Administrative Assistant Director

Vannessa Lee Brown

***** ****** *****

Fredericksburg, VA 22407

Office: 202-***-****

Email: ********.*****@***.***

Country of citizenship United States of America:

Veterans' Preference: No

Highest Grade: GS-303-11, 05/11-Present

Contact Current Employer: Yes

WORK EXPERIENCE

Office of Personnel Management Washington, DC

5/2011- Present Grade Level: GS-11

Executive Assistant, 303

As the Executive Assistant in the Associate Director office of Employee

Services, Office of Personnel Management (OPM). I perform a variety of

administrative and support duties that are essential to the effective, and

efficient operation of the Office of the Associate Director in carrying out

responsibilities related to a variety of activities and initiatives of the

agency.

As the liaison and primary contact between the Associate Director and

subordinate organizations and other offices, entities, groups, or

individuals, the employee performs the following duties.

Major Duties and Responsibilities

. Responsible for and maintaining knowledge of daily administrative

concepts, practices, OPM policies, functions, processes, and

operations to manage the work of the Associate Director. Respond to

varies questions from governmental organizations, the public, and

resolve administrative problems as they occur.

. Responsible for and maintaining knowledge of the Associate Director's

views, operating methods, and decisions. Serve as liaison to

coordinate activities and assist OPM managers and program officials in

carrying out OPM decisions and requirements.

. Screen callers and visitors in order to determine the nature of their

business. Respond personally to general inquiries and administrative

concerns. Coordinate with other program offices within the agency and

with external organizations or agencies referencing OPM policies and

or regulations.

. Responsible for arranging conferences and scheduling meetings for the

Associate /Director. Notify participants, prepare the agenda, and

compose drafts of the presentations. Arrange for subordinates to

attend conferences and or meetings in the absence of the Associate

Director.

. Responsible for briefing Associate Director on subject matter for all

conferences and or meetings.

. Accompanies the Associate Director to internal and external meetings

and follow up, on behalf of the Associate Director, on concerns and or

problems raised by constituency group members.

. Attend senior staff meetings and prepare follow up measures to ensure

that commitments are being met.

. Analyzes information from internal and external sources to formulate

new ideas, approaches, strategies, and recommendations.

. Assists the Associate Director in analyzing complex administrative

policies, programs, and interpersonal matters, by providing accurate,

timely advice on procedures and other requirements necessary to

implement policies, directives, or instructions.

. Anticipate the need for background and reference material; obtain and

assembles information from a variety of sources. Organize the

materials ensuring to capture attention to the most important parts.

Prepare summaries of material abstracted, to send to the Associate

Director.

. Research records and other sources to obtain precise information

needed for completion of confidential and or time-sensitive projects.

. Prepare status reports of particular activities or projects, as

requested by the Associate Director.

. Responsible for evaluating the effectiveness of processes and

procedures used to manage the work of the office, diagnoses problems,

and designs new procedures and reporting processes as needed in order

to maintain an effective work flow.

. Responsible for reviewing decision packages and other documents for

timeliness, procedural correctness, completeness, and apparent

responsiveness to requirements.

. Prepare a variety of correspondence and reports using computer

software applications such as word processing, spreadsheet, desktop

publishing, graphics, electronic mail, and other specialized software.

. Maintain the operating budget for the Office of the Associate Director

and make assessments of balances relating to various programs needs,

analyzes expenditures, and recommends the shifting of funds based on

program needs.

. Tracks and monitors correspondence, reports, and items of special

interest to the Associate Director.

. Make travel arrangements for the Associate Director and others within

the agency office.

Office of Personnel Management

10/2005-5/2011-Grade GS-08 GS-09

Administrative Assistant, 303

As the Administrative Assistant to the Deputy Associate Director of the

Center for Performance and Pay Systems, (PPS) with whom I provide direct

assistance as well as the staff.

. Responsible for clerical support staff in establishing priorities,

determining, communicating, ensuring administrative procedures, and

quality of standards are understood and maintained.

. Respond to calls and incoming correspondence requesting information

and in accordance with established policies and procedures often

interpreting policies and rules, researching the web or referral to

another department or agency.

. Perform management skills; i.e., plan, analyze, implement, establish,

resolve, and monitor office procedures to identify opportunity to

modernize, and improve administrative processes.

. Maintain and monitor the Deputy Associate Director's appointment on

his calendar and remind him of priority issues pending or that may

have develop that need his attention.

. As the liaison between the Deputy Associate Director and the staff I

provide accurate, timely advice on procedures, reports, requirements

and other matters necessary to implement the policies, directives, and

instructions.

