Administrative Assistant

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Veronica Cruz

Administrative Assistant at American University of Sharjah, United Arab

Emirates

Contact Information

Mobile Phone: 091********

Address: **** ********** ******, ********

Pasig City

Experience (30 years)

Administrative Assistant

American University of Sharjah

Sharjah, United Arab Emirates, Sharjah, United Arab Emirates Office of Student Affairs

Student Learning and Counseling Services

October 2010 – September 2015

Job Role:

• Provides complete administrative support to the Student Learning and Counseling Services.

• Support and facilitate communications on all SLCS programs and initiatives.

• Ensure proper filing and workflow..

• Works on data management and reporting to ensure accurate reporting.

• Coordinates and schedules appointments between the students and the student counselors.

• Respond to inquiries and issues from both internal and external clients to ensure customer satisfaction

• Creates, designs database to encode and store all SLCS confidential information to effectively utilize and prepares accurate reports.

• Creates effective forms, charts, graphs and tables for slide presentations, newsletters, data accurately

• Prepares and collect all the data//information for the SLCS Weekly, Monthly and BOT Progress reports

• Prepares and collect all the data/information for the SLCS Quality Assurance/Institutional Effectiveness Annual Plan Report

• Prepares all the data/information for the SLCS Initiatives and Strategic Priorities.

• Prepares all the data/information for the SLCS Community Engagement Plan

• Prepares all the data/information for the SLCS Operational Manual.

• Prepares all the data/information for WEAVE report.

• Prepares requisition for the SLCS store and non-store items

• Designs and print new big posters which talks about the relevance of psychology to help students with visual and the need to use the free services provided by SLCS.

• Prepares/create ideas and implement for the SLCS during the Student Club Fair

• Monitors and update flyers and brochures.

• Updates SLCS website.

• SLCS Event Coordinator during the Orientation for the New Students, SLCS Club Fair and SLCS Training Workshops..

• Member of the OSA Media Committee

American University of Sharjah

Sharjah, United Arab Emirates, Sharjah, United Arab Emirates Facilities Department

June 2001 – October 2010

Job Role:

• Gives small scale group in house orientation.

• Update/review FCD website manuals, forms, and other documents.

• Generates work orders and reports using the MAXIMO/BANNER

• Makes travel arrangements following general instructions and keeps records of travel itinerary. Prepares and submits travel vouchers and expense reports.

• Takes minutes of meetings. Responsible for arranging conferences and meetings, including preparing agendas, gathering and compiling data, contacting participants, and recording minutes.

• Prepares a variety of communicative subject matter that may include privileged and highly sensitive materials. Gathers, reviews, and compiles information and prepares accurate and comprehensive reports and surveys with deadlines as assigned.

• Prepares correspondence independently on matters not requiring personal attention of Director.

• Maintains budget expenditure records of office/unit budget; prepares and coordinates budget transfer requests as necessary; tracks expenditures from each budget line item.

• Establishes and maintains a variety of office filing and record-keeping systems.

• Prepares the fiscal year quarterly review to be approved by the PPD Director.

• Assists the FCD Director in preparing his MBO (Management by Objective)

• Approves Banner Store and Non Store Requisitions in behalf of the FCD Director.

• Provide assistance in conducting reviews of all subordinate staff; track the processing of unit performance evaluations

• FCD Director’s calendar and appointments. Arrange for meetings; ensure that appropriate preparatory time and other arrangements are considered. Maintain current information on project deadlines, approval schedules, key meeting dates and follow-up.

• Assist MEP Engineers in doing the electrical schematic diagram using AutoCAD.

• A point of contact for Facilities Department. Organize, and coordinate the flow of information coming in/out of the department. Receives and handles all inquiries which come into the office for information or assistance.

• Reviews and edits. Providing assistance to managers on the quality of the finished products (grammar language and format)

• Serves as backup for the Housing & Transportation Services Administrative Assistant during her leave.

• Serves as backup for the Executive Assistant (VCFA’s Office).

• Assists Call Center in encoding all the Maximo work orders from the customers

• AutoCAD - supports FCD with document format and plotting to PDF

• Project Management Software - supports the team leaders

• Web Page Preventive Maintenance - Coordinate, review, and format information from the team leaders for web publication.

