Project Administrative Assistant
Resume:
CATHY WOLFE
** ******* ******, **** ******, Florida 32569
***.*******@*****.***
Over 23 years of administrative and office management experience working in
fast-paced environments demanding strong organizational, technical, and
interpersonal skills. Exceptionally well organized, resourceful, detail-
orientated professional with a track record that demonstrates self-
motivation, creativity, and initiative to achieve both personal and
corporate goals with both short suspense and long-term projects.
FORMAL EDUCATION
Master of Science in Administration (M.S.A.), Acquisition and
Contract Administration,
University of West Florida, Pensacola, Florida, completed 15 credits
hours towards degree,
GPA 3.71
Bachelor of Arts (B.A.), Criminal Justice,
University of West Florida, Pensacola, Florida, 2006, GPA 3.31
Associate of Arts (A.A.), General Studies
Northwest Florida State College, Niceville, Florida, 2002, GPA 2.69
CLEARANCE
Security clearance: Secret - Validity: Active
EXPERIENCE
Jun 2012-Jun 2014, Office Manager, Bevilacqua Research Corporation
(BRC), Fort Walton Beach, FL
Office Manager/Research Assistant: Answered phones; greeted customers and
subcontractors, and general office duties. Collaborated with the team in
developing the company process documentation. Assisted Business
Development by searching for new work. Assisted Joint Test and Evaluation
(JT&E) Program by researching topics and participate as part of the
proposal team from beginning to end. Submitted documentation as required.
Completed and submitted travel reports for payment.
Program Administrator: Collaborated with regional Administrative and
Financial Service Division to verify project financial information and
details. Verified timekeeping for all team members in Cyber Division to
ensure correct project codes are being charged. Reviewed subcontractor
invoices. POC for two programs, Contracted Advisory and Assistance
Services (CAAS) IV and JT&E, attend bi-weekly meetings for CAAS IV, respond
to emails, and distribute work to appropriate person. Submitted
deliverables to customers as required.
Contract Administrator: Coordinated and issued Mutual Non-Disclosure
Agreements (NDAs), Teaming Agreements (TAs), and Subcontract Agreements to
new teammates/subcontractors or modification to these documents with
established teammates for JT&E and SeaPort-e.
Mar 2010-Jun 2012, Technical Writer, Harris IT Services, Hurlburt
Field, FL
Technical Writer: Created, edited, formatted, reviewed, and submitted
documentation for both Harris IT Services and the customer; this included
project documents, meeting minutes, monthly cross-utilization matrix, trip
reports, monthly project report for each location, and project management
reviews. Assembled, analyzed, and provided management with project data
for periodic senior level audit reviews. Reviewed, edited and formatted
multiple Operating Instructions. Knowledge of and ability to use office
automation hardware/peripherals and various training specific and office
automation software programs, tools, and techniques to support officer
operations and produce a variety of documents such as letters, reports,
spreadsheets, databases and graphs.
Program Administrator: Significant role in planning and coordination with
the Harris Human Resources and Transition Team resulted in a near seamless
contract transition of personnel and associated documentation. Planned,
organized, and coordinated daily and long range work assignments.
Scheduled and attended weekly, bi-weekly, and monthly meetings with
Communications & Information Technology (CIT) Support team and the
customer. Performed quality assurance reviews to include but not limited,
to personnel travel, finance, and documentation. Provided administrative
support to seven managers and thirty-five team members located at Hurlburt
Field, FL. Provided administrative support to five managers and forty-two
team members located at Nellis AFB, NV. Participated in annual warehouse
inventory.
Financial Assistant: Collaborated with regional Contract Program Control
office to verify project financial information and details. Verified
timekeeping for all team members to ensure correct project codes were being
charged and make corrections, when necessary. Created budgetary
spreadsheet for cost estimates; compiled cost estimates. Reviewed
subcontractor invoices; coordinated with contract/subcontract
administration on modifications to contracts. Customer focused,
coordinated with customer concerning payment of invoices and obtained
approval or work issues, when necessary. Reviewed, edited, added G&A, and
submitted 123 travel request to customer for approval; upon approval,
notified employee. Provided administrative support of employee travel,
process, and approval; document and verified employee expense reports.
