Jacqueline (Jackie) Vinasco

PO Box ***, Elizabeth, NJ 07207

ac2ba3@r.postjobfree.com

Cell 908-***-****

Bookkeeping, Construction- Full Charge (2 yrs) – Asst. Bookkeeper - Manufacturing (5 yrs) – Office Administrator (17 yrs) - Higher Education; Program Assistant (17 yrs) - Higher Education; Assistant to VP and Chair (2 yrs) - Higher Education Receptionist /Customer Service (5 yrs) – CRM Banking (3.5 yrs).

Keywords

Expense Reporting Travel Arrangements Calendar Management Event Planning Business Correspondence Administrative Skills Meeting Minutes MS Office Suite Supervision Bilingual Meeting Planning Discretion General Office Duties Organization Reception Dealing with Vendors Problem Solving Filing Data Entry Dictation Clerical Customer Service Dictation Bookkeeping C-Suite Experience

Experience

ADMINISTRATIVE ASSISTANT (PER DIEM/CASUAL/6 MO. TEMPORARY)

Rutgers University - New Brunswick Feb 2017 – August 2017

●Administrative Assistant in the Department of French, German, Comparative Literature, Cinema Studies and Classics belonging to the Dean’s Office for SAS. Processing faculty travel, faculty reimbursements and assisting with academic scheduling.

●Event planning and logistics; Maintaining databases; Reserving spaces for major events

●First point of contact providing student services and assisting senior administrators with databases and program marketing.

●Faculty support assisting faculty with all administrative duties, travel, event planning and course marketing initiatives

●Document Control Administrator for all digital documents helping with marketing initiatives for the departments

●First point of contact for 5 different departments. Facilitator of operations in the various units.

ASSISTANT BOOKKEEPER

New Generation LLC. • Newark, New Jersey Jan 2017 - Feb 2017

●Assistant to the president and the company’s bookkeeper with various bookkeeping tasks with AP/AR transactions and customer service

●Vendor relations facilitating communications with property supers and project managers.

●First point of contact, enhancing company's communications.

●Liaison between CEO and project managers in the various construction sites.

●Payroll coordinator answering to 40 employees regarding payroll inquiries.

ASSISTANT TO THE CHAIR/OFFICE MANAGER - INFORMATION SYSTEMS

New Jersey Institute of Technology • Newark, New Jersey May 2007 - June 2016

From 7/2015 – 6/2016 (ASSISTANT TO THE CHAIR)

●Office manager (Assistant to the Chair) in the Dept. of Information Systems (with over 230 students).

●Responsible for all office operations and supervision (4 office personnel including 1 secretary).

●Departmental and grant budget reporting and monitoring. Problem solving and overseeing Graduate stipend financials for 20 PhD students every semester.

●First point of contact for all constituents of the university and the IS department serving as a conduit for IS to the entire NJIT community.

●Event Coordinator and project manager who acted on behalf of the Chairperson; ensured smooth operations in the department.

●Held communications with other campus offices; responsible for department’s efficiency and location of resources.

●Responsible for keeping office confidential memos, re-appointment and disciplinary files.

●Answering telephones, processing faxes, and conducting email communications with key contacts from HR and budget departments..

●Purchasing & approving of invoices using Banner financials. Preparing expense reports. Knowledgeable about Global FedEx and UPS software.

●Assisting chairperson with 25 tenured faculty related issues such as HR issues, tenure, reappointments and grant management.

●Creation of teaching contracts for some 30 adjunct professors with any course related requests. Assisting with calendaring different events involving the chair, faculty and Dean’s meetings.

●Assisting with Faculty hiring and completion of HR documents and logistics for new faculty, visiting scholars and adjuncts.

●Processing of J-1 Visa transfers, DC-2019 and all immigration documents for visiting scholars.

●Performed preliminary student academic and career path advising and often met with students who were switching to the IS major.

●Assisted in conveying university policies to office personnel, faculty and student workers.

●Working close with the Dean’s Office to complete faculty contracts and all payments to invited speakers and faculty.