Secretary cum Tender Co-coordinator

TARGET & JIMA Construction Co. LLC

Dubai, United Arab Emirates

January 26, 2000 - June 16, 2001

Job Role:

TENDER FOR DUBAI ELECTRICITY & WATER AUTHORITY (DEWA) PROJECTS

• Responsible in advising concerned staff of the tender.

• Photocopies tender documents for distribution to concerned Engineers.

• Arrange & compile required supplementary documents for tendering to be submitted to DEWA.

• Regularly co-ordinates with concerned Engineers, Purchasing Supervisor and Accounts Manager for other supplementary documents needed.

• Place all the Bill of Quantities and Schedules in the computer.

• Have the Tender documents and other requirements ready for the Managing Director or General Manager's signature and stamped before submission.

• Responsible in preparing Company Profile to be distributed to different Companies as may be required.

• Prepares memos, contracts, letters and other official documents. Provides typing assistance to all departments as might be required.

• Schedules appointments for the Managing Director or General Manager.

• Makes travel arrangements for the Managing Director and General Manager.

• Responsible in maintaining files for the Projects for ongoing and executed; filing and safekeeping of legal and official documents.

Updating on-going and executed Projects.

International Buyer

Safestway Supermarket LLC

Dubai, United Arab Emirates

November 30, 1998 - January 25, 2000

Job Role:

Purchasing/Procurement

• Sustain the needs of the supermarkets and warehouse back stocks and ensure the consistency of product flows is achieved all the times.

• Maintain product movement report for every item and instigate necessary action at the right time.

• Reports directly to the Purchasing/Merchandising Manager. SEAFREIGHT ORDERING (DRY & NON FOOD)

• Regularly coordinates with the supermarkets for their product requirements.

• Pull out a computer "Buyer's guide Report" and evaluate each product transactions.

• Consolidates all required quantities in coordination with the Supermarkets and Warehouse Managers.

• Creates an order for pro-forma invoice request from foreign supplier (s)

• Evaluates the pro-forma invoice received from foreign supplier (s) if the products requested and prices quoted against previous quotes, and prices are competitive for new items versus similar items available locally.

• Submits the order to the Purchase and Merchandising Manager for approval.

• Confirms the order and open Letter of Credit accordingly. (1x20 ft. FCI or 1x40 ft. FCL, etc.)

• Receives the consignment through the Warehouse for Food Control Inspection.

• Apply costing and retailing in the system after necessary expenses and documentation are affected.

• Attends to settle any dispute with the Food Control Department for anything that does not conform to local regulation.

• Effect quantity received in the system for supermarket order. AIRFREIGHT ORDERING (FRESH FOOD)

• Supply to the supermarkets airfreight ordering books for grocery, meat, delicatessen, and dairy departments.

• Receive from supermarkets marked items for ordering from the order books.

• Coordinates with foreign supplier (s) the availability of the required products and intimate the required shelf life for every item to conform to local regulation.

• Submit the orders to the Purchase and Merchandising Manager for approval.

• Confirm the order and request the foreign supplier (s) to send copy of the invoices ahead of the consignment.

• Coordinate with local clearing agent of the order to prepare documentation prior to arrival of the consignment.

• Receive the consignment after rigid inspection of Customs Authorities.

• Effect costing and retailing and course to the supermarkets the same day.

• Attend to settle any dispute with the Food Control Section for anything that does not conform to local regulation.

• Arrange for the delivery of the consignment to the supermarkets. OTHER DUTIES

• Assist the Purchase and Merchandising Manager in evaluating new items for presentation to the Buying Committee.

• Conduct regular comprehensive price check against competition and report to the Purchase and Merchandising Manager.

• Maintain files of all departments and transactions.

• Attend to other instructions given by the Purchase and Merchandising Manager. General Secretary/Receptionist

Safestway Supermarket LLC

Dubai, United Arab Emirates

July 2, 1994 – November 30, 1998

Job Role:

Administration

• General Secretary/Receptionist • Reports directly to the Office manager

• Answers telephone calls and enquiries

• Schedules appointments for the General Manager

• Custodian of office supplies

• Tracks down and monitors flow of airfreight orders and invoices

• Provides and updates information of the orders to concerned departments.

• Updating and reminding the Office Manager of the meeting and other official matters.

• In charge of faxing LPOs to different companies.