Coordinated, reviewed and submitted EWW/OT request for approval.
Training Coordinator: Ensured team members received Security, Ethics,
Export, Environmental, Health, and Safety (EH&S) other required training
and kept training records/database up-to-date.
Jan 2010-Mar 2010, Administrative Assistant, Northrop Grumman Technical
Services (NGTS), Hurlburt Field, FL
Program Administrator: Scheduled and attended weekly, bi-weekly, and
monthly meetings with the Communications Support Team (CST), Command and
Control Weapon System Part-Task-Trainer (C2WSPTT) and the customer.
Planned, organized, and coordinated work assignments. Performed quality
assurance reviews to personnel travel, finance, and documentation.
Coordinated with geographically separated regional Human Resource office to
provide local support to the eighty-three team members. Provided
administrative support to eight managers and thirty-eight team members
located at Hurlburt Field, FL and five managers and thirty-two team members
located at Nellis AFB, NV. Maintained local Export Records with required
backup and coordinated with the regional Export Compliance department for
two contracts. Updated and maintained contract documentation books for
both contracts. Assisted Business Development by researching new work and
participated as part of the proposal team from beginning to end.
Financial Assistant: Reviewed the monthly financial reporting system that
tracks C&IT support down to individual events. Created budgetary
spreadsheet for cost estimates; compiled cost estimates. Reviewed and
obtained manager approval on subcontractor invoices; submitted
subcontractor invoices for payment; coordinated with contract/subcontract
administration on modifications to contracts. Reviewed status of customer
invoices in Wide Area Work Flow (WAWF). Contacted and coordinated with
customer concerning payment of invoices and obtained approval or worked
issues when necessary. Completed company documentation, coordinated
management authorization signatures, and forwarded to payroll any changes
in timekeeping. Reviewed edited, added G&A, and submitted five travel
request to customer for approval; received customer approval, notified
employee. Provided administrative support for employee travel, processing,
and approval; documented and verified employee expense reports.
Technical Writer: Created, edited, formatted, reviewed, and submitted
documentation for NGTS and customer. This included project documents,
meeting minutes, project management reviews, monthly cross-utilization
matrix, trip reports, and monthly project report for each location and
contract. Assembled, analyzed, and provided management with project data
for periodic senior level audit reviews for the two contracts. Training
Coordinator: Ensured team members received required Security, Ethics,
Export, Environmental, Health, and Safety (EH&S) and other required
training, and kept training up-to-date.
Sep 2007-Jan 2010, Administrative Assistant, Northrop Grumman Mission
System (NGMS), Hurlburt Field, FL
Program Administrator: Scheduled and attended weekly, bi-weekly, and
monthly meetings with the Communications Support Team (CST), Command and
Control Weapon System Part-Task-Trainer (C2WSPTT) and the customer.
Planned, organized, and coordinated work assignments. Performed quality
assurance reviews to personnel travel, finance, and documentation.
Coordinated with geographically separated regional Human Resource office to
provide local support to the eighty-three team members located in FL and
NV. Provided administrative support to eight managers and thirty-eight
team members located at Hurlburt Field, FL. Provided administrative
support to five managers and thirty-two team members located at Nellis AFB,
NV. Maintained local Export Records with required backup and coordinated
with the regional Export Compliance department for two contracts. Updated
and maintained contract documentation books for both contracts. Assisted
Business Development by researching new work and participated as part of
the proposal team from beginning to end. Completed Northrop Grumman Six
Sigma Green Belt training. Participated in an Automatic Data Processing
Equipment (ADPE) Improvement Six Sigma Project.
Financial Assistant: Coordinated the design and implementation of the
monthly financial reporting system that tracks C&IT support down to
individual events. Created budgetary spreadsheet for cost estimates;
compiled cost estimates. Reviewed and obtained manager approval on
subcontractor invoices; submitted subcontractor invoices for payment;
coordinated with contract/subcontract administration on modifications to
contracts. Reviewed status of customer invoices in Wide Area Work Flow
(WAWF). Customer focused, I coordinated with customer concerning payment
of invoices and obtained approval or worked issues, when necessary.
