Management Manager

Alinda A. Coats

703-***-**** ? *******@*****.*** ? http://www.linkedin.com/pub/alinda-

coats/14/b06/96a

OFFICE ADMINISTRATION & MANAGEMENT

Organization Efficiency Project Management Process Implementation

Leadership

Public Trust

Office Administration: Supporting project teams; tailoring and implementing

corporate processes, templates, and tools; logistical support of strategic

initiatives; proper application of policy while ensuring compliance with

project contracts; internal audits and effective communication. Database

management; inventory control; purchasing; supply chain management;

contract & vendor negotiations. Procedures of the division related to

internal administrative policies were developed/analyzed via independent

review. Monitored and managed administrative assignments and activities

ensuring consistency, timeliness and completeness. Improved productivity

and efficiency by developing new/modified working methods and

managed/developed record/file management processes. Admin support functions

and program operation via systemized work process with proactive response

to division problems as well as briefing regarding special projects with

regard to sensitive issues. Revision of guidelines, procedures and work

practices ensuring operative operation of the division.

Generated/distribute status reports and maintaining floor plans for

exhibitors and contractors. Maintain financial records, response to

contractor's inquiries and allocation of registration form and materials.

Verify/generate vendor directory listing. Receipt and review reports,

memos/responses in order to develop consolidated division responses.

Prepare presentations & sensitive historical/briefing materials, talking

points and executive summaries for use by senior staff persons in meetings,

conferences and SCIF's and briefings throughout organization.

Program Management: Strategic alignment and governance; budgeting;

project management and evaluation; resource allocation; operations

management; configuration management; quality assurance; process

improvement, implementation and recommendations; new product development

and marketing (advertisements, brochures, pamphlets, commercials). Assist

with special projects and distribution of material on site

Research: Determined by initiating and collecting pertinent

information necessary for final response by way of (opinion polls,

questionnaires etc.), in order to establish standards and parameters for

gathering data in coordination with others for report and response

development. Coordinated consumer surveys to determine buyer behavior and

regional preferences, and prepared marketing campaigns using the

corresponding survey results. Acquired primary data on potential

competitors, and generated reports for pricing, advertising, and

production. Involved fundamental findings and simplifying complex details

into simple writings and coordinated with marketing professionals to ensure

the synchronization of all marketing activities for effective performance.

Experienced in the development, implementation, and further evolution of

marketing strategies.

Executive Support: Internally managed administrative assignments

for SES level & officers; Domestic & International Travel Arrangements;

meeting & event coordination; shipping & receiving distribution; calendar

management for C-Level/Senior Executive Service Executives (SES); effective

liaison; presentations & spreadsheets; complex filing systems. Ensure

timeliness, consistency and completeness via activity monitoring.

Alleviated higher-graded echelons (Deputy Director/SES Officer) of

redundant interruptions and demands on their time by shepherding matters

i.e. customary/referring technical matters to appropriate individual(s),

while developing new and modified work methods for program services.

Developed employee staffing patterns/procedures in relation to program

services administering. Research and analysis conducted for the purpose of

preparing organizational special reports. Ability to communicate verbally

as well as serving as POC/liaison troubleshooter for the division of the

organization. Provided technical assistance to lower grade employees

support to personnel assigned to the office.

EDUCATION Master's Public Administration/MPA University of Phoenix,

Washington, DC, 2012

Business Science Management/BSBM University of Phoenix, Washington,

DC, 2010

PROFESSIONAL EXPERIENCE

HCI Integrated Solutions, Fairfax, VA

2012 - Present

Program Specialist

Contractor/US Department of Homeland Security Office of the Chief Financial

Officer/ Financial Operations

Responsible for aspects of the administrative projects for the following

departments of Financial Operations (approx. 45 employees), Programs,

Analysis and Evaluations (approx. 22 employees) and Risk Management &

Assurance (approx. 10 employees) pertaining to the coordination and

completion of tasks and deliverables. Serves as the primary point of

contact for face-to-face communication between the Government and the

Contractor regarding performance and operational concerns which may arise

at a given location.

Other Duties and Responsibilities Include:

. Scheduling deadlines, assigns responsibilities and monitors and

summarizes progress of task areas.

. Manage/allocates resources necessary for project accomplishment.

