What is Ethics and the Administrative Professional?
In Case # 1-The Boss’s Expense Report
My boss conveniently loses his expense report for his last trip. On his way into a meeting, he drops a blank report on my desk and asks me to fill in the blanks saying, “ Make it add up to $300 or so.”
I would take a deep breath and think about what to do next. I would understand that my boss is in a difficult situation, but my boss did it to themselves. My goal is to help the company, and I do not want the company to get in trouble with the IRS since it could impact my job. I would call or go into my boss’s office and ask him or her to recall what he or she did on the last trip, for example, did he or she went out to lunch, rent a car, and which hotel they stayed at? So on. I would use assertive communication to help my boss to help him or solves the problem.
Case #2 — Lunch Reservations
Since I took the job last year, my boss has asked me to schedule a weekly lunch date with his mistress. I wouldn’t say I like doing it, but I’ve made the reservations anyway. Last month I met his wife at a business luncheon. Now that she has met me, whenever she calls and he is out, she asks, “Can you tell me where he is?” I can’t stand being an accomplice. What will I do?
I would think about how I can tell my boss about the situation. After I imagine the interaction, I would arrange the time and place to discuss the issue with my boss. I would assert myself by leaning slightly forward and keeping at least a couple of feet between my boss and me. I would look at my boss but not stare; I would look serious and speak firmly, calmly, and slowly. I would not make any threatening gestures; then, I would state my point of view. I would tell my boss that his wife suspects his affair. I would suggest that he leave me out of this dilemma because I do not feel comfortable. I would say that I could see his point of view, and I empathize with him. I would say I scheduled your weekly lunch date because I worked for you but now, since I met your wife and she asked me to tell her where you are, the situation needs to get better. I would say to him that I am concerned about my safety because this type of conflict can become violent.
Case #3 — Dinner a la Corporate Card
A very attractive manager from another department asks me out to dinner. I am surprised when I arrive at a restaurant with an average price of $50 a plate. But I enjoy the meal and the conversation — especially since work doesn’t even come up. Dessert and after-dinner coffee are added to the bill. The big surprise comes when my date pays for everything with the company’s credit card. What will I do?
I would think about telling him that I do not want to get in trouble with the company. I would self-talk and imagine the following words that I would say. I would tell the attractive manager that we discussed the company when my boss took me out to dinner and paid with the company credit card. I would tell him to be careful because it is unethical to use the company credit card for personal use. If he wants to go out again, I would like to pay for my portion to avoid getting in trouble.
Case #4 — The Confidential Report
It is afternoon, and I have just received a very bulky interoffice mail package. As I begin sorting the contents, I discover a cover letter addressed to someone else and a folder stamped “Confidential” in big, red letters. As I am surprised to put it back in the envelope, half the folder’s contents slip out and fall all over my desk. Since it is “Confidential,” I try not to look, but I can’t help myself. I discover my company is involved in the scandal of the century. What will I do?
I would count backward to 100 and think about the problem. First of all, the envelope was not addressed to me, so it was an accident that happened. I would think do I need to address the issue? My answer is no. I would keep the information confidential because I work for the company that would be my goal. I would understand that it is up to the company to solve this problem, and I do not want to be part of it. I would remember that it is unethical for me to talk badly about the company because I represent it. I would put the content back in the envelope and sealed it so other people can not be exposed to confidential information.
Case #5 — Party Marty
Marty is another administrative assistant who works in my office. Over the last two years, we have become great friends. The only thing I don’t like about Marty is her cavalier attitude toward “sampling” company property, like packages of ballpoint pens and reams of paper for her home computer. I have never said anything before, but now she has gone too far. Yesterday she announced that she had “borrowed” the keys to a condo at the corporate retreat. “No one will be there this weekend,” she says, “so I’m throwing a party! Wanna come?” I know Marty’s boss has no idea his keys are missing, and I am uncomfortable participating in such a compromising activity. What will you do?
I would count backward to 100 and think about what to do next. I would think, what is my goal in this lousy situation. I would tell Marty that I will get back to her with a response to the party. I would think about how she is stealing from the company and self-talk on how to approach her. I would tell her that I need to talk about the party. I would voice my concern without being loud, but I would stay assertive. I would say that I am uncomfortable that her boss does not know that she took the key to the company’s condo. I would say to her, what if an emergency arises and her boss needs the key for someone in the company to use the apartment. I would tell her that I do not want to be part of this problem because I need my job. I would monitor her future actions, and if she continues with this type of unethical behavior, my next step is to report her to upper management so I do not get fire.
References:
American Management Association. (2006, January 18). Ethics and the administrative professional. What would you do? Retrieved from: http://www.amanet.org/
Cahn, D. D., & Abigail, R. A. (2014). Managing conflict through communication (5th ed.). Retrieved from: https://content.ashford.edu/
Hartman, R.L., and Crume, A.L. (2007). Public forum mediation: A training exercise for conflict facilitation skills. Industrial and Commercial Training, 39(3), 137. doi: 1343646601