Administrative Assistant Office

STACY ROBINSON

**** **** **** ****, ********, TX 77584

(W) 713-***-****, (C) 713-***-****

**********@*****.***

OVERVIEW:

A highly qualified, senior level Executive Assistant with over 15 years of experience in the Healthcare and Academic Research industries. Strong experience working in large scale organizations that have face paced growth, dynamic change, and direct customer contact. I have very strong organizational, relationship, and communication skills which enable me to provide superior administrative support to Executives and their organizations. EXPERIENCE:

2014-Present UnitedHealth Group- Optum, Houston TX Customer Care

Sr. Executive Assistant

Responsible for supporting the Senior Vice President of Optum Customer Care. This organization is responsible for sales and customer service across a broad range of healthcare products, services, and markets including Contact Center BPO, Health, Pharmacy, and Technology products and services, and the Medicare, Medicaid, and Commercial segments. Customer Care includes 10,000 team members across 28 locations, both in the U.S. and across two International regions.

• Create/maintain calendars/coordinate meetings avoiding scheduling conflicts.

• Create/prepare meeting materials (e.g. agendas) and ensure distribution to appropriate individuals in a timely manner.

• Schedule, coordinate, and/or set up resources and technology (e.g., conference rooms; food; WebEx; Telepresence) needed for meetings/events (e.g., training).

• Make travel arrangements (e.g., airline; hotel; ground transportation; office space assignment) for meeting attendees (e.g., external customers; executives).

• Host, coordinate, and/or facilitate meetings/external events as needed (e.g., introduce speakers; manage PowerPoint deck; ensure time schedules are adhered to; assist with technology; take notes).

• Ensure meeting participants (e.g., external customers; executives) have appropriate access to facilities and systems (e.g., issue security badges; request building access; internet access).

• Plan and organize logistics of large and/or offsite events, using internal resources as needed (e.g., UHC Maxvantage Meeting Teams).

• Compile and/or integrate information needed to complete reports and documents

• Prepare and/or format office documentation (e.g., proposals; letters; spreadsheets; reports) needed for various audiences (e.g., clients; executives; internal business partners).

• Review prepared documents to ensure accuracy and quality, and revise as needed

• Post relevant documentation (e.g., meeting notes; proposal letters; policies and procedures; general correspondence) onto relevant systems (e.g., SharePoint; eDoc) and communication boards.

• Maintain and distribute lists as needed (e.g., organizational charts; email; distribution; vendor; contacts; phone).

• Record/label/file records and documents according to enterprise records management procedures.

• Monitor/oversee internal office communications (e.g., email; calendar; phones) for internal team members and take appropriate action, as needed.

• Provide miscellaneous assistance and support with overall office operations and manage relationships with office partners (e.g. attend meetings; communicate impact, provide coverage, onboard new employees, set up technology, set up vendors, greet visitors). 2015-Present Dean's Professional Services, Houston TX The Methodist Hospital Research Institute, Houston TX Department of Nanomedicine

Project Specialist

• Create/maintain calendars/coordinate meetings avoiding scheduling conflicts.

• Create/prepare meeting materials (e.g. agendas) and ensure distribution to appropriate individuals in a timely manner.

• Schedule, coordinate, and/or set up resources and technology (e.g., conference rooms; food; WebEx; Telepresence) needed for meetings/events (e.g., training).

• Make travel arrangements (e.g., airline; hotel; ground transportation; office space assignment) for meeting attendees (e.g., external customers; executives).

• Process reimbursements and monitor their payment to ensure their accuracy and prompt payment

• Create and prepare PowerPoint presentations for Department Chief

• Facilitation, coordination and submission of visa applications for the department

• Advise accurately on the relevant requirements for the various visa applications

• Promptly collect documentation, prepare and submit applications to the department for approval

• Ensure correct visa type is applied for and accuracy of information on forms 2008-2014 The Methodist Hospital Research Institute, Houston TX Department of Diabetes, Obesity and Lipids

Executive Secretary

• Provide executive-level administrative support to the Director/Division Chief

• Maintain, coordinate and update the calendar for the Director/Division Chief

• Prepare letters, manuscripts, correspondence, abstracts and other documents as needed

• Create and prepare PowerPoint presentations for Director/ Division Chief

• Assist with preparing NIH grant applications

• Assist with the preparation of manuscripts

• Coordinate domestic and foreign travel arrangements

• Process reimbursements and monitor their payment to ensure their accuracy and prompt payment

• Manage inter- and intra-office communications

• Prepared all administrative materials for the programs, tutorials, conferences and meetings of the Institute on- and off-site

• Process orders for the laboratory and clinical research team

• Supervise general office work-flow on a daily basis 2006-2008 University of California, Los Angeles, David Geffen School of Medicine Department of Endocrinology, Diabetes and Hypertension Administrative Specialist

• Provided overall administrative support to researchers and research staff

• Under the direction of the Principal Investigators and Fund Manager for the Diabetes and Endocrinology Research Center (DERC): Handled purchasing, reimbursements and accounts receivable transactions, prepared invoices, processed payments & credits for the DERC members or non-members

