JOAN P. GORDON Phone: 347-***-**** e-mail: ac7gbe@r.postjobfree.com
Accomplished professional with over 20 years’ experience providing support to international and local clients in the areas of Administration, Human Resources, Information Management, Procurement, and Finance. Proven experience collaborating with senior management to conduct strategic planning in order to support and further organization goals. Excellent communication skills with the ability to draft correspondence and communicate effectively with all levels of the organization. Ability to work efficiently both independently and within a group. Highly proficient in a variety of software/database, including Microsoft Word, Excel, PowerPoint, Visio and Microsoft Outlook.
PROFESSIONAL EXPERIENCE
Weil Cornell Medical College/New York–Presbyterian Hospital, NY, NY
Administrative Specialist/Grand Rounds CMC Coordinator 06/2018 to 08/2018
Administrative support to Chairman of the Psychiatry Department
Serve as coordinator and focal point for all aspects of Grand Rounds lectures, including arranging venue, sending out invitations & liaising with Lecturers, organize itinerary, make appropriate reservations for travel and accommodations.
Assist with the preparation of financial reports
Monitor and record expenditures
Handle incoming calls, respond to inquiries
Read and screen Chairman’s email, determine which ones should be reviewed, as well as responding on his behalf
Update and maintain share drive
ALBERT EINSTEIN/MONTEFIORE, Bronx, NY
(Executive Assistant) 07/2017 to 04/2018
Administrative support to Vice President of Clinical Services, Assistant Vice President of Hospital Operation, and MD of Obstetrics & Gynecology and Women’s Health by maintaining calendars and scheduling appointments, coordinating meetings, screening incoming calls and correspondence
Meet & greet hospital staff, patients, job candidates, vendors, etc
Listen attentively to patient/family questions, grievances and complaints; provide necessary information to rectify concerns
Organized interviews, provided guidance to interviewers and candidates
Provided support in preparing excel presentations for meetings
Handed projects that required independent work
Updated Emergency On-Call listing
Researched and coordinated information for submission to Department of Health
STATE UNIVERSITY OF NEW YORK - DOWNSTATE MEDICAL CENTER, Brooklyn, NY
(Executive Assistant III) 04/2017 to 06/2017
Worked closely with the Chief of Staff to handle the day to day activities of the Senior Vice President of Hospital Affairs and Vice President/Chief Administrative Officer-Chief Operating Officer
Answered/screened incoming calls, and took messages for Senior Vice President, Vice President, and Chief of Staff
Reviewed Senior Vice President and Vice President mail/incoming correspondence, as well as compiling background materials for meetings
Interacted professionally with staff and visitors of all levels
Performed various clerical duties such as mailing, scanning and organizing filing system
Restructured and organized files which included maintenance of hospital records
Assured tidiness of the Senior Vice President’s suite; making sure the office facilities maintained a professional appearance
Ran the office in the absence of the Chief of Staff
CMO- THE CARE MANAGEMENT COMPANY OF MONTEFIORE MEDICAL CENTER, Yonkers, NY
(Executive Administration Support) 07/2016 to 11/2016
Managed directors and managers complex and frequently changing calendar by scheduling meetings and conference calls
Compiled background materials for meetings, and briefings
Interacted with organizational staff, executives, clients, and vendors on a daily basis.
