Administrative Assistant Office

Objective: To secure a position that would allow me to utilize my education, skills and talents, to produce a quality and productive environment, proving measurable results.

Qualifications/Skills: Eighteen years of progressive administrative and management experience.

Excellent customer relations and interpersonal skills

Proven ability to super-serve executive teams and clients

Professional, skilled, organized, and dependable

Typing 55-60 wpm, Windows 95-98, Microsoft Word, Excel, Microsoft Outlook, PowerPoint, Avid Internet Researcher, Internet Explorer, Netscape, E-mail systems, and various proprietary databases

Accustomed to a high volume multi-line switchboard with high visibility, enhanced security access with heavy public contact

Highly organized and attentive to detail

Accustomed to maintaining discretion and composure in sensitive situations

Able to participate as a team player, and complete projects in a timely manner

Dependable, resourceful, dedicated and loyal

Trained in CGE, GovTrip & Gelco (travel systems), POTS (Purchasing Online Tracking System), ITAS (Time & Attendance System), Adobe Photoshop, Illustrator, and Improving Operational Processes, ADB/SSF (Administrative Database System/Service Supply Fund)

Experience:

11/12 – 08/15

Administrative Assistant Advanced Automation Technologies Largo, MD

Contractor for National Heart Lung and Blood Institute (NHLBI)

National Institutes of Health (NIH)

Answered calls for the Director of the Office of Communications, maintains the Director’s schedule and calendar, plan appointments and meetings, greet visitors and direct them to the appropriate official.

Managed and tracked documents and correspondence that require attention and/or action from senior level staff

Drafted letters, memorandums, reports, and other materials including preparing and formatting documents in Microsoft Word, Excel, PowerPoint, SharePoint, and plain text; proofreading and finalizing all documents for formatting and typographical errors and inconsistencies; gathering comments from various sources on collaborative work; reconciling comments and edits for review; writing correspondence and materials for consumption by internal and external audiences

Maintained calendar for the Office of Science Policy Branch, Director and support (OST) Policy Branch staff with day to day work

Arranged domestic and international transportation and travel which includes securing passport/visa clearances, airline reservations, preparing travel authorizations, making hotel reservations, preparing vouchers and arranging other logistics using an automated business system.

Summarized the content of incoming materials, specially gathered information, or meetings to assist the department chief staff; integrate the new information with current initiatives; review materials and draw attention to important information or conflicts with current strategies or goals.

Served as an information resource on routine and complex administrative matters

Scheduled and attend meetings, conferences, and conference calls as requested

Prepared agendas and arrange facilities for meetings, conferences, and conference calls

Organized weekly departmental meetings; take minutes; follow up on actions

Prepared and assured that procurement requests for supplies, materials and services are documented, justified and cleared appropriately

Organized and maintained the office supplies

Managed project workflows and schedules to ensure tasks are on target for projected deadlines.

Established and maintain office files and records

Maintained/updated the OC press duty calendar once a month and send out schedule to staff

Answered the main switchboard/back-up telephones for the Division for the Application of Research Discoveries

Created/maintained tracking systems, including office budget, travel, vouchers, POTS, and service supply orders

Conducted research on topics of relevance to the work of the office

Managed expense reimbursements, time cards, and supports month-end finance process

Managed the office parties, birthday/farewell celebrations

Delivered packages throughout NIH campus

3/12 – 11/12

Administrative Assistant Sucampo Pharmaceuticals, Inc. Bethesda, MD

Provided key administrative support to the Director of Sucampo Pharmaceuticals, Inc. including maintenance of personal and staff calendars, schedule meetings and briefings

Processed travel authorizations and vouchers

Processed Time and Attendance reports

Accurately prepared expense reports, timesheets processing each in a timely manner and incorporating data within corresponding databases and spreadsheets

Maintained a numerical and alpha filing system that is easily accessible to all staff

