Sr. Adminstrative Assistant
Resume:
Jeanne Fleming
East Falmouth, MA 02536
508-***-**** (home); 508-***-**** (cell)
***********@*****.***
Education:
A.S., Cape Cod Community College, 1979, legal secretary
Employment:
Senior Administrative Assistant I
2001 to 2013
Physical Oceanography
Department
Woods Hole Oceanographic
Institution
Prepared scientific research proposal budgets to gain federal grants.
Assisted with proposal preparation including completing complex government
agency grant applications, use of the internal WHOI grants system, and
worked with scientists to ensure accurate and timely submission of
proposals to enable continuation of research. Maintained and updated
curriculum vitae for scientific staff members.. Logged and processed
travel authorizations and expense vouchers. Printed complex research
posters on specialized printer for presentation at scientific conferences
and workshops.
Administrator for Geophysical Fluid Dynamics (GFD) Summer Program for
scientists and post graduate students. Provided administrative support to
GFD Program Director and scientific faculty. Assisted in program budget
monitoring. Maintained accurate and up-to-date database for tracking all
aspects of current and previous GFD staff and visitors. Website
Administrator for GFD Program. Created and distributed technical
correspondence in Access database. Assisted with preparation and
distribution of GFD technical reports to scientific staff. Coordinated
with outside vendor to print newsletter. Processed complex travel
authorization and expense vouchers for GFD staff and visitors, both foreign
and domestic. Responsible for facility maintenance and set up for opening
of summer program which included coordination with members of Computer
Information Services, Facilities and Graphics.
Staff Assistant II
1989 to 2001
Physical Oceanography
Department
Woods Hole Oceanographic
Institution
Provided administrative support to Physical Oceanography Department Chair,
Department Administrator, and scientific and technical staff members.
Compiled appointment and personnel files for new and current employees.
Processed travel authorization and expense vouchers for the physical
oceanography department. Compiled and distributed monthly financial reports
to scientific and technical staff. Time Card administrator for GFD
department. Assisted with research proposal preparation to scientific
agencies. Assigned internal contribution numbers to scientific
manuscripts. Distributed scientific research manuscripts for review and
posted on bulletin board. Provided administrative support to the editor
for the Geophysical Astrophysical Fluid Dynamics journal which included
logging and tracking submitted manuscripts.
Secretary I, Secretary II, Staff Assistant II
1979 to 1989
Office of the
Executive Assistant to the Director
Woods Hole
Oceanographic Institution
Provided administrative support to the Executive Assistant to the Director
and Safety Officer. Also served as back-up to the Director's
administrative assistant. Answered, screened and referred telephone calls,
greeted visitors, opened and distributed mail. Planned, managed, and
coordination of annual meetings of the Board of Trustees and the
Corporation. Maintained master calendar for function and meeting room
reservations. Coordinated outside vendors to support meetings and
conference needs. Worked with facilities group to coordinate set up and
break down of conference rooms for functions and meetings. Processed
purchase orders for various commodities. Administrator for security
clearance applications for Institution employees.
Proficient in Microsoft Word, Excel and Access. Proficient in use of
Internet Explorer, Firefox and Mozilla.
References
Ms. Janet Fields
Administrative Associate II
Woods Hole Oceanographic Institution
Academic Programs Office
Postdoctoral Coordinator
Geophysical Fluid Dynamics Fellowships Coordinator
508- 289-2950
*******@****.***
Dr. Amy S. Bower
Senior Scientist
Woods Hole Oceanographic Institution
Physical Oceanography Department
******@****.***
Contact this candidate