Administrative Assistant Sales

MARIE A. MILLS

**** ******** **** **********@*****.*** Mobile: 832-***-****

Houston, TX 77028 Home: 832-***-****

SUMMARY

A detail-oriented Administrative/Human Resources Professional with over 25 years experience in diverse industries. Expertise in performing human resources and office administration duties including, benefit programs, leave of absence, payroll, recruiting, employee relations, expense reporting and audits. Recognized for strong organizational, interpersonal, leadership, and training skills. Team leader with demonstrated ability to work independently to achieve group goals by utilizing skills in prioritizing and decision-making.

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PROFESSIONAL EXPERIENCE

THE UNIVERSITY OF TEXAS MD ANDERSON CANCER CENTER, HOUSTON, TX 2011 – PRESENT

Administrative Assistant, Investigatioal Cancer Therapeutics

• Administrative support to two assigned faculty. Responsible for heavy calendaring, arranging appointments, travel, submitting expense reports, and the operation of faculty member's office, including the coordination of schedules and itineraries for visitors.

• Maintain the most current information pertaining to curriculum vitae in Faculty Information System (FIS), periodical publications, NIH-format Biographical Sketch and PRS account balance.

• Attend meetings, record minutes and distribute accordingly.

• Compose complex correspondence from basic information and route appropriately.

• Be able to organize and disseminate information in a clearly understood manner

• Maintain and improve the filing system.

• Ensure the timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators and initiating response process.

• Prepare agendas for matters of consideration at meetings.

Transcribe oral dictation consisting of letters and agenda items from meetings

• Provide telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary.

• Provide administrative support to other department staff as needed.

• Order supplies in accordance with prescribed institutional and department procedures.

• Provide coverage for other support staff in the event of vacation or illness.

• Initiate and assist in scheduling meetings, arranging for conference rooms, and catering.

• Communicate regularly with department administrator about activities and new developments.

• Respond to and assist other employees, vendors, etc., who require assistance with directions, locating meetings, etc.

• Correctly complete and route departmental and institutional forms as needed

• Follow up to insure timely completion of assignments

• Represent department in a professional and appropriate manner within institution, as well as externally

THE FOUNTAIN GROUP/SIEMENS ENERGY INC., HOUSTON, TX 2011 – 2011

Administrative Assistant 4 (Contract) – Engineering Management Department

• Process Engineering Group timekeeping for 50+ employees. Check all time entered in SAP, update the tracking spreadsheet and process all SAP time correction requests.

• Responsible for all OG3 project expense report printouts for the department on a weekly basis.

• Assist with the on-boarding process for new hires by preparing on-boarding binders, identify seating assignments, phone extension setup, and facilitate trainings.

• Process and submit expense reports for department managers and senior employees in a timely manner.

• Schedule department meetings and/or trainings and presentations including scheduling meeting rooms, sending meeting requests to attendees, coordinating catering and the setup and breakdown of meeting room.

• Coordinate logistics for departmental team building events including meeting requests, contacting vendor for event information and pricing, and track spending to remain within budget.

• Assist with sending reminders for updating resumes; format and maintain the resume database for the group by tracking updated resumes via the resume status spreadsheet.

• Responsible for updating the tracking sheet with time-off requests and entering all time-off requests on the "Engineering Group" shared calendar; forwarding employee vacation balances as requested.

• Assist the HR Recruiter and HR Consultant with interview scheduling, creating new hire packets, and the initial set up of the employee personnel file.

• Responsible for monthly supply ordering and maintaining stock for the department.

COMCAST, HOUSTON, TX 2007 – 2011

Human Resources Generalist (03/08 – 04/11)

• Coordinated and delivered benefits orientation for all new hires.

• Processed paperwork for payroll actions, STD and other LOA’s.

• Participated in annual benefits road show to update employees on the changes during open enrollment.

• Advisor to employees and supervisors on the process required for all Leave of Absence request.

• Tracked and responded to all external inquires for short term disability, worker’s comp, military leave, etc.

• Prepared responses for all unemployment claims to include participation on hearings when required

• Coordinated annual Motor Vehicle Records audit for employees driving for company business.

• Created and posted all job postings internally and externally. Assisted with sourcing and screening of non-management candidates to include résumé screening.