Moved boxes, cleaned out offices and then catalog and organized older files

Answered and screened all incoming calls and visitors to the office

Reviewed, edited and prepared reports and policy materials for meetings and a variety of correspondences

Created files in SharePoint; maintained the Compliance Portal; and created and designed new libraries and sites with guidance from the Compliance Counsel

Mapped and redesigned of the portal to promote efficiency

Uploaded documents and logged training verification files to the portal which includes the HCP Database, HCC Annual Forms, and Commercial Fields Sales

Greeted guests, set up and stocked kitchen area

Worked overtime hours for monthly board member meetings

6/08 – 5/10

Administrative Assistant Global Solutions Network, Inc. Largo, MD

Contractor for National Human Genome Research Institute (NHGRI)

National Institutes of Health (NIH)

Provided key administrative support to the Director of Genetic Disease Research Branch

Planned and coordinated domestic, foreign, and sponsored travel as well as processing travel authorizations/vouchers for in-house personnel and guests using (Gelco) travel system

Provided detailed and accurate travel itineraries prior to leaving for destination

Prepared time and attendance records using (ITAS) system

Processed personnel packages

Organized and coordinated details for meetings, conferences, lectures by coordinating attendance with employees and clients

Submitted maintenance requests and repairs to the Office of Research Facilities (ORF) and followed-up on the status of the requests to ensure requests were completed in a timely fashion

Coordinated with contractors, managers, telecommunications, maintenance staff, and vendors for office/lab move and renovation; attended weekly meetings, reviewed and prepared reports, correspondence, justifications, and quote estimates

Requested office supplies, maintained records, photocopied, sorted and distributed mail

Prepared shipping requests with government approval

Sorted and filed various documents, established and prepared new files and file systems, entered data into electronic files

Delivered packages throughout NIH campus

Processed and followed up on work orders, telecommunication requests, and locksmith requests via the Administrative Data Base System/Service Supply Fund (ADB/SSF)

Organized documents and function in a support role for faculty recruitment efforts

Inventoried property for (GDRB) and handled surplus requests

Entered orders for supplies, services, etc. in the Purchase Online Tracking System for final processing

4/99 – 1/08

Staff Administrator/Technical Assistant WHUT-TV Washington, DC

Supervised receptionist and student interns/wage employees and delegated assignments and responsibilities

Interpreted, applied and initiated various policies and procedures; maintained cooperative working relationships; interacted with the general public in a helpful, courteous and friendly manner.

Assisted with accounts payable preparation

Served as the Human Resources Administrator for WHUT-TV (Howard University Television)

Distributed and copied all incoming checks from external clients

Monitored all overtime spending at WHUT-TV and prepared bi-weekly spreadsheets for the Interim General Manager

Developed and implemented a filing system which resulted in more rapid retrieval of documents

Coordinated meeting materials for department heads

Collected time sheets and prepared Time & Attendance Reports for signature

Prepared financial reports on budget spending for each pay period

Administered and maintained all confidential personnel files for WHUT-TV

Served as the liaison between the Director of Administration to the General Manager and WHUT staff to ensure adherence to University policies

Recorded and maintained employee leave computations and submitted bi-weekly reports

Education:

Expected

Graduation Date: June 2017 University of the District of Columbia (UDC)

Bachelor of Business Administration

Certificates/Training:

7/21/2008-07/23/2008 NIH Domestic Travel (NBS Gelco Travel System)

08/11/2008-08/12/2008 NIH Foreign Travel (NBS Gelco Travel System)

08/20/2008 Fellowship Payment System

09/03/2008-09/4/2008 Basic Time & Attendance (ITAS)

06/2009 FDCC Systems Administrative Training

11/07/2008 & 06/2010 NIH Environmental Management System Awareness Training

07/2008 & 06/2010 Information Security Awareness

05/23/2013 & 5/28/14 Information Security Awareness

& 6/5/2015

06/11/2013 Privacy Awareness

1/15/2015 Itas Audit Training

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