Completed company documentation, coordinated management authorization
signatures, and forwarded to payroll any changes in timekeeping. Reviewed
edited, added G&A, and submitted 112 travel request to customer for
approval; received customer approval, notified employee. Provided
administrative support for employee travel, processing, and approval;
documented and verified employee expense reports.
Technical Writer: Created, edited, formatted, reviewed, and submitted
documentation for NGMS and customer. This included project documents,
meeting minutes, project management reviews, monthly cross-utilization
matrix, trip reports, and monthly project report for each location and
contract. Assembled, analyzed, and provided management with project data
for periodic senior level audit reviews for the two contracts. Created
procedures and request form for traveling.
Training Coordinator: Oversaw the education and training programs of the
employees; assisted the employees when requested. Kept training
records/database up-to-date.
May 2005-Sep 2007, Administrative Assistant, Northrop Grumman Mission
System (NGMS), Fort Walton Beach, FL
Program Administrator: Received and processed incoming guests. Planned,
organized, and coordinated daily and long range work assignments.
Scheduled and attended weekly, bi-weekly, and monthly meetings with team
members and the customer. Performed quality assurance reviews to,
personnel travel, finance, and documentation. Coordinated with
geographically separated regional Human Resource office to provide local
support to the forty-two CST team members, six C2WSPTT team members, twenty-
six Millennia Lite (ML) team members and four Joint Expeditionary Force
Experiment (JEFX) team members. Provided administrative support to six
managers, and seventy-two team members located at Hurlburt Field, FL and
one manager located in the Fort Walton Beach office. Maintained local
Export Records with required backup and coordinated with the regional
Export Compliance department for three contracts. Updated and maintained
contract documentation books for all contracts. Assisted Business
Development by searching for new work and participated as part of the
proposal team from beginning to end.
Financial Assistant: Collaborated with regional Contract Program Control
office to verify financial information and details. Created budgetary
spreadsheet for cost estimates; compiled cost estimates. Reviewed and
obtained manager approval on subcontractor invoices; input subcontractor
invoices for payment; coordinated with contract/subcontract administration
on modifications to contracts. Contacted and coordinate with customer
concerning payment of invoices and obtained approval or worked issues, when
necessary. Completed company documentation, coordinated management
authorization signatures, and forwarded to payroll and/or Business
Management department any changes in timekeeping. Reviewed edited, added
G&A, and submitted 128 travel request to customer for approval; received
customer approval, notified employee. Provided administrative support for
all aspects of employee travel, processing, and approval; documented and
verified employee expense reports.
Technical Writer: Created, edited, formatted, reviewed, and submitted
documentation for NGMS and the customer. This included meeting minutes,
project documents, project management reviews, trip reports, and monthly
project reports for four support contracts. Assembled, analyzed, and
provided management with project data for periodic senior level audit
reviews for all contracts.
Training Coordinator: Ensured team members received required
Security, Ethics, Export and other required training, and kept
training up-to-date. Provided Environmental, Health, and Safety
(EH&S) documentation and specifications for local and geographically
separated office; ensured the inclusion and distribution of Ethic
standards and documentation.
Apr 2003-May 2005, Administrative Assistant, Northrop Grumman Mission
System (NGMS), Fort Walton Beach, FL
Program Administrator: Received and processed incoming guests. Planned,
organized, and coordinated daily and long range work assignments.
Scheduled and attended weekly, bi-weekly, and monthly meetings with team
members and the customers. Performed quality assurance reviews to,
personnel travel, finance, and documentation. Coordinated with
geographically separated regional Human Resource office to provide local
support to the seventy-nine team members. Provided administrative support
to six managers, and seventy-two team members located at Hurlburt Field, FL
and one manager located in the Fort Walton Beach office. Maintained local
Export Records with required backup and coordinated with the regional
Export Compliance department for three contracts. Updated and maintained
contract documentation books for all contracts. Assisted Business
Development by researching for new business and participated as part of the
proposal team from beginning to end.
Financial Assistant: Collaborated with regional Contract Program Control
office to verify project financial information and details. Created
budgetary spreadsheet for cost estimates; compiled cost estimates.
