Administrative Assistant Project

JANIE KAISER

**** **** ****** ***. – St. Louis, MO 63114 – 314-***-**** – *****.******@*********.***

Performing strategic support for top executives to achieve corporate success.

TECHNICAL SKILLS

Microsoft Suite, AS400, Visio, Microsoft Publisher, Actuate, Workday, Lead Management System (LMS), Concur, Kronos, Lawson, IPD, Microsoft Project, Adobe and SharePoint.

PROFESSIONAL HISTORY

MAGELLAN HEALTH SERVICES, St. Louis, Missouri

Project Manager 2015 – 2017

Redesigned the Monthly Operating Report (MOR) format adding efficiencies involving data sourcing and automating report production. Impact saved 75% of the Vice President’s turn-around time in gathering and entering in to this complex and comprehensive master report.

Effectively supervised eight committee members to strengthen material on the internal website and to improve the users’ experience saving website visitors an average of 10 minutes per visit and approximately 30 clicks.

Productively negotiated contracted hotel rates which led to a savings of approximately $20,000 across the division per year.

Began development on an Onboarding Manual to streamline efficiencies.

Managed monthly Lunch and Learn by facilitating meetings via Global Meet and collected attendees survey results and added to tracking database along with the recording of the call.

Ensured that team members were properly prepared for meetings, including development and distribution of pre-read materials and preparation of meeting folders on SharePoint.

Project Administrator 2012 – 2015

Supervised and trained one staff member on special projects.

Developed and maintained analytical spreadsheets for monthly reports in Excel and PowerPoint.

Functioned as a business partner to help recruit providers for special projects by phone, e-mail and in some cases, face to face. Identified business issues and needs and recommended innovative solutions.

Successfully led a workgroup to streamline efficiencies with the office supply process in the Network division of the company saving more than $10,000 per year and 25% of administrative time.

Assisted Project Managers in identifying and gathering relevant information from internal and external sources for successful project completion for implementations.

Administrative Specialist 2007 - 2012

Supported three National Vice President’s (NVP’s) and two Vice President’s (VP’s) in optimizing efficiencies within the company; coordinated receipts and processed expense reports using Concur; printed and distributed legal documents; received, coded and routed invoices for payment and created purchase requisitions in Lawson.

Supervised one employee during the Hero Health Hire (H3) project to ensure timely updates to databases and made outreach calls and emails to veterans and their sponsors to execute connections for veterans support post-military service.

Created and maintained resume repository for wounded warriors on Magellan’s external website for all 50 states.

Played key role in the development and continued success of Magellan’s initiative, Hero Health Hire, by ensuring databases were updated, leading / attending webinars with new partners, and liaised between H3 partners and Magellan employees for seamless success.

Employee Assistance Program (EAP) Administrative Assistant II 2005 - 2007

Successfully created and maintained updates to six EAP clinical training manuals, three EAP provider handbooks while working with IT to update the EAP provider website.

Effectively created/maintained all monthly reports. i.e. complaint tracking, record reviews action plans, provider trainings, monthly budgets, supplies, expense reports, mail merge and PPRC meeting minutes.

Created a written process to establish EAP Profiles on MagellanProvider.com to which providers can see the results of their client’s satisfaction survey.

Employee Assistance Program (EAP) Administrative Assistant I 2001 - 2005

Prepared and assisted in the preparation of regularly scheduled or special reports and projects as directed by Director.

Trained new and seasoned staff on software and databases.

Successfully strengthened the EAP team that developed online, highly interactive, clinically focused EAP training modules, exclusive to the industry, which ultimately enhanced the EAP network.

Employee Assistance Program (EAP) Administrative Assistant 1999 - 2001

Supported clinical team by ensuring all systems were working each morning, troubleshooting where/when necessary and provided exemplary administrative support to team to guarantee their success.

Ran modest reports for Managers to show each clinicians workload per day and maintained schedule for conference rooms and their availability.

Maintained database of high visibility complaints and tracked resolutions.

Data Coordinator 1998 - 1999

Answered provider questions, from all 50 states, via phone and email, and researched when payments had not been received or not allocated correctly to ensure duplications had not been made.

