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Customer Service Administrative Assistant

Virginia Beach, Virginia, United States
February 03, 2018

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**** ******* ****, ******** *****, VA 23462 (H) 804-***-****

Professional Summary

Thirteen years of Administrative/Office Management experience working in fast pace organizations with diverse sets of customers, students, parents and faculty. * Business acumen, team oriented with good customer service and organizational skills. * Strong interpersonal skills including proficiency in communications both written and oral. * Ability to lead projects in an automated environment performing Nation-wide outreach and communications. * Ability to lead initiatives, adapts to new challenges, and achieves short and long range business goals. * Ability to analyze programs and recommend strategies to improve quality, effectiveness and efficiency. * Ability to apply quantitative and qualitative methodologies to track and maintain budgets and programs. * Detail oriented, efficient in data entry with 10-key, transcribing, and keyboarding 85 WPM. * Trained in PeopleSoft and Microsoft Office Suite - Excel, Access, Outlook, and PowerPoint.

Work History

Program Administrator/Administrative Secretary 2014 to Current


Proofread and create exams and course evaluations alongside professors/instructors as well as the director to post for each student to upload.

Maintain program budget, process and sign off on procurement charges including completing expenditure forms to be sent to the proper office to be processed.

Light travel for recruitment/prospective students, completing travel, maintain receipts/reasoning for reimbursement.

Assist with logistics, confirmation and distribute phone calls and mail Coordinate, write and distribute letters/offers as well as follow up with applicants for completion of applications.

Support, address and implement ideas/research.

Coordinate recruitment, information requests, interview scheduling, internships.

Schedule various conferences, meetings and lunches.

Procedure documentation logs.

Plan, monitor, evaluate and revise academics and education curriculum to remain compliant with accreditation requirements.

Agenda and minutes for applicant review, curriculum committee and faculty meetings.

Assist in graduation, assigning/collecting materials for each graduate.

Completing and distributing exam/evaluation reports.

Perform other duties as assigned.

Administrative Assistant 2007 to 2014


Provide guidance and program support to internal and external customers on departmental policies and procedures ensuring adherence to customer protocols and applicant privacy/security standards.

Plan and execute multiple annual events working with diverse student populations, alumni, faculty and staff to increase awareness of university programs, contributing to annual acceptance rates.

Lead/facilitate various events including fall and spring student orientations, open house for 1700+ perspective students, and the 6-day Admitted Student Program targeting 4,000+ perspective students.

Execute 50+ college fairs annually including collaborating with alumni Nation-wide and committees, which contribute to annual recruitment goals on average1200 - 1500 student acceptance rate.

Coordinate event logistics including soliciting academic presenters, vendors, equipment, and supplies.

Co-led a process improvement activity to transform the Blue Devil Days Program which targets over 4000 students annually, including soliciting vendor feedback on improvement opportunities, reducing the footprint by cutting the amount paper used in half, streamlining catering cost by instituting a student food voucher, eliminating redundant processes, and changing the venue to increase efficiency and save maintenance cost.

Manage and track event budgets in excess of $2K increasing oversight and accountability of expenditures.

Enter applicant data and track files in the PeopleSoft System and Recruitment Plus/Image Now database.

Track and manage application processing fees in excess of $100K, invoice payments, excel.

Perform general office management duties to include triaging/routing customer calls, copying, faxing, updating time cards, triaging confidential files, ordering supplies and processing cell phones payments.

Increase oversight and ensure compliance with annual travel budget by tracking and managing travel/ procurement card reimbursements for six admissions officers.

Lead several mass mailer activities annually targeting thousands of students, parents and high school counselors to support coordination of the Discover Duke and Blue Devil Days programs.

Receive and triage various correspondence ensuring that time sensitive documents are controlled.

Provide support to the Dean of Undergraduate Admissions and assist with approval/denial of applications.

Administrative Assistant 2006 to 2007


Billed vendors for slots in warehouse and tracked orders for products.

Approved/denied disputes, provided backup to bakery/deli merchandisers and buyers.

Provided excellent customer service to vendors.

Posted and updated order guides online and through postal mail, distributed mail, routed calls, filed, copied, faxed, placed supply orders.

Billed rebates, processed invoices, tracked weekly numbers, typed correspondence, and drafted minutes.

Updated ads as needed.

Scheduled conference calls and meetings, and tracked attendance.

Submitted and tracked maintenance requests, and printed reports.

Executive Assistant/Editorial Assistant 2005 to 2006


Maintained manuscript files and edited manuscripts.

Performed filing, copying, and faxing.

Scheduled meetings with other departments and customers outside of the institution.

Composed letters, created agendas/outlines, and maintained confidentiality.

Conference room scheduling, set up meetings/luncheons.

Maintained calendar and scheduled appointments.

Processed check and charge deposits and completed mass mailings.

Secretary/Editorial Assistant 2000 to 2005


Provided support to professors, students, and staff in the School of Psychology.

Met deadlines for graduate applications while compiling spreadsheets for application review.

Ordered supplies for entire department and maintained accounts for all staff, students, and professors.

Routed telephone calls, messages, and emails to the intended contact, set up meeting rooms, student visits, along with being the main contact for the department.

Promoted to supervisor that included management of part-time secretary and work study students, and streamlined application process that saved students more time and gave them readily access to status.

Collected and edited manuscripts, input info into computer system, answered incoming calls and corresponded with editors and authors, filed, faxed, copied, and mailed manuscripts and other documents.


June 1994


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