Reviewed and obtained manager approval on subcontractor invoices; input
subcontractor invoices for payment; coordinated with contract/subcontract
administration on modifications to contracts. Contacted and coordinated
with customer concerning payment of invoices and obtained approval or
worked issues, when necessary. Completed company documentation,
coordinated management authorization signatures, and forwarded to payroll
and/or Business Management department any changes in timekeeping. Reviewed
edited, added G&A, and submitted travel request to customer for approval;
received customer approval, notified employee. Provided administrative
support for all aspects of employee travel, processing, and approval;
documented and verified employee expense reports.
Technical Writer: Created, edited, formatted, reviewed, and submitted
documentation for the customer and NGMS, this included meeting minutes,
project documents, and project management reviews, and trip reports,
monthly project reports for five support contracts. Assembled, analyzed,
and provided management with project data for periodic senior level audit
reviews for five support contracts.
Training Coordinator: I ensured team members received required Security,
Ethics, Export and other required training, and kept training up-to-date.
Provided Environmental, Health, and Safety (EH&S) documentation and
specifications for local and geographically separated office; ensured the
inclusion and distribution of Ethic standards and documentation.
Jan 2003 to May 2005, Receptionist, Northrop Grumman Space Technology
(NGST), Fort Walton Beach, FL
Office Assistant: Performed duties as a telephone system receptionist.
Received and processed incoming guests. Planned, organized, and
coordinated daily and long range work assignments. Scheduled meetings for
all team members. Managed databases for CRC, shipping/receiving, and visit
requests. Assisted with Stores (in-processing, tracking, and inventory of
materials). Participated as part of the proposal team.
Technical Writer: Reviewed, edited, and formatted, company documentation,
Software System Development Life Cycle Documents: Statement of Work (SOW),
System Requirements Specification (SRS), Requirements Matrix, Software
Development Plan (SDP), Interface Design Document (IDD), Interface Control
document (ICD), Preliminary Design Review (PDR), Critical Design Review
(CDR), Integration Test Review (ITR), Acceptance Test Procedure (ATP), and
O & M Manuals.
Nov 2002 to Jan 2003, Receptionist, TRW, Shalimar, FL
Office Assistant: Performed duties as a telephone system receptionist.
Received and processed incoming guests. Planned, organized, and
coordinated daily and long range work assignments. Scheduled meetings for
all team members. Managed databases for CRC, shipping/receiving, and visit
requests. Assisted with Stores (in-processing, tracking, and inventory of
materials). Participated as part of the proposal team.
Technical Writer: Reviewed, edited, and formatted, company documentation,
Software System Development Life Cycle Documents: Statement of Work (SOW),
System Requirements Specification (SRS), Requirements Matrix, Software
Development Plan (SDP), Interface Design Document (IDD), Interface Control
document (ICD), Preliminary Design Review (PDR), Critical Design Review
(CDR), Integration Test Review (ITR), Acceptance Test Procedure (ATP), and
O & M Manuals.
TECHNICAL TRAINING
. Courses taken: MBA Foundations: Financial Management I, MBA Foundations:
A Framework for Marketing Management, Acquisition Administration,
Government Contract Law, Public Administration Professional, and
Government Cost and Price Analysis, Supervision, Intro to Business, Human
Relations, Intro to Management, Work Organization
. Northrop Grumman Six Sigma Green Belt training
. Harris IT Services CBTs: Microsoft Office 2007 New Features, Admin
Essentials, Essentials of budgeting for Non-financial Professionals,
Communication Skills and Project Management, EHS Ergonomics, Insider
Trading
. CareerTrack Seminar: Mistake-Free Grammar and Proofreading
. Fred Pryor Seminars: Basic and Advanced Microsoft Excel
. Northrop Grumman CBTs: Export Compliance, Office Safety, Emergency
Disaster Preparedness, Advanced Features in Word 2003, Lean Six Sigma
Awareness and more
ADDITIONAL INFORMAION
. Proficiency with Microsoft Office, experience with Commercial systems for
timekeeping (FasTime, PeopleSoft), expense and travel (Concur, Edge,
Oracle), and financial (Sap, BW, QuickBooks)
. Type 40 WPM
. Harris IT Services Performer of the Quarter April-June 2010 for the C&IT
Team
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