●Answered inquiries to all (walk-ins, domestic and international) students about the program requirements, entry examination and progress into their application process often discussing the financial tuition and fees calculations for both the undergraduate and graduate programs.

●Heavy interaction with physical plant personnel for the up keeping and conditioning (maintenance) of all classrooms and labs. Number of promotions: 2

From 5/2007 – 7/2015 (PROGRAM ASSISTANT INFORMATION TECHNOLOGY)

●Assisted the Information Technology chairperson with all operational aspects of the department. Took care of the Chair’s and (3) coordinators calendar

●Assisted with the supervision of (4) student workers in managing the entire academic program with over 465 students.

●Event Planner for all conferences, meetings, presentations, seminars, colloquia. Ordering food, reserving all event spaces, and event marketing.

●Entering job posting for both students and professors into the university employment portal.

●Budget monitoring for a 930K budget often transferring money among the accounts to cover the various purchases.

●Processing of timesheets for students and timekeeping for all office personnel including faculty.

●Helped with answering all student (domestic & international) students’ inquires. Created marketing campaigns for the department either via the departmental website & bulletin boards. Maintained departmental websites by the use of Site Studio software, changing of content, making website friendlier to navigate.

●Serving as the department’s first point of contact and liaison between all parties within the department and the campus in general.

●Heavy interaction with physical plant personnel for the up keeping and conditioning (maintenance) of all classrooms and labs.

●Taking and typing of all departmental minutes. Attending all major meetings involving faculty, students and Dean’s forums.

●Ordering of all supplies, textbooks and management of the copy center.

PARKING SERVICES ASSOC. VP ASSISTANT

NJIT Security Systems & Parking Services Jan 2008-Nov 2008

●Worked under the supervision of the Associate VP of Security Systems in coordinating and managing the entire parking and security systems operation for the entire campus comprising of 10,000 students, 1,000 faculty members and 300 visitors per semester.

●Greeting all visitors and acting as the liaison between the office of Security Systems and officers of other departments on campus.

●Use of SIS Student Software system to verify student's profiles, registration and biographic information. Use of VRS NJIT Software System to enter all parking information for all students some 10,000 commuters and residents, 500 faculty & staff using NJIT’s parking facilities.

●Using FRS Accounting System (later transitioning to Banner Financials), for the creation of requisitions that will later become purchase orders.

●Purchase Orders follow up with Purchasing Department. Production of purchased goods receipt reports. Directly monitoring all departmental budget accounts (Budget was USD $2.5M) Performing money transfers when necessary to ordering office supplies and security cameras and equipment for the entire university. Tracking of office inventory for the current fiscal year.

●Interacting with all other departments on campus to keep the Parking Services and Identification procedures in order.

●Providing Identification services for the entire campus as well as the Campus Police when they requested individual’s profiles.

●Participation in the Summer Programs by providing ID's to the entire NJIT summer school program community, visitors, speakers and visiting scholars.

●Assisting department’s director with entering data entry pertaining to Building Access databases via Excel spreadsheets; granting or deleting individuals' access to the various campus buildings and/or campus areas on a per semester basis.

●Interaction with Computer help desk to facilitate uploading of most recent Parking and Building Access databases into the campus network.

●Worked on ad hoc project as needed; assisting VP Executive with calendaring and travel arrangements.Serving as a liaison for the executive office.

●Assisting key executive leadership staff members serving as an Executive Office liaison to visitors escorting them as needed.

●Keeping all confidential files, coordinating Executive Officer's calendar, engagements & logistics supporting Associate’s VP leadership with a strong command of computer skills on any projects assigned. Maintaining a database for all contacts via MS Access.

●Processing all expenses reports for VP, coordinating all conference calls and activities, preparing materials for the meeting.