Submitted requests for payments to Finance and documented in Magellan systems the steps taken to pay providers accurately.

VATTEROTT COLLEGE, INC., St. Louis, MO

Marketing Assistant (Part-Time, Evenings) 2005 – 2009

Analyzed, managed, and reported changes made to Vatterott’s website.

Responsible for initiating and coordinating the managerial functions required in effective implementation of administrative policies of a major administrative unit.

Successfully compiled data based on research techniques and on statistical compilations involving and understanding of operating programs, policies and procedures for daily, weekly, monthly and yearly reports.

Managed daily updates on Vatterott’s website: schedules, contacts, information about classes.

Assisted Marketing Director in creating newsletters and announcements.

EDUCATION

St. Louis University (SLU) – John Cook School of Business 2014 – 2015

Received an A+ in Public Speaking (Highest grade in class)

University of Missouri St. Louis (UMSL) 2008 – 2014

Certificates in SharePoint, PowerPoint, Adobe Acrobat and Excel (Received Chancellor’s Certificate in Excel).

St. Louis Community College at Florissant Valley 1999 – 2003; 2010 – 2012

Received an A+ in College English and Business (Highest in class)

PROJECT MANAGEMENT TRAINING

1.Received training Certificate of Completion for six-week program through STL County Library in Project Management Fundamentals.

2.Certificate of Mastery in Project Management Overview by Learn Smart Systems.

ACCOMPLISHMENTS

Ad Hoc reduction committee - Project was launched to determine where inefficiencies were in the ad hoc process, streamlined once identified and created an action plan. Each of these steps was important to create a successful plan and to save money. The project achieved a 35% volume reduction and resulted in a reduction of force by two FTE’s. This project was a part of a global ‘Magellan Health Services’ initiative to make our internal servicing processes as uniform as possible across all lines of business. Project was a one-year initiative involving 15+ default management operational teams across three separate lines of business. Project was delivered on time and within budget.

Hero Health Hire Initiative – Mission of the Magellan-founded organization is to inspire, educate and unite leaders in the health care industry to work together for the sole purpose of hiring and retaining wounded warriors. Assisted moving concept to a new charitable foundation comprised of 45 leading health care companies with nearly 1 million employees and more than 14,000 worksites collectively covering all 50 U. S. States, the District of Columbia and the U.S. territories of Puerto Rico and the Virgin Islands. Project was a multi-million-dollar initiative, involving 10+ default management operational teams across two separate corporations. Project duration was two + years. Project was delivered on time and within budget.

Monthly Lunch and Learns – The goal of the L&L’s is to enhance learning for individuals within the Network department that may not know or understand other areas other than where they are currently working. This gives them an opportunity to ask questions and to better understand the dynamic of how all departments labor together. Meetings are held in a conference setting allowing attendees to attend via phone or in a conference room at a CMC site. All meetings are recorded and added to our intranet for further viewing if it has been missed. Steps to preparing are sending out meeting invites to all attendees, scheduling conference rooms around the U.S. CMCs to accommodate those that will be in attending in person, setting up phone lines for those that cannot make it in person, sending reminder emails, training the presenter on Global Meet so they understand how to navigate, introducing the guest speaker, recording the training and working with the Magnet Administrator to get the MP4 uploaded so that it can be viewed. After the L&L’s are complete a survey and attestation are made available to those who attended to get department credit for the training and to add to their scorecard.

Monthly Operations Report (MOR) – The purpose of this report is to collect monthly, all the network department metrics (raw data and commentary), to update upper management on department outcomes for the previous month. The MOR highlights each department’s information in a snapshot with graphs and commentary specific to that area of expertise. The MOR is stored on SharePoint for all contributors to add their individual departmental information on their specific page. Once the contributors add their data and all are complete an email goes out to all the approvers (Sr. Directors and VP) for Sarbanes Oxley reporting. When all is approved the upcoming month’s report will be created and emails will go out to contributors that it is ready for input. Calendar reminders are sent each month to remind contributors of their due dates. Follow-up is extremely important with this report along with coordinating with contributing staff to ensure that all formulas and commentary are correct within the needed time-frame.

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