• Managed the pre-employment process and on-boarding for new hires; drug screening, references, background, offer letters, and rejection letters.

• Completed job folder compliance by closing requisitions and gathering information from hiring mangers to complete job folders.

• Coordinated and executed job fairs for technical hires as needed.

• Maintained personnel files.

• Punctual and consistent attendance. Worked extended hours as needed to include other duties and responsibilities as assigned.

• Sales Support Rep 2 (8/07 – 3/08)

• Maintained, tracked, and processed all surveys for the Small Business and Metro E sales teams received via the Workbench system or email.

• Revised the Business Services Survey Log to include metrics for tracking transit stats.

• Created and maintained weekly, monthly, and quarterly sales revenue reports for both Small Business and Metro E teams.

• Prepared and submitted monthly commissions to payroll for processing.

• Other special projects as assigned by the Sr. Business Services Manager.

ADELPHIA BUSINESS SOLUTIONS/TELCOVE/LEVEL 3 COMMUNICATIONS, HOUSTON, TX 1999 – 2007

Installation Coordinator (promoted internally)

• Responsible for maintaining, tracking, and processing of all local number portability for the market.

• Coordinated all service installation activity between operations, sales, customer, and customer vendors, to include customer interfacing on issues and questions regarding the installation process.

• Confirmed and verified status of all pending new, move, add, or change orders to include trouble tickets.

• Led discussions during weekly meeting on status for all orders.

Executive Assistant to the Regional Vice President

• Created and maintained weekly, monthly, and year-to-date revenue reports for nine markets in Southwest Region. Prepared and organized documents, graphics, and chart material for use in correspondence, reports and presentations to the CEO, supporting the Regional Vice President.

• Provided support to General Managers in seven states to compile and interpret data for financial reports

• Coordinated travel, prepared and audited expense reports.

Administrative Assistant to the General Manager

• Managed administrative support staff and ensured completion of all subordinate tasks and duties.

• Created and maintained weekly and monthly sales reports, enabling the Regional Vice President to have real time information on revenue and sales.

• Updated spreadsheets and manuals related to sales and office administration.

• Screened callers and routed calls to appropriate staff.

• Conducted new hire orientations.

• Responsibilities encompassed following functions:

Payroll & Benefits Management

• Administration of payroll for 67+ employees manually and electronic with zero discrepancies including overtime and on-call pay for technicians.

Accounts Payable

• Answered all vendor inquiries.

• Reconciled accounts receivable and coded invoices for payment.

Employee Relations

• Local Human Resource liaison responsible for processing potential candidates for employment.

• Administered pre-hire paperwork for candidates in the hiring process.

• Conducted new hire orientation.

• Provided training for new administrative employees in sales and front desk operations.

• Maintained personnel files.

Office Administration

• Answered multi-line phone system.

• Ordered office supplies and equipment.

• Acted as Office Manager for the smooth operations of day to day business.

• Maintained good working relations with recruitment sources.

TEMPORARY CONNECTION/FERRELLGAS, HOUSTON, TX 1998 – 1999

Secretary

• Answered phones, provided information to callers, routed calls to appropriate officials

and placed outgoing calls.

• Typed and filed routine correspondence and other records.

• Completed daily administrative logs and reports.

U.S. ARMY 1978 – 1998

Senior Administrative Non-Commissioned Officer

• Held a secret security clearance.

• Compiled and maintained records of business transactions and daily office activities.

• Aided executive officers in administrative and customer service staff capacity.

• Supervised clerical personnel in the administrative division.

• Analyzed and organized office operations and procedures, typing, bookkeeping, flow of correspondence, filing, requisition of supplies and other clerical services.

• Evaluated office production, revised procedural regulations to improve efficiency in workflow.

• Established uniform correspondence procedures and style practices.

• Reviewed clerical and personnel records to ensure completeness, accuracy, and timeliness.

• Prepared activity reports for physical fitness testing, weight control, counseling, and attendance

EDUCATION

Business Administration, 120 semester hours, Liberty University, Lynchburg, VA

PROFESSIONAL DEVELOPMENT

SAP, ADP for Payroll, Oracle, Remedy, Word, Excel, PowerPoint,

Outlook, KRONOS,FIS, Concur, WebSchedule, Lotus Notes

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