NJIT - SECRETARIAL ASSISTANT III/Floater at the following departments: Mathematics, Strategic Communications, Dept. of Physics May 2007- Jan 2008

OFFICE MANAGER/FULL CHG BOOKKEEPER/LEGAL ASSISTANT/REAL ESTATE SALES

Genesis Quality Homes LLC. • Florham Park, New Jersey June 2006 - May 2007

●Office manager and Bookkeeper in charge of all office operations managing a 34M budget for a lawyer/builder’s company.

●General office duties: welcoming visitors, reception, answering phones, filing, typing, data entry, investors’ relations.

●Bookkeeping responsibilities included entering bank reconciliations using Sage Master Builder software. Managing escrow accounts for clients, and keeping all day to day transactions for 6 construction sites.

●Disbursing payments to all vendors and independent contractors. Ensuring that all insurance policies covered required amounts for construction purposes. Maintenance and monthly reconciliations of all bank accounts, created Cost Summary Reports and cash flow reports for investors.

●Produced financial reports at all stages of the residential construction jobs for investors and CEO.

●Entering of all AR/AP transactions. Paid quarterly taxes. Interacting with Bankers for daily banking inquiries.

●Assisted with the preparation and processing of legal closing documents related to real estate purchases/sales.

●Facilitated communications among owner, buyers, sellers, investors and real estate agents for the smooth processing of all property sales.

●Maintained and managed all escrow accounts for the legal firm and provided legal support and responded clients’ inquiries.

PROGRAM ASSISTANT TO VP of FINANCE

Kean University • Union, New Jersey May 1999 - June 2006

●Program Assistant in charge of departmental operations at a Graduate program (MS in Management Information Systems) with over 200 students.

●Provided office support for (2) academic coordinators including calendaring using MS Outlook and welcoming office visitors. Worked under minimal supervision. Assisting coordinators with logistics for academic planning and the maintenance of the department student enrollment database.

●Assisted with the devising of the department’s newsletter.

●Assisted coordinators with scheduling of classes, meetings, interviews, faculty schedules, reviewing students’ applications, event planner for most seminars/colloquia. Contacted colloquia speakers directly to obtain biographies, pictures and presentation content. Helped market the colloquia events.

●Daily interactions with students, deans, professors, chairs, speakers and visitors of the university.

●Ordered all supplies and monitored departmental budget often transferring funds among the various accounts as needed.

●Performed orientation for new students, created memoranda and all office documents. Submission of all textbooks orders, final grades, Processing of Incomplete grades and petty cash vouchers. Supervised (2) graduate students that will graduate within 2 or 3 semesters.

●Maintained all departmental databases using MS Access. Worked evenings. Heavy use of PC, databases and the Internet, and heavy communication with officers at the Graduate Studies department and HR.

●Maintained confidential files for (20) tenured professors in the department and maintained communications with them throughout every semester.

●Hired and process all HR documents and logistics for new faculty, continuing contracts for the (25) existing faculty, including (5) visiting scholars and (15) adjuncts. Took minutes at departmental meetings. Keeping of confidential minutes from the Kean University Board of Trustees.

●Helped 5 executives including a VP of Finance, with calendaring, visitors, expense record keeping, executive meetings and problem solving of any issues for the executives.

●Coordinating conference calls and web meetings including organizing the dial-in and logon information.

●Coordinating office activities such as planning employee engagement activities and coordinating other special events with internal and external groups.

Other assignments at Kean University: Office of Student Accounting, Office of VP for Student Accounting, Dean of Humanities Department, Department of Technology. Number of Promotions: 1. Note: Work experience data for June 1988 to May 1999 is available upon request.

Education

Northcentral University (2014) – EdD Doctoral Program in Leadership in Higher Education – in progress

New Jersey Institute of Technology - MS in Management (Graduation date: May 2013)

New Jersey Institute of Technology - BS in Business (Graduation date: May 2011)

Kean University - Associates in Finance (Graduation date: May 2006)

Union County College – BA in Fine Arts Education (27 credits)

Current Studies Information

Other Education/Training: Stenographer Certificate from the NJ Dept of Personnel in May of 2000.

Office Administrative Assistant Certificate in progress to be completed in December 2017.

