry-level office administrators will be closer to the bottom ten percent.

Q: Is an office administrator a manager?

No, an office administrator is not a manager. Office managers and office administrators are similar and often require the supervision of clerical staff; however, they are different positions.

Q: What qualifications do I need to be an office administrator?

The minimum qualification you need to be an office administrator is a high school diploma or its equivalent. A person should also be able to demonstrate work experience in an office environment.

Q: What qualifications do you need to be an administrator?

Qualifications you need to be an administrator require you to hold one of several degrees and possess relevant work experience. Depending on an individual's education, administrative roles and responsibilities can vary.

Updated January 8, 2025

4 min read

Quoted expert

Dr. Richard Huff Ph.D.

An office administrator oversees the day-to-day operations of an office. They handle phone calls, emails, and correspondence. They also work to schedule appointments, organize files, and manage budgets.. Office administrators may draft reports and maintain financial records. They need to have excellent communication and organizational skills, be proficient in using computers and software programs, and have a strong attention to detail. The role requires a high level of multitasking and problem-solving abilities.

What general advice would you give to an office administrator?

Dr. Richard Huff Ph.D.

Assistant professor, assistant chair, Virginia Commonwealth University

I believe opportunities for employment will begin to open up with a transition in the federal government over the next year or two. While local government and nonprofits will continue to offer opportunities for MPA graduates, I believe the federal government will have urgent needs for talent, given its aging workforce, retirements, and its neglect over the past four years.

I advise graduates to begin considering federal careers, but for whatever sector they choose to shift from micro concerns about management, behavior and work outcomes, and organization structure and operations, and begin to look toward the macro or "big picture." A macro view concerns changes brought on by external environmental forces, which shape our institutions over time. With so many external forces at work today, such as a global pandemic, technological change, ongoing climate change, political trends, and social upheavals, the involvement of public administrators is critical to maintaining our institutions and steadying government response. I encourage students to think critically but also to think big and pursue their passions. Public service is a noble calling. Set your sights high and pursue opportunities that match them.

ScoreOffice AdministratorUS Average

Salary

2.9

Avg. Salary $37,423

Avg. Salary $59,228

Stability level

6.6

Growth rate -5%

Growth rate 0.3%

Diversity

6.6

Race

American Indian and Alaska Native 1.11%

Asian 7.85%

Black or African American 10.11%

Hispanic or Latino 20.54%

Unknown 4.79%

White 55.59%

Gender

female 85.34%

male 14.66%

Age - 50

Race

American Indian and Alaska Native 3.00%

Asian 7.00%

Black or African American 14.00%

Hispanic or Latino 19.00%

White 57.00%

Gender

female 47.00%

male 53.00%

Age - 50

Stress level

6.6

Stress level is high

7.1 - high

Complexity level

4.3

Complexity level is basic

7 - challenging

Work life balance

7.1

Work life balance is good

6.4 - fair

What are the pros and cons of being an office administrator?

Pros

Opportunities for career advancement
Regular hours and good work-life balance
Good employment prospects
Good salary and benefits packages
Developing strong organizational and time-management skills

Cons

Heavy workload and tight deadlines
High levels of stress during busy periods
Repetitive tasks can become tedious
Limited opportunities for creativity or innovation
The risk of burnout due to long hours or excessive workload

Key steps to become an office administrator

Explore office administrator education requirements

Most common office administrator degrees

Bachelor's

47.7 %

Associate

24.3 %

High School Diploma

13.7 %

Start to develop specific office administrator skills

Skills	Percentages
Customer Service	17.95%
Patients	11.34%
Data Entry	8.10%
Office Equipment	4.52%
Front Desk	3.54%

Complete relevant office administrator training and internships

Accountants spend an average of 1-3 months on post-employment, on-the-job training. New office administrators learn the skills and techniques required for their job and employer during this time. The chart below shows how long it takes to gain competency as an office administrator based on U.S. Bureau of Labor Statistics data and data from real office administrator resumes.

Gain additional office administrator certifications

Office administrator certifications can show employers you have a baseline of knowledge expected for the position. Certifications can also make you a more competitive candidate. Even if employers don't require a specific office administrator certification, having one may help you stand out relative to other applicants.

The most common certifications for office administrators include Certified Professional - Human Resource (IPMA-CP) and Certified Management Accountant (CMA).

More About Certifications

Research office administrator duties and responsibilities

Monitor calls, manage calendars, travel, meeting arrangements, video conference and teleconferencing.
Formulate various procedures to assure efficient operation of the SharePoint system is managed properly for CFWB and BOS.
Use EMR software to manage patient records and files; reinforce and uphold patient confidentiality as required by HIPAA and clinic.
Pull patients charts for doctors using EMR system as well as pulled chart from medical records room.

Prepare your office administrator resume

When your background is strong enough, you can start writing your office administrator resume.

You can use Zippia's AI resume builder to make the resume writing process easier while also making sure that you include key information that hiring managers expect to see on an office administrator resume. You'll find resume tips and examples of skills, responsibilities, and summaries, all provided by Zippi, your career sidekick.

Choose from 10+ customizable office administrator resume templates

Build a professional office administrator resume in minutes. Browse through our resume examples to identify the best way to word your resume. Then choose from 10+ resume templates to create your office administrator resume.