. Inform the staff of the Deputy Associate Director's views on current

issues and programs, and schedule briefings.

. Review correspondence, and documents prepared for the signature or

concurrence of the Deputy Associate Director for conformance with

correspondence guidance, format, and special policies of the

organization.

. Prepare memoranda, letters, reports, forms, graphs, and charts of a

routine to highly complex nature.

. Participate in the Pay Systems survey in gathering data for cost

analysis related to the cost of living allowance program.

. Advise and instruct staff in compliance of general policies, and

correspondence guidance.

. Provide technical, and program support for various systems, and

databases.

. Maintain a variety of manual and automated files using several systems

such as Excel, Web Base, and Mainframe databases.

. Receive, review and distribute mail, and forward any correspondence

for response to the appropriate group, enter into our document

management system for tracking. Review any publications, and

regulations which may be significant to the activities of the center.

. Receive requests from other organizations for information concerning

programs under the Deputy Associate Director's direction and route to

appropriate group for action.

. Maintain, monitor, and replenish the equipment and office supplies,

prepare the purchase request and submit for approval.

. Experienced in the procedures, and policies required by the Federal

Acquisition Regulations in office procurement.

. Maintain, monitor, and process Center's credit card and other

procurement activities by logging and allocating the purchases in

GFIS.

. Manage the Center's office funds budget spreadsheet.

. Prepare, process, and verify time, and attendance records, process any

corrective action.

. Arrange, confirm, and process travel, hotel, transportation

accommodations, and itineraries for the Division.

. Coordinator for the Freedom of Information Act inquires in reviewing,

forwarding for response and tracking into the web base system with

established control and suspense date with follow ups to ensure

suspense date is timely met.

Supervisor's Name: Charles Grimes III, Supervisor's Phone: 202-***-****

Office of Personnel Management 8/2003 - 9/2005

Washington, DC Grade Level: GS-08

Administrative Assistant, 303

Administrative Assistant to the Special Assistant and the Associate

Director, of Human Resources Products and Services, provide operating

administrative support activities, projects and issues.

. Accountable in the planning necessary to accomplish

assignments/objectives.

. Maintain the calendar for the Assistant and the Associate Director,

schedule meetings, conferences and coordinate with other offices

required to attend.

. Prepare background information and distribute. Received telephone

calls and walk-in visitors, provided requested information and made

appropriate referrals.

. Managed and coordinate the daily operations and evaluating alternative

actions, as needed.

. Review all incoming correspondence prepared for the Associate

Director's or Director's signature for clarity, completeness of reply,

grammatical, and procedural correctness.

. Track all incoming correspondence into the excel database and the

Mainframe correspondence management system ensuring that all priority

correspondence due dates are met sending weekly reports to the

programs office's requesting status updates.

. As the liaison with the Director's office and the Office of

Congressional Relations, I provide status updates for our weekly

meeting with the Executive Secretariat and ad hoc.

. Conduct interviews for internships and made selection recommendations.

. Assist in the progression of the Division's initiatives such as the

web site and presentations for scheduled events. Oversee the

establishment and maintenance of pertinent, confidential office files

and records systems. Made all travel arrangement, hotel,

transportation and etc. Prepare the itinerary and gather any

information necessary for the trip. Prepare the time and attendance

for the AD staff. Purchase supplies for the office and staff. Devise

and implement, procedures, and practices affecting the Division, and

foresee administrative problems, requirements, and made

recommendations.

. Revise the internal web THEO/HRPS correspondence guidance resource for

division wide. Implement a new electronic filing system, which

consists of scanning all documents, created a file maintenance system,

and standing operating procedures. Coordinated the HRPS Division wide

focus group participants in scheduling sessions located in different

states for multiple sessions on numerous dates and times. Coordinated

the space and set up for each session in various locations and made

decisions on any and all changes that occurred.

Supervisor's Name: Victoria Fuller, Supervisor's Phone: 202-***-****

Pratt Medical Center 5/2002 - 8/2003

Fredericksburg, VA, VA US Grade Level: n/a

Hours per week: 40

Surgery Coordinator, N/A

. Responsible for maintaining and managing the surgery schedule for two

general surgeons which consisted of consulting with the patient,

surgeons and operating room coordinators. Schedule the surgery with

the hospital operating room or surgery center, requesting special

instruments, services and equipment needed for the procedure.

