Administrative Assistant Support

CONSTANCE L. CHWALEK

*** ********* **** ****: 315-***-**** U. S. Citizen

East Syracuse, NY 13057 E-Mail: ad5dvh@r.postjobfree.com

HIGHLIGHTS OF QUALIFICATIONS

Provided administrative support to senior executives.

Calendar coordination, scheduled meetings/appointments, and planned catered events.

Strong verbal and written communication skills. Excellent people skills.

Creative thinking to problem solving, highly motivated, and resourceful.

Ability to work on multiple projects in a fast paced, deadline driven, ever changing environment.

Coordinated travel arrangements. Prepared T&E reports.

Ability to work independently, problem solve, handle routine tasks with minimal supervision.

Excellent interpersonal skills, initiative, detailed oriented, and follow-through skills.

Extremely organized. Efficient work turnaround.

Handled sensitive and confidential information with excellent judgment and discretion.

SKILLS

Microsoft Office: Word, Excel, PowerPoint, Outlook, Teams, Internet Navigation. Keyboarding: 70 wpm.

PROFESSIONAL PROFILE

08/2010-08/2023 MedBest Medical Management, Inc. position at Upstate Medical University

Staff Assistant to Director, IMT HART (HIM, Access Revenue Cycle and Training) and Director, AIS

(Administrative Information Systems) plus their Teams

Scheduled meetings/maintained calendars.

Coordinated travel for training and conferences. Prepared expense reports.

Supported the Epic Command Center and Proctored Epic Exams for Certification.

Prepared the Weekly On Support Schedule for IMT Ambulatory.

Coordinated the weekly ITPM meeting, including agenda and distribution.

05/2009-07/2009 St. Joseph’s Hospital Health Center (Temporary Agency Assignment)

Administrative Assistant to the V.P. Clinical Services/Chief Nursing Officer and V.P. for Care Management

and Ambulatory Services

Opened, stamped, and distributed mail. Sent/received faxes and e-mails.

Effectively managed complex executive calendars for travel, meetings and appointments.

Ordered food for in-house events.

Handled patient and family complaints; resolved issues on a daily basis.

Assisted with the Receptionist Desk duties. Screened and directed telephone calls. Greeted visitors.

03/2008-07/2008 Upstate Medical University (Temporary Agency Assignment)

Administrative Assistant to the Dean of Graduate Studies

Provided administrative support to the Dean of the College of Graduate Studies, Coordinator, Course Directors, and several committees and faculty members.

Maintained Dean’s calendar. Scheduled meetings. Ordered on-line catering for meeting events.

Updated and followed up with faculty regarding courses offered for the 2008-2009 semester.

Updated student databases on a daily basis. Tracked and recorded lab evaluation grades.

Received phone calls and visitors; resolved routine problems related to the Office of Graduate Studies.

Maintained several departmental databases, tracked data, assisted with generating reports, and provided support to the Summer Undergraduate Fellowship Program (SURF).

Constance L. Chwalek

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Attended Curriculum Council meetings, transcribed minutes, and distributed hand-outs.

Opened, sorted, and distributed incoming mail,

Ordered office supplies and submitted paperwork for purchase orders.

06/2007-01/2008 POMCO Group, Syracuse, NY (Temporary Agency Assignment)

Provider Services Assistant

Coordinated bulk mailings to providers and followed up with phone calls.

Recruited, credentialed, prepared fee schedules, and completed contracts for new providers.

11/2006-04/2007 SRC, North Syracuse, NY (6-Month Contract Position)

HR Assistant / Staff Administrative Assistant

Coordinated, managed, scheduled interviews, and conducted reference checks.

Developed and maintained application for tracking/reporting data for the Recruiting Department.

Maintained calendars for interviews and career fairs.

Created Intern and Recruiter Orientation Manual.

Greeted incoming visitors at the Receptionist Desk. .

Answered multi-line phone; directed high volume of incoming calls.

01/2004-03/2006 SENSIS CORPORATION, East Syracuse, New York

Corporate Administrative Assistant to President/CEO; CFO & Sr. V.P. of Finance; Sr. V.P. Human Resources

Provided administrative support to senior executives and the Accounting/Finance Department.

Coordinated conference rooms, scheduled meetings, catering, and managed calendars.

Created and maintained the Corporate Finance Calendar.

Received incoming invoices to the Finance Department; logged into database, coded and distributed.

Prepared spreadsheets for financial reports.

Answered, screened, and directed telephone calls. Resolved issues whenever possible.

Maintained data for the centralized Corporate Document Files.

Worked on special projects as needed.

Prepared written correspondence and created reports.

06/2003-01/2004 HEMATOLOGY-ONCOLOGY ASSOCIATES OF CNY, East Syracuse, New York

Executive Assistant (Temporary Position)

Provided admin support to the CEO, Director of Human Resources, and the team of doctors.

Calculated the daily bank deposit.

Assisted with coordinating the Board meetings including meeting packets and catering.

Responded effectively to inquiries from doctors, patients, and insurance representatives.

Managed office operations, including mail distribution, travel arrangements, meeting coordination, appointment scheduling and ordered office supplies.

Scheduled interviews with perspective candidates.

Referral/Billing Specialist (Full Time Position)

Managed the complete process obtaining approval for patient testing and scheduling appointments.

Successfully resolved patient issues with patience and tact.

Processed claims and denials. Posted payments.

Handled incoming inquiries from patients.

Interfaced effectively with insurance companies and physicians’ office.

Constance L. Chwalek

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01/1980-12/2001 BRISTOL-MYERS SQUIBB COMPANY, Syracuse, New York

Sr. Administrative Associate (Health Services Department)

Handled sensitive and confidential information.

Maintained employee medical records.

Department participation with the annual medical record audit.

Interfaced effectively with vendors and sales representatives.

Maintained and updated a separate internal web page site for the department.

Responsible for keeping all department manuals up-to-date.

Administrative Associate (Human Resources Department [Benefits, Compensation, and Training])

Managed the in-house training curriculum. Met with instructors, developed the training brochure, logged attendees, and tracked costs.

Coordinated New Hire Orientation meetings.

Provided assistance in benefits administration.

Tracked and coded COBRA and Retiree benefit payments.

Assisted with the annual open enrollment.

Executive Secretary to Vice President (Central Engineering Department)

Maintained/coordinated the operations of the Vice President’s office. Served as the principal liaison between the V. P. and officers of the Company.

Organized/managed complex V. P.’s calendar. Provided timely notices of meetings.

Handled confidential information in a professional manner.

Maintained department procedure manuals.

Supervised administrative staff and clerical temps. Interviewed job candidates for open positions.

Planned and coordinated travel arrangements both domestic and international, ground transportation, hotel reservations, processed conference registrations, provided itineraries, and prepared expense reports.

Reviewed, highlighted and prioritized incoming mail. Answered correspondence in V. P.’s absence.

Compiled documentation for reports.

Processed annual performance appraisals for 40 employees.

Communicated with contractors/subcontractors/project managers and team members.

Assisted with the annual budget process.

Supervised office equipment maintenance.

Developed/maintained vendor relations; continuously reviewed service contracts.

Contributed to the restructuring of the department’s filing system to facilitate document retrieval and minimize time searching for files.

EDUCATION

Bryant & Stratton College A.A.S. Secretarial Science

Syracuse, New York

Received the Dean Vaughn

Excellence Certificate for

Medical Terminology

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