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Data Skills Every Admin Should Develop (And Why They Matter)

February 3, 2025

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ASAP - Data skills every Admin needs

With access to critical data and the tools to analyze it, administrative professionals have a unique opportunity to move beyond traditional roles and become proactive leaders in their organizations. Managing large datasets, creating insightful dashboards, and interpreting analytics are no longer optional skills; they’re essential for admins aspiring to lead. 

According to ASAP’s 2024 State of Executive Administration Report, admins with advanced data competencies are not just supporting leadership, but are becoming an integral part of it. This shift presents an exciting challenge: by embracing data literacy, admins can position themselves as indispensable partners in decision-making and organizational strategy. As organizations increasingly embrace data-driven decision-making, it’s clear that data literacy is more than a technical requirement; it’s a leadership skill. 

The Admin’s Evolving Role in a Data-Driven World

Administrative professionals have a unique vantage point. Positioned at the intersection of workflows, decision-making, and stakeholder management, they are natural candidates for becoming data leaders. ASAP’s research highlights that advanced skills, like data analysis, reporting, and dashboard management, are crucial for admins aspiring to leadership roles.

To succeed, admins must adopt a strategic mindset, thinking like executives. This means asking questions that drive results:

  • What trends do the data reveal? 

  • What insights drive strategic objectives? 

  • How can data better inform organizational goals? 

Foundational Skills: Data Entry and Integrity

Before diving into advanced analytics, admins must establish a strong data integrity and management foundation. Even minor errors in data entry or maintenance can lead to flawed insights, undermining trust in the data.

  • Accurate Data Entry: Consistency and precision are crucial for reliable analysis

  • Platform Proficiency: Tools like Microsoft Excel, Google Sheets, and Salesforce are essential for managing and organizing datasets

  • Auditing Practices: Regularly review and clean data to eliminate inconsistencies, keeping it trustworthy and actionable

Intermediate Skills: Building Data Literacy

Data literacy is the ability to read, analyze, and communicate data effectively. For admins, this involves turning raw numbers into actionable insights that align with organizational priorities. Investing in these skills enhances your ability to analyze the data and strengthens your communication with decision-makers.

Putting It Into Practice

  • Consider This Scenario: An admin might analyze survey data to support grant applications or prepare dashboards tracking key metrics like volunteer engagement or program outcomes.

  • Learning Opportunities: Online courses in data visualization tools like Tableau and Power BI can help admins become proficient in presenting data in impactful ways.

Advanced Skills: Reporting and Dashboard Management

As data becomes increasingly central to organizational success, advanced competencies such as creating detailed reports and managing dashboards distinguish outstanding admins from the rest. These skills enable admins to deliver real-time insights that drive decision-making.

  • Actionable Reporting: Compiling clear, targeted reports, such as monthly financial summaries or social media metrics, empowers organizations to act with confidence

  • Dashboard Design: Using tools like Tableau or Power BI, admins can create dashboards that offer real-time overviews of key metrics

Pro Tip: Focus on Key Performance Indicators (KPIs) that align directly with your organization’s goals. Keep dashboards concise and actionable for maximum impact. 

Becoming a Data-Driven Leader: Start Today

Admins with strong data skills are increasingly stepping into leadership roles. From creating dashboards to crafting reports that inform executive decisions, data fluency opens doors to new opportunities. 

To get started, leverage resources designed for administrative professionals, like ASAP’s guide, How to Interpret Data Like an Executive. Or, join data literacy workshops, explore platforms like Tableau, and commit to continuous learning. These steps will position you as a forward-thinking, data-driven leader in your organization.

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