. Prepares reports for the Government, as well as for HCI senior

management regarding status of all project areas of responsibility.

. Perform Team Lead functions for the Administrative Clerk III providing

management, oversight, training and reviewing discrepancies related to

the contracts for OCFO/FO.

. Provide direct support to the Financial Operations Director, COTR's,

and other federal personnel in the day-to-day operation and long-term

strategic planning.

. Provide support in contract administration functions for the

coordination and oversight of requirements to ensure compliance with

the contract terms and conditions and assist in the preparation of

contract change orders, incremental funding modifications, assistance

related to delivery of task orders, and independent government cost

estimates

. Conduct a variety of analyses to develop overall acquisition planning

documentation to ensure timely responsiveness and produce a sound

contract related product and recommend alternatives and assist in

developing contract management procedures to achieve maximum

efficiency for managing current and future requirements

. Assist the COTR/Managers in day-to-day operations using a combination

of multiple and varying assignments and data programs.

Volunteers of America Chesapeake, Falls Church, VA

2011 - 2013

Women Mentoring Coordinator

Coordinate, assess and monitor individuals in a mentoring relationship via

effective oral and written communication with troubled individuals by

tracking schedules and progress of those involved in mentoring.

Responsibilities include governance, alignment, assurance, management,

integration, optimization, tracking, planning, and program improvement

recommendations. Other functions include:

. One on one assessment/group sessions with clients for recommendations

to the Director

. Workshops to educate the resident of available resources and

additional options

. Interactive lectures

. Assist with coordination/development and implementation of services

. Routinely provide supervision of the client's individual projects for

achievements within VOA's compliance, mission and vision.

. Perform liaison activities with upper management and stakeholders

. Responsible for governance, which involves working with the over-

arching structure, processes and procedures to accomplish objectives,

which include metrics of success and deliverables. Alignment entails

top-down vision, goals and objectives from VOA strategy flowing

through to successful completion of the client's project for program

objectives. Assurance includes checks and balances for

compliance with standards and vision alignment. Management involves

regularly reviews for accountability and successful management of

project, stakeholders and suppliers.

. Planning/developing action plans to orchestrate projects, resources,

timescales, monitoring and control. Improvement covers ongoing

performance assessment, research and development of new capabilities,

and systematically applying knowledge for program success.

SRA INTERNATIONAL, Fairfax, VA

2005 - 2012

Executive Administrator/Team Lead (2010 - 2012)

Contractor/US Department of Energy/Weatherization and Intergovernmental

Program (OWIP)

. Day-to-day executive administrative support to the Program Manager

(SES), Supervisory General Engineer, Team Lead Training and Technical

Assistance and Policy Advisor.

. Project Coordination: Coordinated projects and events exercising

ability to improvise, improve procedures, and meet demanding

deadlines.

. Administrative Tasks: Assigned by the Program Manager/Team Leads

(including tasks assigned to general staff) by ensuring that

documents, correspondence and reports met policy compliance definition

for the organization and contained appropriate decision-making

information via the organization.

. Communications: Liaison for departments to ensure proper

communications and reporting practices.

. Travel Arrangements: POC for travel (domestic/foreign) planning/

reimbursement for OWIP (50 +) staff; for key staff; facilitate travel,

prepare expense reports, and sensitive documentation.

. Documentation: Create spreadsheets, diagrams, organizational charts

. Database Management: Maintain federal, state and private sector

stakeholder/partners contact list.

. Meeting Facilitation: Coordinate meetings, outreach partnerships with

stakeholders (federal and state) along with seminars/conferences with

regular follow-up. Assembling meeting materials including preparing

background or informational materials/handouts.

. Office Management: Maintain office supply inventory, management of

conference room reservation, provide logistical assistance and set-up

for weekly OWIP staff meetings, mass mailing to grantees, provision of

instructions and guidance to general on how general office procedure,

assist with orienting new employees, troubleshoot office equipment via

IT support and compile documents for various members of OWIP and front

office.

Executive Administrator / Project Team Lead

2007 - 2010

Contracted to the US Department of Homeland Security (DHS) / Office for

Civil Rights Civil Liberties

Provide daily executive and office administrative support to the Acting

Officer for CRCL, Assistant Officer for CRCL, Deputy Officer for CRCL,

Deputy Office EEO Programs for CRCL, Director CRCL Programs, Director for

Review and Compliance, Counsels for EEO/CRCL Programs and Senior Policy

Advisors in addition to 10 direct reports.