• Assists the Merchandising Manager in executing advertising promo letters to be sent to different companies and customers.

• Responsible in filing and safekeeping of legal and official documents.

• Assists Account Department in preparing bank letters. Data Encoder Safestway

• Data entry and checking of supermarkets' orders.

• Printing of Local Purchase Orders, Warehouse Issue Vouchers and Warehouse Pick lists

• Coordinates with Warehouse Personnel regarding proper outputs of supermarkets' orders to their printer.

• Receives and updates all filled-up supermarkets' orders.

• Prints and submits to EDP manager the Warehouse Status Report of items with pending/un-updated orders.

• Submits to Merchandising Local Buyer the Warehouse Movement Report of Local items every Saturday.

• Filled-up and submit quantity issued columns of Advertised Specials.

• Executes and submits File Record Count Program to EDP Manager.

• Custodian of Departments' supplies.

• Assists on the Computer Operations' Job.

• Opening and Closing of Computer System

• File copying, data backups and printing of reports

• Encoding and checking of supermarkets' receipts against suppliers' invoices.

• Printing of the following reports:

• Warehouse Receipts Over/Short Report

• Warehouse Gains/Loss Report

• Warehouse Received items' Price Margins Report

• Automatic Warehouse LPOs

• List of New Inventory Items

• Maintains the Gift Shop Inventory System of the supermarkets:

• Processes orders, assigns new item codes and enters data

• Prepares, checks and prints Gift Shops' Purchase Orders

• Encodes all items received by Gift Shops

• Encodes all Sales through Gift Shops' Cash Memos

• Encodes all Goods Return Vouchers

• Enters and prints Advance & Decline Report

MONTHLY:

• Prepares and submits the following:

• Warehouse Gains or Loss Report to EDP Manager

• List of Warehouse items NOT ORDERED to Dubai Supermarket Manager

• Supermarkets' Departments Ordering Book to Dubai and Sharjah Supermarket.

• Monthly Gift Shop Inventory Reports:

• Monthly Sales Report (reconciled with Daily Sales Report)

• Supermarket Receipts Report & Sales Discrepancy Report • List of Gift Shop Inventory Items & Quarterly List of Slow Moving Items

• other tasks as assigned by EDP Manager from time to time. Executive Secretary

Sharjah Carlton Hotel

Sharjah, United Arab Emirates

December 9, 1993 till April 23, 1994

Job Role:

• Reports directly to the General Manager

• Schedules appointments, takes dictations and composes business correspondence.

• Types memos, contracts, letters, minutes of meetings, and other official documents.

• Responsible in filing and safekeeping of personnel files, telefax and other official documents.

• Coordinates with the Food & Beverage manager in preparing the Function Sheets, Daily Menus & Catering Services to be distributed to concerned departments.

• Coordinates with the Personnel Department in preparing & typing of information of Hotel Guests & Staff for visa requirements (Visit/Tourist/Employment) to be submitted to the Labor Department.

• Responsible in preparing Statistic Report to be submitted to Labor Department.

• Prepares the schedule for the Annual Leaves of Hotel Staff.

• In-charge in preparing Weekly Work Schedules of Hotel Staff with the coordination of the Department Heads.

• Coordinates with the Front Office in answering back local & international fax messages for booking/reservations and enquiries. • Ensures that the office is adequately stocked with materials needed at all times.

Assists other sections in their typing needs

• Performs other secretarial duties from time to time. Administrative Assistance

U.S. Embassy

Economic Department

Philippine Sea Transport Consultancy Philippines

May 14, 1991 till December 7, 1993

Job Role:

• Reports directly to the PSTC Project Director • Ensures that the office is kept clean and tidy. That the office is adequately stocked with materials at all times.

• Arrange any necessary photocopying inside/outside of MARINA and make payments for services. Arrange payments for reports/productions services.

• To keep track of all scheduled meetings of PSTC members.

• To keep files on memoranda of meetings in Manila. To keep master copies of all PSTC reports, as well as any "spare" copies of reports.

• In-charge of the bookings/flights/hotel reservations and payments for all PSTC members.

• Arrange any incidental services, which might be required in Manila areas.

• Keep files on news items which might be useful to the PSTC.

• Provides typing assistance to all PSTC members as might be required.

• Keeps correspondence files for the LSRS and the MARSH Study.