Created spreadsheets and presentations for managers
Answered telephone and electronic enquiries and forwarded telephone calls and messages to appropriate person
Performed various clerical duties such as documenting, photocopying, mailing, and organizing filing system
UNITED NATIONS DEVELOPMENT PROGRAMME, New York, NY
(Financial, Administration, HR and Procurement support) 01/2013 to 06/2015
Finance
Monitored status of the programme's budget, including recording all income and expenditures for reconciliation purpose
Prepared financial reports such as expenditures, project balances, and availability of funds
Prepared GLJEs and Budget Revisions
Processed requisition and receipts in ATLAS (financial system) and ensured timely payment of consultants and suppliers
Administration
Provided support for high level events, including coordinating travel arrangements, sending invitations to participants, and liaising with participants and focal points to ensure that visas, logistics and registrations were in place for the events
Managed United Nations Evaluation Group (UNEG) website, including vacancy advertisements, content management, and website membership
Human Resources
Assisted with the recruitment process, including long-listing of candidates, organizing interviews, contacting prospective panelists, and scheduling interviews
UN SYTEM INFLUENZA CORDINATION, HIGH LEVEL FORCE FOR GLOBAL FOOD SECURITY
SCALING UP NUTRITION MOVEMENT, New York, NY
(Financial, Administration & HR support) 06/2012 to 10/2012
Achievements: 1) Served as travel focal point during the September 2012 UN General Assembly Scaling Up Nutrition (SUN) High Level meetings, and successfully traveled 33 meeting participants from 30 countries, including finding hotels for invitees. 2) Conducted research and identified reputable, cost-effective vendors for translations, interpretations, and photography for the meetings. Negotiated favorable terms and pricing agreements.
Provided administrative, financial and HR support to the Senior UN Coordinator Officer, Senior System Influenza Coordinator and the UNSIC/HLTF SUN movement teams in NY, Geneva, and Rome.
Administration
Served as liaison and contact person between UNSIC/HLTF offices and United Nations Office for Project Services (UNOPS) to address and resolved issues related to recruitment, contract extension, and payments
Worked closely with UN Secretary General’s office to compile list of invitees for the UN General Assembly SUN High Level meetings, as well as sending out invitations and liaising with invitees
Received and screened incoming calls for the NY office of the Senior UN Coordinator Officer, determine which were priority, and alerted his office in Copenhagen
Read and screened incoming correspondence and reports; made preliminary assessment of the impotence of the material and organized documents; handled some personally and forwarded appropriate materials to the office in Copenhagen
Coordinated travel arrangements, and verified travel claims for staff in NY office and meeting participants.
Provided guidance and advice to staff on Ground Pass application, Visas, LP application/renewal, etc. Worked closely with UNDP Travel Unit to ensure that visas and LPs were issue in a timely manner
Oversaw the identification of office technology needs and maintenance of equipment, software, and systems
Finance
Draft donor agreements, and liaison with donors and UNDP for the coordination and signature of agreements for funding of programme activities
Monitored the status of programme’s budget, including recording all income and expenditures for reconciliation purpose and prepared required financial reports
Reviewed vendor invoices and monitor payments
Prepared Purchase Requisitions for procurement of equipment and supplies
Responsible for coordination of cell phones payment recovery
HR
Liaison with Copenhagen colleagues to track contract status, and administration of staff
Drafted contracts and agreements
Provided counseling to staff, consultants and interns, and responded to queries on rules, policies, and procedures to recruitment, contract administration, and separation from service
Supervised and assigned work to interns
UNITED NATIONS OFFICE FOR PROJECT SERVICES (UNOPS), New York, NY
(HR Associate) 10/2010 to 02/2012
Provided counseling to staff and consultants, and responded to queries on rules, policies, and procedures to recruitment, contract administration, and separation from service
Served as liaison and contact person between Copenhagen office and Project Managers in NY to address and resolve issues related to recruitments, contract extensions, and separation
Provided guidance and advice to staff and consultants on administrative issues related to visa, Ground Pass application, LP application/renewal, etc. Worked closely with UNDP Travel Unit to ensure that visas and LPs were issued in a timely manner
Reviewed Request for Personnel Action forms (RPA) related to recruitment, contract extension, reassignment, relocation transfer/loan/secondment, SLWOP, ensuring that documentation were completed and in conformity with HR policies and procedures
Reviewed, researched, and analyzed merit of specific requests and presents recommendations/solutions to HR manager, taking into account HR policies and procedures
Management of recruitment and selection process, including reviewing and evaluating vacancy announcements and ensuring that documents were completed and in conformity with established guideline and procedures
Drafted contracts and agreements
Posted vacancies on UNOPS and Relief websites, and monitored on-line CVs of applicants, as well as long-listing candidates, organizing interviews, and preparing interview minutes
Managed HR share drive
Created and maintained tracking tools for HR activities
Delegated work to HR consultants, and monitored progress
UNITED NATIONS DEVELOPMENT OPERATIONS COORDINATION OFFICE, New York, NY
(Administration, HR, Finance, Procurement support) 5/2008 to 08/2010
Achievements: 1) Served on Review Task Team. This involved discussions on how to improve employee morale and coming up with effective problem solving strategies to resolve the issues that came up in the Global Staff Survey. 2) Detected suspicious charges on the corporate credit card during the reconciliation process. The bank advised that this vendor was involved in various fraud issues within the USA. Because of my actions, the card was blocked and this prevented the organization from incurring any financial liability.
