Manager Administrative Assistant

Frances Alfonso

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

Apt ** **

Miami, Florida 33186

1-305-***-**** (must dial 1)

UNIVERSITY OF MIAMI (2006 2010)

Office Manager (7/2009 01/2010)

Mechanical & Aerospace Engineering

Responsible and accountable for all departmental operations (including budget, administrative,

support staff, and student personnel) ensuring effective and efficient workflow and adherence to

quality standards. Responsible for the recruitment, interviewing, hiring, and supervision of student

employees. Responsible for submission and accuracy of faculty, staff, and student workers' Human

Resource documents (hiring/re hiring/transfers/separations/overloads/research pay/summer pay)

and KRONOS in time for payroll run. Managed all of sponsored accounts, grants budgeting,

departmental operating account management, fiscal distribution, and account reconciliation for the

department. Assist with graduate and undergraduate graduation reception event (including

planning, logistics, announcement distribution, catering). Work closely with graduate and

international doctoral students in Visa, DS 2019, stipend, tuition waiver, and I 20 matters.

Responsible for approving support staff and student timecards for payroll. Assign, schedule,

discipline, and evaluate performance, make recommendations and resolve employee and student

issues. Engaged in office management responsibilities including planning, evaluating, organizing,

integrating and controlling.

Human Resources Coordinator and Accountant (02/2008 07/2009)

School of Nursing and Health Studies

Process all Human Resource documents for new hires (faculty, staff, and student employees)

separations; layoffs; leaves; clearances; payroll input and submission of all personnel assignments

in DHRS. Responsible for processing all part time faculty hiring, including postings,

documentation, payroll, and maintenance of files. Developed, updated, and maintained licensing,

credentials, and health information database for School of Nursing Faculty. Serve as liaison and

work collaboratively with Faculty Affairs, Dept of Business Services (purchasing, contracts,

accounts payable), and Budget Office to fulfill department needs. Developed training guide for the

Dept of Finance and Administration outlining policies and procedures. Responsible for overseeing

the accounting, verification and approval of all financial transactions and assist in the preparation

of financial reports. Assist with fiscal year end closing process. Assist departmental administrators

with the accounting of the sponsored programs accounts. Explain accounting transactions and

resolve issues and/or disputes related to financial transactions. Insure compliance with university

policies, procedures and controls. Monthly reconciliation of department and program accounts.

Make corrections and provide detailed descriptions for all expenses. Analyze general and

administrative expense accounts ensuring all expenses are properly accounted for.

Office Manager/Program Administrator (08/2006 02/2008)

Department of Interdisciplinary Studies

Serve as Department Office Manager and Program Administrator and manage the day to day

general office, fiscal, operational and program administration for several undergraduate and

graduate interdisciplinary programs in the College of Arts and Sciences. Report to the Directors of

these Interdisciplinary Studies programs (IDS) with an indirect reporting relationship to the Office

of the Dean. Responsible for all event planning, logistics, catering, marketing, publications, and

announcements of Department’s Lecture Series and symposiums, and other events of the

department as needed. Create offer letters for PT faculty. Coordinate, analyze, and recommend

changes of programmatic and administrative activities and procedures which include personnel,

budget preparation and record maintenance. Process J 1 visa application and guide international

visiting scholars and international students through application process, requirements, and UM

policies. Recruit, interview, hire, and supervise student employees. Assist in the production of

program marketing materials and publications including semester course booklets and program

brochures. Responsible for allocation and reallocation of available funds; assist with development

and preparation of promotional materials. Prepare travel authorization requests, travel advances,

vendor payments, deposits, requisitions, purchase orders. Assist with the management of the

program's business affairs and budget control. Entrusted sole purchase card holder for the

department. Overall fiscal responsibility and account management to include reconciling, budget

projections, surplus, deficits, and purchasing card transactions. Provide support to undergraduate

and incoming graduate students; creating acceptance/denial letters; creating and entering all course

sections into online systems and make available for registration. Coordinate study abroad trips for

students/faculty. Monitor all applications for Visiting Assistant Professorships. Serve as liaison

between the directors, staff, participating departments, programs & faculty, central administrative

offices, parents and the general community.

LAW OFFICE OF PUBLIC DEFENDER 11TH JUDICIAL CIRCUIT (2002 2006)

Legal Secretary

Assistant to 4 attorneys, perform case law research, assist attorneys in trial preparation, update

court calendar, set up depositions, client interviews, coordinate services with law enforcement

agencies, under thorough detail prepare the following legal documents : subpoenas, motions,

judicial orders, and pleas; maintain caseload of over 250 active cases; handle and screen calls ;

open new cases. Maintain utmost confidentiality and keep data integrity of legal documents.

Handle all other general secretarial work including memorandums and attorney calendars.

ESSLINGER WOOTEN MAXWELL(2000 2001)

Administrative Assistant

Provide all administrative support to top level producer of high profile real estate company and

over 40 agents company wide; maintain listing database; handle confidential correspondence;

compile data for weekly reports; prepare and proofread weekly advertisements, mail outs and

brochures; compose legal correspondence; oversee agent compliance with state and local agencies

and associations; organize and schedule meetings; manage department's website.

EDUCATION

01/2011 Florida International University (estimated graduation 12/2013)

Master of Business Administation, specialization in Human Resource Management

01/2008 Present University of Miami, (projected graduation date 12/2010)

Master of Arts Liberal Studies

2/2002 8/2005 Florida International University BS Criminal Justice, Miami, FL

Bachelor's Degree Criminal Justice

August 2001

Legal Secretary Certificate Florida International University

8/1991 Miami Dade Community College, Miami, FL

Associate Degree

12/1990 Miami Dade Community College, Miami, FL

Associate Degree

HONORS

2005 EDITION OF NATIONAL DEAN'S LIST

SKILLS

Bilingual (English/Spanish), conversational Italian, Supervisory, Fiscal, Grants, Sponsored

Programs, Office Management and Operations, Accounting, WordPerfect,Excel, Outlook,

Powerpoint, Word, Typing, Westlaw, MS Office Suite.

University of Miami Reference letters from former supervisors,co workers, and others familiar

with my work ethic are available upon request.

Contact this candidate