• Analyzed expenditures and program income trends investigated ledger errors and made necessary corrections

• Assisted with grant proposals, research manuscripts and presentations preparation

• Served as the back-up Study Coordinator for the diabetes clinical research team with data management and analysis

• Maintained, coordinated and updated the calendar for the Division Chief

• Participated in the development, oversight, implementation and evaluation of projects, including events, committees, and administrative activities

• Assisted with complex travel arrangements

• Managed general office work-flow

2005-2006 University of California, Los Angeles, Institute for Pure and Applied Mathematics (IPAM), Specialist, Program Coordinator

• Under the direction of the Manager and Co-Directors, served as an administrative generalist and provided direct administrative support to the Co-Directors in the Institute for Pure and Applied Mathematics

• Composed reports, proposals, and routine correspondence

• Prepared all administrative materials for the programs, tutorials, conferences and meetings of the Institute on- and off-site

• Took minutes and transcribed other materials

• Managed written and electronic communications

• Maintained, coordinated and updated the calendar for the Institute

• Assisted Administrative Analyst with complex travel arrangements for both domestic and foreign visitors

• Processed orders and reimbursements

2002-2005 University of California, Los Angeles, Center for Embedded Networked Sensing (CENS), Administrative Assistant III, Office Manager

• Provided executive-level administrative support to Center Director & Chief Administrative Officer

(CAO)

• Provided front desk administrative management support to research centers, including all reception and guest relation duties

• Coordinated Center meetings and conferences, including logistics, preparation and coordination of meeting presentation materials, ensuring that equipment needs are met, planning all catering and housing requirements, and other administrative meeting duties as needed

• Assisted with grant proposals

• Maintained Center calendar and ensured the appropriate scheduling of all Center events

• Handled all travel arrangements for Director, CAO and other senior level managers as necessary

• Processed check requests and orders, as well as handled vendor inquiries

• Communicated with government representatives, staff and high-level funding agency personnel

• Assisted with personnel matters, including new hire orientation

• Assisted with proposal preparation, and research and education projects

• Supervised student workers and coordinated work load

• Maintained an organized office environment

2001-2002 University of California, Los Angeles, Center for Health Policy Research, Administrative Assistant III, Office Manager

• Provided executive-level administrative support to Center Director & Chief Administrative Officer

(CAO)

• Provided front desk administrative management support to research centers, including all reception and guest relation duties

• Coordinated Center meetings and conferences, including logistics, preparation and coordination of meeting presentation materials, ensuring that equipment needs are met, planning all catering and housing requirements, and other administrative meeting duties as needed

• Maintained Center calendar and ensured the appropriate scheduling of all Center events

• Handled all travel arrangements for Director, CAO and other senior level managers as necessary

• Processed check requests and orders, as well as handled vendor inquiries

• Communicated with government representatives, staff and high-level funding agency personnel

• Assisted with personnel matters, including new hire orientation

• Assisted with proposal preparation, and research and education projects

• Supervised student workers and coordinated work load

• Maintained an organized office environment

1996-2001 Living Advantage, Inc, Los Angeles, CA

Administrative Assistant

• Performed general office assistance, receptionist duties, clerical support, and data entry

• Maintained calendar and schedule meetings

• Assisted in grant preparation activities

• Managed general bookkeeping, billing and supply inventory 1993-1999 Valley Health Care Medical Group, Burbank, CA Front Desk Assistant/Medical Assistant

• Performed general office duties, including scheduling appointments and registering patient information

• Created charts and verified insurance information

• Provided transcription and data entry services

• Managed financial records, including billing, collections, and account reconciliations

• Maintained inventory records and ordered supplies

• Assisted in clinical procedures and assessment of vital signs 1991-1993 St John’s Hospital, Santa Monica, CA

Medical Secretary/Transcriptions

• Performed general office assistance, receptionist duties, clerical support, and data entry

• Coordinate work flow

• Check deadlines on incoming requests and put preliminary work in play

• Update and chase delegated tasks to ensure progress to deadlines

• Improve/tighten storage/retrieval systems

• Update and manage index

• Maintained an organized office environment

EDUCATION:

Dorsey High School, Los Angeles, California

Diploma, General, 1987

Penn Foster Career School

BS, Business Management, in progress

CERTIFICATES:

Penn Foster Career School

Diploma, Administrative Assistants Program, 2012

COMPUTER SKILLS: Microsoft Word, PowerPoint, Excel, Access, Outlook UNIVERSITY TRAINING COURSES: PAC Training, CHR Training, Employee Database Entry/Update for Preparers, Access levels 1, 2 and 3, Dream weaver, Intro to Personnel/Payroll System (PPS) Inquiry Functions, BruinBuy Training, TMHRI TRAINING COURSES: PMM Training, Visa Training, Excel and PowerPoint Training, Web-site Training REFERENCES:

Available Upon Request

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