Obtained HRDI State of NJ Personnel certification in four areas: Data Entry (70 wpm); Stenography (60 wpm); Typing (55 wpm).

Completed all Office Technology courses at UCC covering MS Office suite, Communication in the Workplace; Conflict Resolution.

SKILLS

● Dictaphone, Stenography (60 wpm); Typing (55 wpm), Data Entry (97 kpm); Knowledge of Legal & Medical Terminology

● MS Office Suite: MS Word, Access, Powerpoint (Advanced). MS Excel (Intermediate). MS Publisher (basic).

● Bilingual (English /Spanish); translation.

● Use of all office equipment. Knowledge of FedEx Global ship and UPS software.

● Expert in the use of Web pages maintenance and content editing via Site Studio.

● Knowledge of most internet browsers, Google Drive Management System; Adobe Cloud Management system.

● Use of Moodle 2.0 Learning Management System (similar to Sakai) document and forum management.

● Switchboard AT&T Merlin Telephone System

● Excellent use of Banner Financials, Banner HR and Banner Student software.

● Mastery of Sage Master Builder Software

● Expertise with Google Calendars, Docs and Drive

● Knowledge of Adobe Acrobat Reader and Document Management

● Knowledge of Fedex and UPS Global Shipping Software

● Proficiency in Supervision & Organization Skills

● Knowledge of SPSS statistical software (Basic)

● Office 365 – Intermediate knowledge

● Knowledge of Cornerstone software (Employee portal, Financials and Purchasing, Rutgers University Human Resources, Ethics and Compliance, Research, Computing Services, Academic Resources, Campus Services.)

● Knowledge of IE/Firefox/Chrome internet browsers; Adobe Creative Cloud software including Acrobat, Publisher, MS Paint, Photoshop.

● Accounting, bank reconciliations, escrow account management, and payroll processing by use of Oracle, Quickbooks and Sage Master Builder’s Software.

TRAITS

• Highly organized, extremely detail oriented, and capable of prioritizing time sensitive duties

• Excellent written/verbal communication ability

• Wonderful people skills; charismatic personality

• Technologically oriented, skilled with software applications, capable of adapting to various systems & processes

• Quick learner, self-directed, resourceful and proficient at dealing with a wide array of situations and conflicts involving administrative

functions.

• Capable of working closely with outside clients & vendors and capable of problem solving

• Exude optimism, friendliness and the utmost of professionalism at all times

• Everlasting proactivity & enjoy a small office team environment

Professional Memberships/Awards

● American Marketing Association

● Hispanic Association of College Employees (HACE)

● Member of the Finance Club at Kean University

● IEEE Student member - Technology

● CaribSO NJIT Chapter

● Society Hispanic Professional Engineers SHPE

● Beta Gamma Sigma NJIT Chapter 2013

● Committee for Women Leadership, NJIT, 2012

● Alpha Beta Sigma, incepted in 2010

● Epsilon Pi Tau, Recognition received, 2005

● Delta Epsilon Iota, 2011

● CoP Leadership in Higher Ed - SoE at Northcentral University, 2016

● Psychology Club at Northcentral University, 2016

Achievements/Awards & Honors

●During my tenure at NJIT (IT Program), I helped 2 coordinators increase student enrollment numbers from 205 in 2008 to 495 in 2015 (141% increase

●Recipient of the Murray Center - Lisa Pierce Leadership Center at NJIT Award for Years 2014 and 2016.

●Recipient of the Epsilon Pi Tau Award for Excellent Service at Kean University in 2005.

●Recipient of the Women Leadership Scholarship with Women Leadership Institute (2015). Scholarship included all trip related fees and textbooks in

●Amelia Islands FLA

●Earned an NIH Human Subjects Certification in 2014.

●Cum Laude (BS Degree in 2011)

Interests

Reading articles and textbooks in my field. Oil painting, sketching, making new friends, ballroom dancing, traveling, line skating, meeting new people, film festivals, rock concerts, biographies, taking care of my pets, gardening and cooking.

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