Surviving the storm: growing up to become a bilingual executive secretary

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UNIVERSIDADE FEDERAL DE SANTA CATARINA
CENTRO DE COMUNICAÇÃO E EXPRESSÃO
DEPARTAMENTO DE LÍNGUA E LITERATURA ESTRANGEIRAS
LETRAS – SECRETARIADO EXECUTIVO BILÍNGUE






SURVIVING THE STORM: GROWING UP TO BECOME A BILINGUAL EXECUTIVE SECRETARY



TRAINING REPORT

by

PAUL DE PONTBRIAND VIEIRA













UFSC ADVISOR: Profa. Adriana Kuerten Dellagnelo
UFSCASSOCIATE ADVISOR: Profa. Dra. Rosana Denise Koerich
UFSC SUPERVISOR: Profa. Susana Maria Fontes
OFFICE SUPERVISOR: Prof. Dr. Nivaldo Cabral Kuhnen



Florianópolis, February 2007














































“LIFE IS ALL ABOUT LEARNING.”

SATISH KUMAR


TABLE OF CONTENTS



1.INTRODUCTION…………………………............................................................... 1
2. THE INTERNATIONAL AFFAIRS OFFICE – ESAI…….................................... 2
3. INTERNSHIP ACTIVITIES.………………………….…………….…..…………. 3
3.1 THE STUDENT MOBILITY PROGRAM….…….…………...………..……….. 3
3.1.1. Steps…………..………………………………...…………………..…...… 4
3.1.2. Results of the Student Mobility Program………………………….………. 7
3.1.3. Observations…………..………………………………………...….……… 93.2. SECRETARIAL AND ADMINISTRATIVE FUNCTIONS…………..…..……. 10
3.2.1. Making and answering telephone calls……………………………............. 10
3.2.2. Assisting the general public…………..………………………………....… 11
3.2.3. Enrolling and selecting students for the Exchange Program.............…..….. 11
3.2.4. Writing and answering e-mails...........……………………………..…..…... 12
3.2.5. Assisting the ExecutiveSecretary and Administrative Assistant….…..…... 13
3.2.6. Documents and their administrative functions………………….........….… 13
3.2.6.1. Organizing and controlling the documentation........…………….. 14
3.2.7. Preparing and writing formal letters.…………………………….………… 15
3.2.8. Translating documents…………………………………………………….. 16
3.2.9. Using the University Post Office……...………………………………..…. 163.2.10. Taking part of meetings with a view to decision-making…………….….. 17
3.2.11. Organizing and restructuring a new layout for the office…...……..…….. 18
3.2.12. Creating a web community and a list of discussion…........…..………….. 19
3.2.12.1. The Orkut Community…………..………………...……………... 20
3.2.12.2. The Yahoo Group……….………..……..……..………………….. 20
3.3. OTHER ACTIVITIES…………………………………………………………… 213.4. FUTURE ARRANGEMENTS TO BE MADE……...………………………….. 22
4. PERSONAL EVALUATION……………………………………..……..…………. 24
5. REFERENCES ........................................................................................................... 28
APPENDIX A .................................................................................................................. 29
APPENDIX B................................................................................................................... 31
APPENDIX C ................................................................................................................... 32
APPENDIX D .................................................................................................................. 33
APPENDIX E................................................................................................................... 34
APPENDIX F ................................................................................................................... 35
APPENDIX G .................................................................................................................. 39
APPENDIX H.................................................................................................................. 40
APPENDIX I .................................................................................................................... 41
APPENDIX J .................................................................................................................... 42
APPENDIX K...
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