• Assists the Project Director in the delivery of reports, letters, discussion papers and memoranda.

• Computes and helps the Project Director to provide staff advances for travel.

• Arrange receipts and refunds from advances for any portions not fully justified by receipts.

• Establish and monitor a file of photocopies of all receipts.

• Answers incoming/outgoing telephone calls. Screens/entertains visitors

• Send and receive any PSTC faxes at MARINA.

Secretary to the President

Chemoil Lighterage Corp

Manila, Philippines

June 20, 1990 till May 10, 1991

Job Role:

• Reports directly to the President

• Schedules appointments for the President

• Takes down dictations and composes business correspondence

• Types memos, contracts, letters and other official documents.

• Screens outgoing/incoming telephone calls. Entertain visitors.

• Responsible in filing and safekeeping of personnel files/telegrams/telex and other official documents. Administers Psychological examinations such as Purdue, SRA including typing tests.

• In-charge for the signing of contracts for casuals and probationers. Explains the contents of said contracts, brief them their job descriptions and the rules and regulations of the Company.

• In-charge for the issuance and releasing of timecards, IDs and Certificate of Employment including preparation of Labor/SSS Report.

Secretary to the Personnel Manager

M. Greenfield, Inc. (B)

Paranaque, Philippines

September 9, 1985 till May 30, 1990

Job Role:

• Reports directly to the Personnel Manager

• Screens and entertains visitors.

Answers telephone calls/enquiries.

• Takes down dictations/types Board Resolutions, Contracts, Memos, Minutes of Meeting and other Legal Documents.

• Responsible in filing and safekeeping of employees' folders, official papers and legal papers.

• Handles the Emergency Load Fund for the employees.

• Custodian of office supplies.

• Schedules appointments for the Personnel Manager.

• Assists other sections in their typing needs. • Performs other secretarial duties which may be assigned from time to time.

Education

Bachelor of Science and Secretarial Administration Major in Office Management

At University of East Location: Manila, Philippines Completion Date: March 1983

1979 - 1983 March University of the East Philippines Graduated

Languages

Arabic (basic)

English

Tagalog

References

Dr. Muna El Tom

Job Title: Director - Student Learning And Counseling Services Company Name: American University of Sharjah Phone Number: +9716.515 (Ext. 2767) Email Address: ******@***.*** Training and Certifications

AUS Soft Skills Track (Training)

Training Institute: Xpert Learning Date Attended: June 2014 Understanding Body Language Training (Training)

Training Institute: Spearhead Training Consultancy Date Attended: December 2013 ICDL - International Computer Driving License (Training) Training Institute: Xpert Learning Consultancy Date Attended: October 2011 E-Learning Soft Skills Online Training - Business Writing; Meetings, Anger Management Essentials (Training)

Training Institute: Xpert Learning Consultancy Date Attended: May 2013 Professional Business Writing Skills (Training)

Training Institute: Spearhead Training Consultancy Date Attended: April 2013 Advance English Course 2009 (Training)

Training Institute: The American University of Sharjah Date Attended: December 2009 Customer Service Excellence (Training)

Training Institute: AMIDEAST UAE Date Attended: March 2008 Basic Arabic Communication (Training)

Training Institute: Philippine Overseas Labor office in UAE Date Attended: October 2007 Basic AutoCAD/3D Modelling Rendering/Adobe Photoshop (Training) Training Institute: Emirates Training Institute Date Attended: June 2006 Telephone Etiquette Program (Training)

Training Institute: The American University of Sharjah Date Attended: April 2004 Cultural Diversity Program (Training)

Training Institute: The American University of Sharjah Date Attended: April 2004 Presentation Skills Program (Training)

Training Institute: The American University of Sharjah Date Attended: March 2004 Time Management (Training)

Training Institute: PRISM Date Attended: October 2003 Team Building Workshop (Training)

Training Institute: American University of Sharjah Date Attended: August 2003 Performance Evaluation Program (Training)

Training Institute: American University of Sharjah Date Attended: June 2003 Customer Service Program (Training)

Training Institute: American University of Sharjah Date Attended: April 2003 Pitman’s Method of Shorthand (Training)

Training Institute: NADIA Training Institute Date Attended: June 2002 Effective Customer Service and Selling Techniques (Training) Training Institute: APTECH Date Attended: October 1995

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