Instruct patients about the procedures, pre-operative tests,

appointment times, require labs, and facility times. Coordinate any

consults with other physicians that may be necessary before, during

and after surgery. Serve as the liaison between the hospital, patient

and surgeon. Resolve any conflicts that may occur

. Prepare the consents forms, medical charts, ordered history, and

physical, as well as any records requested by the surgeon. Acquire

all necessary referrals, pre-certified and pre-authorized patient's

insurance for procedures. Maintain the confidentially of patients and

associates. Apply the HIPPA regulations daily. Researched and

assisted customers, co-workers in billing questions, errors and office

visits scheduling. Developed and formulated internal office

informational and instructional forms, and office standard operating

procedure for the surgery coordinator position.

Supervisor's Name: Lori Peyton, Supervisor's Phone: 540-***-****

Mary Washington Hospital 2/2000 - 5/2002

Fredericksburg, VA, VA US Grade Level: n/a

Hours per week: 40

Posting Coordinator, N/A

. Schedule routine, emergent procedures and prepared the daily surgery

board. Generated monthly surgeon specific reports related to practice

statistics. Notified nursing staff and same day surgery to give pre-

operative medications as directed. Page surgeons when operating room

is ready for case to begin. Instruct orderlies to transport patients,

specimens, equipment, and beds. Maintain constant communication with

the specialty coordinator in the progression, and changes in the

schedule. Expedite services from other departments when called upon.

Journaling all cases, applying charges and filed necessary forms.

Rearrange the schedule for emergent cases and notify the appropriate

persons of the necessity to adjust the schedule.

Supervisor's Name: Heather Carelock, Supervisor's Phone: 540-***-****

Patent and Trademark Office 2/1985 - 5/1996

Arlington, VA, Arlington, VA US Grade Level: GS-07

Hours per week: 40

Human Resources Assistant, 203

. Manage the day to day operations of the clerical recruitment program

without supervision. Maintain an active recruitment database. I

reviewed all clerical applications, rated, ranked the applications

based on the clerical examination score, education, experience,

applied the rule of three, veteran preference, and any applicable

information to make the rating determination of placement in the

system. Responded to each applicant with the rating they received, and

informed them of the application process.

. Interviewed applicants, performed the references checks, and referred

the top candidates to management. Processed the recruitment action,

and made the offer of employment. Scheduled the orientation date and

sent the letter of employment to the selected applicant.

. Provide monthly statistical, informational, and related reports to

management on the progression of the program, and new regulations or

guidance for implementation on clerical recruitment. I conducted the

clerical examination, and the typing examination on and off site at

various schools, and organizations. Maintain and updated the open

clerical vacancy announcement, and made any changes or updates. I

managed the existing employee program. Maintain a working knowledge

of the code of federal regulations, federal personnel manual and the

title 5, and applied them appropriately.

. Manage the health and life insurance program providing employee with

the eligibility dates of insurances, provided them with materials on

the benefits available, and prepared the forms when the employee was

eligible and submitted to payroll for processing.

Human Resources Assistant GS-203-4/5/6--Managed the summer hire program

with every aspect from preparing the vacancy announcement, reviewing

applications, interviewing and processing the recruitment action to bring

them aboard. Process the personnel actions for promotions, transfers, and

recruitment. Maintain a working knowledge of regulations and government

policies. Secretary to the Chief of Employee and Labor Relations Division,

I processed leave audits, adverse personnel actions and managed

administrative duties. Maintain high level of confidentially within our

division. I managed the Chief of Employee Relations calendar without prior

approval, scheduled meetings, and conferences, set priorities. Made travel

arrangements, process time and attendance.

Supervisor's Name: Elizabeth Szeles, Supervisor's Phone: 703-***-****

Strayer University Fredericksburg, Va U S

125 Quarter Hours

Major: Business Administration

Minor: Human Resource Management

Relevant Coursework, Certifications:

. Administrative Manager Certification 06/05

. 508 Compliance Training 2/06

. GFIS Training 2/06

. Green Purchasing Training 2/06

. Purchase Card Holder Training 2/06

. Writing & Editing course 10/03

. Government Administrative Assistant Certification 11/03

. Teambuilding training for Classification 2/96

. Interviews for Classification 3/96

. Taking Initiative 1/96

. Time Management for the 21st century 2/96

. Problem Solving 2/96

. TSP course 9/95

. Special Assistant Organize Your Life 4/95

. Stress management 3/95

. Position management 8/95

. Upward mobility 8/95

. Communications skills 6/95

. Personnel Management for Assistants 4/93

REFERENCES

Delicia Harrell Office of Personnel Management

Phone Number: 202-***-****

Reference Type: Professional

Sandy Shepard Veterans Administrations

Phone Number: 202-***-****

Reference Type: Personal

ADDITIONAL INFORMATION

Outstanding Performance Award, 2006, 2007, 2008

Sustain Superior Performance Award, 2005

Administrative Professionals Awards, 2004

Contact this candidate