. Project Coordination: Coordinated projects and events exercising

ability to improvise, improve procedures, and meet demanding

deadlines.

. Communications: Liaison between all impacted departments to ensure

proper communications and reporting practices via face-to-face, phone

and e-mail.

. Event Planning: Plan and coordinate corporate luncheons, and develop

presentations for related on-site and off-site meetings; Organize the

details of special events, corporate agendas and itineraries. division

weekly meetings

. Procurement: Assisted in the management of capital purchases, direct

vendor relations, generate and maintain equipment tracking records.

. Expense Reporting: Process expense reports reflecting supporting

documents and budget code indexes.

. Tracking & Reporting: Collaborate with departmental managers on weekly

postings for master reports. Developed procedures and tools to track

expenses and to collect function metrics and utilized quantitative

analysis for reporting to senior management. General Counsel weekly

report.

. Written Communications: Edited and prepared documents from draft to

distribution. Created documentation standards for the project in

compliance with corporate policies and procedures; Complaint

Correspondence Review with follow-up letter to complainants

. Travel Arrangements: POC for travel planning reimbursement for entire

CRCL (40 +) staff; Arrange in-town travel service for key staff;

Facilitate travel arrangements and appointments, prepare expense

reports, and sensitive documentation.

. EEO: Reasonable Accommodation request with updated weekly report;

Prepare EEO case activity report with updated weekly report

. Filing: Establish and maintain a filing system and records.

. Documentation: Create spreadsheets, diagrams, organizational charts

. Database Management: Maintain up-to-date Federal, state and private

sector stakeholder/partners contact list.

. Meeting Facilitation: Coordinate meetings, outreach partnerships with

stakeholders (federal and state) along with seminars/conferences with

regular follow-up. Assembling meeting materials including preparing

background or informational materials/handouts.

. Confidentiality & Security: Secure, and control highly personal and

sensitive documents, and ensure that they are handled in accordance

with appropriate Executive Orders, Department guidelines and

procedures; must be able to obtain and maintain a Secret Clearance.

. Process Improvement: Reengineered the department by introducing short-

and long-term process improvement plans and implemented significant

improvements in procedures for time reporting, data storage and

retrieval.

Executive Administrator - Office of Technology Knowledge

2005 - 2007

Executed program, project and administrative support to the CTO/CKO,

Director (EKP), Director (CSS), Director, (Core Technology/Capabilities

Development) and Director of Vendor Assessment.

. Contributed to the development of over 90 percent of project

documentation including project plans, standard operating procedures,

and review materials in a regulated environment; created and managed

training materials eliminating external vendor and printing costs.

. Salary Manager (Lawson Data-Base) SRA Manage company salary management

system. Analyze proposed salary increase data to ensure that the

employee's increase is appropriate for his or her job category and

level of seniority to and is consistent with company-wide and market

trends. Ensure that all performance and salary reviews are conducted

properly and timely. Salary Manager (approved all salary changes for

department employees). Provide guidance to managers on compensation

management.

. Provided data management training for new hires on a regular basis and

additional information as needed. In order to manage processes, I

created and maintained databases and online reports for management of

project action items, documentation, configuration management

inventories, and deliverables tracking.

. Reviewed and evaluated project processes, plans, and work products;

recommended improvements while providing support for implementing

improvements to projects.

AON CORPORATION, INC., Washington, DC & Chicago, IL

2000 - 2004

Administrative Assistant - Healthcare Division (2003 - 2004)

Provided admin support to the VP, Northeast Region, Senior Consultant,

Relationship Manager and Claims staff.

. Prepared invoices (LN 40), confirmed orders for insurance coverage for

high profile clientele

. Typing, formatting, spreadsheets, etc.

. Premium discrepancies solutions (Owing Mills-internal account)

. Departmental Time Administrator (approved hours worked by department

employees)

. Licensing renewal for brokers (submitted necessary documents for

license renewal)

. Certificates of Insurance for holders as per the insured

. Agency Administrator (Chubb Group of Ins) Chubb Intranet

. Strategically worked with Account Executives to maintain business

development with new and existing clients.

