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Executive Assistant Office

Location:
Queens Village, NY
Posted:
October 21, 2018

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Resume:

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.



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