Administrative Assistant Human Resources

PEACHIE JIMENEZ

*** *. ******** **. #*** • West Covina, California 91791 • 323-***-**** • ******************@*****.***

Objective To gain a career position where I can fully utilize my experience and education

Experience Aug. 2012 – Feb. 2013 Grifols Inc. Los Angeles, CA

Executive Assistant to the Executive Vice President and for other attorneys

• Perform a variety of administrative or executive support task that are highly confidential and

sensitive.

• Produce a variety of documents, charts and graphs in final form.

• Provide administrative support in coordinating and maintaining attorneys’ calendars and travel

details.

• Establish and maintain various filing and records management systems.

• Process invoices and operate standard office equipment.

• Answer multi-line telephone system.

• Screen incoming calls and determine whether the caller needs to speak to an attorney and which

specific attorney they should be referred to for assistance.

• Greet and screen visitors who came to the legal department, and address the serving of beverages.

• Log, date stamp and properly route and /or deliver daily incoming mail to department staff.

• Mail, fax or arrange for delivery of legal correspondence to clients, or any person so directed by

legal staff.

• Order lunch and coordinate dinners if needed for meetings.

• Reserve other departmental conference rooms when necessary.

• Perform any other duties as requested by department staff.

• Provide back-up support to the Office of the President.

Sept. 2010 – Aug. 2012 Charles R. Drew University Los Angeles, CA

Executive Assistant to the Provost and Dean of College of Medicine

• Provide confidential, administrative support to the Provost/Dean. Maintain calendar, make conference, travel,

and lodging arrangements. Schedule meetings, arrange logistics and prepare materials. Attend meetings and

take minutes.

• Coordinate the preparation, development and production of major documents, such as proposals, manuscripts,

and accreditation reviews.

• Oversee all clerical and administrative support functions.

• Compose and produce business correspondence, reports, and related materials. Collect and organize data

and determine appropriate formats for displaying results. Execute special projects, monitor deadlines, and

initiate follow-up.

• Ensure confidentiality and control access to sensitive information. Maintain confidential files ensuring quick

retrieval.

• Revise, interpret and educate faculty and staff of the Provost/Dean’s Office in implementing policies and

regulation various external agencies as they pertain to the office of the Provost and COM, i.e. Liaison Committee

in Medical Education (LCME).

• Assist the Provost/Dean with preparing reports and presentation for the university, local and national agencies

including WASC, LCME and the CDU Board of Trustees.

• Respond to inquiries and requests for information requiring knowledge of departmental and University policies

and procedures.

• Oversee and facilitate human resources administration procedures and documentation for the

College. Coordinate recruitment planning and searches.

• Process faculty and staff Personnel Action Forms (PAFs). Review PAFs for accuracy, secure appropriate

signatures, and ensure any required documentation is attached.

• Act as primary contact with telecommunications, information systems, vendors, travel services, and facilities as

needed.

• Assist with department budget preparation and monitor budget expenditures.

• Establish and maintain relationships with outside organizations and groups. Coordinate meetings and act as

liaison.

• Oversee annual report from each department.

• Handles a wide variety of situations involving the administrative functions of the office that cannot be brought to

the attention of the executive.

• Contact and/or respond to high ranking individuals who may be from large national or international firms and

may involve unique situations, and each contact must be handled differently, using judgment and discretion.

• In the Provost/Dean’s absence, ensures that requests for action or information are relayed to the appropriate

staff member.

• As needed, interprets request, helps implement action, and decides whether the Provost/Dean should be

notified of important or emergency matters.

• Coordinate collection and preparation of operating reports, such as budget expenditures, and statistical records

of performance data.

• Use discretion in handling details of a highly confidential and sensitive nature.

• Apply skills and analytical knowledge acquired through experience to perform the more complex duties of the

position

• Initiate appropriate action to resolve routine to moderately complex problems.

• Prepare sensitive information for use in discussions and meetings within the organization and with outside

individuals.

• Prepare presentation materials and compiles special reports, letters, and memos, using various software tools.

• Build effective and inclusive relationships with personnel at a variety of levels.

• Provide guidance to other employees regarding new methods, assignments or procedures.

• Supervise work study students and other support staff. Provide training to students on the use of instructional

equipment.

• Works under limited supervision and executes own work planning.

Aug. 2007 - Sept. 2010 Charles R. Drew University Los Angeles, CA

Administrative Assistant to the Dean of College of Medicine

• Ensure confidentiality and control access to sensitive information. Maintain confidential files ensuring quick

retrieval.

• Coordinate the preparation, development and production of major documents, such as proposals, manuscripts,

and accreditation reviews.

• Act as primary contact with telecommunications, information systems, vendors, travel services, and facilities as

needed.

• Provide guidance to other employees regarding new methods, assignments or procedures.

• Supervise work study students and other support staff. Provide training to students on the use of instructional

equipment.

• Assist with department budget preparation and monitor budget expenditures.

• Oversee and facilitate human resources administration procedures and documentation for the

College. Coordinate recruitment planning and searches.

• Process faculty and staff Personnel Action Forms (PAFs). Review PAFs for accuracy, secure appropriate

signatures, and ensure any required documentation is attached.

• Coordinate efforts or contributions of multiple staff and/or faculty

• Works under limited supervision and executes own work planning.

Jan. 06 – Oct. 2007 Wilmington Clinic/Pediatrics Los Angeles, CA

Program Coordinator

Provided administrative support to the Medical Director of the Clinic and Chair of the Department of Pediatrics.

Coordinated and assists in the general administration of the program and acts as operations coordinator for the

Wilmington Clinic

Provided administrative support to the Medical Director of the Clinic and Chair of the Department of

Pediatrics

• Monitored patient activities and prepares reports

Apr. 2002 – July 2006 Charles Drew University Los Angeles, CA

Administrative Assistant / Program Coordinator

• Coordinated and assists in the general administration of the program and acts as operations

coordinator for the South Central Health Care Alliance

• Implemented a sub-specialty referral and patient support program for the pediatric

population in South Central Los Angeles

• Provided administrative support to the Program Director of the South Central Health Care

Alliance

• Communicated effectively with alliance partners including patients, community providers,

and the hospital

• Coordinated group workshops and lectures as needed

• Trained new employees with company policies and issues

• Monitored program performance and prepares Program performance reports

• Prepared regularly scheduled and special reports

Education Jun. 1996 – Oct. 2000 DeVry Institute of Technology Pomona, CA

Bachelors of Science in Business Administration emphasis on Information System

Skills Windows XP, Windows NT, WordPerfect, Microsoft Office (Excel, Word, PowerPoint, Access, Publisher), MS Project,

Visio, Visual Basic, Corel Draw

References Available upon request

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