HR
Posted vacancies on UNDP intranet and coordinated long-listing
Organized interviews, provided guidance to panel members and/or candidates on HR related issues and inquiries, as well as taking notes during interviews and preparing interview reports
Provided support to Business Manager in preparing materials for submission to the Appointment and Selection Board (ASB)/Appointment and selection Panel (ASP)
Administration
In charge of training staff and consultants on financial system
Organized complex schedule of meetings and missions for both staff and consultants
Focal point for planning and logistics for staff retreats, conferences, meetings, and special events, including negotiating cost for events
Coordinated office allocation, including in charge of office supplies, ordering furniture, supporting building maintenance matters, assisted in seating arrangements and provision of telephone extension
Acted as troubleshooter for basic technological problems (computer, fax, printer, phones). Focal point for technological support in the absence of the IT Specialist
Finance
Maintained up-to date booking of daily expenses
Managed corporate credit card, including reconciliation and closely monitoring transactions to ensure that
we did not go over credit limit, and appropriate documentation that supported the charges were retained
Responsible for coordination of cell phones payment recovery
Processed requisition and payment vouchers and ensure timely payment of consultants, staff, and suppliers.
Made timely corrective action on un-post vouchers, including vouchers with budget check errors and matched exceptions
Maintained the internal expenditure control system to ensure processed vouchers were matched and completed, transactions were correctly recoded and posted in financial system
Procurement
Kept accurate inventory of all assets, including procurement of office furniture, request
quotations, examined cost estimates, and evaluated cost effectiveness of pricing and adequacy. Actively followed-up from procurement to delivery
Researched and coordinated information for internal audit
Created and managed vendor information in financial system
UNITED NATIONS DEVELOPMENT FUND FOR WOMEN, New York, NY
(Administration and Financial support) 1/2008 to 5/2008
Provided administrative support to the Ending Violence Against Women Group and Human Rights Advisors.
Administration
Managed advisors, staff, consultants, and meeting participants travel plans, including assisting with visas, UNLPs, and hotel reservations
Compiled background materials, and statistical data for meetings, briefings, and workshops
Assisted with the organization of meetings and workshops; including booking conference rooms, scheduling teleconferences, drafted minutes, as well as providing support related to travel (reservations, request for building pass, and other related documents) for external participants of workshops
Posted materials to the Human Rights intranet web pages
In collaboration with Information Management and HR, assisted new staff and interns in setting up their office space, telephone extensions, computer access, and email accounts
Finance
Processed Requisitions for payment of vendors and consultants and participants of workshops
Raised Travel Requests in accordance with travel plans and assisted staff, consultants and participants of workshops in settling their travel claims in line with travel rules and regulations
UNITED NATIONS DEVELOPMENT PROGRAMME, New York, NY
(Procurement & Administration) 6/2007 to 12/2007
Backstopped and supported Contract Administration Analyst, and served as Contracting and Procurement (CAP) Secretary by taking recorded notes of the deliberation, and finalizing minutes for the CAP Chair’s approval
Provided support in the bidding opening sessions, by serving as witness and opening bid proposals
Maintained internal database and files, keeping track of contractual agreements and minutes records
Prepared contract and contract extensions for vendors
Liaised with vendors on issues pertaining to bid proposal and contracts
UNITED NATIONS OFFICE FOR PROJECT SERVICES, New York, NY
Human Resources Associate 5/1994 to 5/2007
Achievements: 1) Selected by Director of HR to serve on Organization Development team during the merger of two units within HR. This involved compiling and analyzing work history, language proficiency, knowledge of HR policies, procedures, and practices of 8 HR staff, and placing each person in an area where they would be able to perform at their highest capacity. This resulted in the implementation of three new teams within HR, which was capable of producing top-quality work, and improved the overall quality and quantity of delivery in HR. 2) Worked as part of a team and prepared benchmarks on all HR processes, including processing time, procedures, and relevant Rules and Regulations. The Benchmarks became the Bureau’s Guideline for contract administration. 3) Awarded a Special Post Allowance (SPA) by HR Director, which was based on my effective performance at a higher level. 4) Created, implemented, and maintained a follow-up system in Microsoft Excel, which tracked contract expiration of approximately 300 locally and international staff. System enhanced communication between HR and Finance section, and more effectively managed continuation of staff contracts.