. Responsible for following up on open items and subjectivities and

managing until conclusion.

. Understand and comply with Aon Risk Services compliance and

transparency standards

. Assist in identifying the need for new products and supports the

design and development of innovative solutions for the client.

. Participate and lead Request for Proposal responses for new business

opportunities.

Administrative Assistant / Team Lead - Financial Services Group

2000 - 2003

Supported business development initiatives by exceeding revenue goals for

assigned book of business. Effectively managed the pricing contract

renewal process leading to improved retention and growth of clients.

. Support to the VP, Product Management, Broker Consultant, Technical

Assistant and Claims staff.

. Created presentation books and submission materials for underwriters

review for premium quotes as well as facilitated meeting with

underwriters via PowerPoint.

. Researched and complied information for business case at management

reviews to facilitate effective business decisions by Executive and

Senior Management.

. Collaborated with account executives in creating and owning

relationship with client through develop at different levels within

the client organization.

. Responsible for following up on open items and subjectivities and

managing until conclusion.

. Understand and comply with Aon Risk Services compliance and

transparency standards

. Assist in identifying the need for new products and supports the

design and development of innovative solutions for the client.

. Participate and lead Request for Proposal responses for new business

opportunities.

PERSONNEL SERVICES, Chicago, IL 1997 - 2000

Administrative Assistant & Office Manager (Contracted through BPS Temps /

Office Team)

Delivered office management and administrative support to Executive

Directors and Department Managers for major clients including: RTA/ Federal

Government, Bank of Montreal/Harris Bank, Ada S. McKinley/ Social Services,

Heitman Capital Management. Scheduled and coordinated meetings, travel

itineraries and training seminars.

. Data base maintenance, invoicing, PowerPoint, scheduling/coordinating

meetings, recreation of file system, document preparation

. Contract/vendor negotiation, receipt and approval of goods and

services per statement of work; compiled an inventory tracking record

. Resolved various employee-relations problems to the satisfaction of

department head

YMCA OF METRO CHICAGO, Chicago, IL 1989 -

1996

Department Office Manager

Managed membership for annual revenues and oversaw the maintenance and

logistical functionality of 33 centers and the corporate office of the

YMCA, representing approximately $40M in annual expenses. Maintained an

updated sales database and managed financial records.

. Managed a $1.5M departmental budget and submitted planning

recommendations to the VP; and delivered a financial overview

presentation to operations executives.

. Negotiated contractor and vendor contracts to secure optimal pricing

in support of cost saving initiatives.

. Spearheaded several vendor fund raising campaigns resulting in a

significant increase in funding for several programs throughout the

Metro area; implemented a new vendor tracking procedures and database

that significantly improved performance reporting.

. Developed strategic relationships with city officials and various

general contractors to negotiate Teaming Agreements (TA) and Sub-

contract Agreements (SCA) for the Y's current and re-compete multi-

award Indefinite Delivery/Indefinite Quantity (IDIQ) contracts with an

overall total value of $40M, which is facilitating the repaid

procurement of the Y's services by several CDBG, state and private

funding program offices with little to no competition.

. Partnered with the VP of Buildings and Property to create an emergency

preparedness plan detailing emergency exit routes, training key

personnel on evacuation procedures, 24/7 call center operations, and

emergency equipment maintenance.

. Oversaw contractors and major build repairs, maintenance requests and

tenant work orders including but not limited to air-quality, HVAC

electrical, plumbing and general carpentry.

PTC CAREER INSTITUTE, Chicago, IL

1986 - 1990

Manager, Marketing & Proposal Services

Managed a staff of 15-20 inside (phone) and outside sales associates. Pre-

screened, interviewed, hired and trained new employees. Monitored phone

calls for quality assurance while ensuring compliance with State of

Illinois Department of Education policies and procedures for school

accreditation.

. Provided support for the development and coordination of major bid

proposals for the central business development office and corporate

operating units;

. Assisted with the creation of marketing collateral including script

writing, editing, graphics and multimedia (television, newspaper and

radio ads) channels.

. Created an operating budget for the staff, including salary, bonus,

leasing price, utilities, phone service, office supplies,

advertisement and payment to contracted lead source, office equipment.

. Experience with adult learning and development model.[pic]

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