Managed all aspects of Human Resources portfolio for 300 staff members and their dependents serving in
various countries, including United States, Latin America, Caribbean, Africa, Lebanon, Geneva, Eritrea, Sudan, Afghanistan, and Asia
Guide new employees through the hiring process to ensure a smooth transition into the organization, including new hire orientation, background investigation, and payroll setup
Liaised with UNDP Travel Section to ensure visa for staff and dependents were processed quickly
Supervised and assigned work to temporary staff
Set up medical appointments for Headquarter staff/follow-up on medical clearances
Advised clients on staff regulations, rules, and guidelines. Counseled clients and staff on benefits and entitlements, and ensured benefits and entitlements were in full compliance with the organization’s and the locality’s regulations; Recommend appropriate resolutions to employee relations problems
Reviewed and classified job description and determine the level of position, as well as negotiating salary with candidates.
Assisted in the improvement, development of implementation of value added to HR program that furthered the business
objectives and employees of the organization
Served as liaison between clients and staff to resolve and implement long and short-term solutions
Processed financial entitlements related to contracts, including appointments, reassignments, separations and salaries
Managed all transition Personnel Actions for benefits, entitlements, transfers, retirements, promotions, separations and
temporary duties and deployments
Handled requests for staff salary advances, travels documents, visas, employment letters, and other related matters
Drafted Letter of offer, contracts, contract extension and separation letters
Maintained and updated HR employee files to ensure compliance with organization regulation and policies.
Served as Office Technical Coordinator where responsibilities included providing support for Information Technology Section with helpdesk issues, as well as troubleshooting problems with hardware and software, and training staff at all level on various software programs and computer systems. Assisted with upgrading, installation, and testing of systems.
Trained operation staff on separation formalities during decentralization
Tested new HR system and worked with software designer to establish a user-friendly environment
EDUCATION AND TRAINING
Kaplan University, 2016
Bachelors of Science, Nutrition Science
Kaplan University - Dean’s Honors, 2014
HIPAA Compliance Certificate, 2017
The National Institutes of Health (NIH) Office of Extramural Research Certification, 2015
Procurement for Practitioners Certificate, 2011
American Red Cross Certificate, 2011
Asset Management Workshop, 2010
Communication Skills Certificate, 2009
Intranet Management Skills Certificate, 2006
Job Classification Certificate, 2005
Information Communication Technology Certificate, 2004
Business & Professional Development, 2002
Providing Superior Customer Service, 2002
Fundamentals for Employees, 2002
Time Management, 2001
The Fundamentals of Business Writing, 2001
HR Management System (ALD) Certificate, 2000
Integrated Management Information System (IMIS) Certificate, 1999
ATLAS Financial System Certificate, 1996
TECHNOLOGY SKILLS
Ms Excel, MS Office Word, Microsoft Group Wise, PowerPoint, Visio, People Soft Word-Processing, Microsoft Office Outlook, HR Management System, People Soft ATLAS Financial System, IMIS Financial System, GLOCON system.