Outstanding Seasoned Administrative Assistant seeking 30 hour week

REBECCA GRAY **** Menzel Place

Santa Clara, California 95050

Phone: 408-***-****/872-2231

Email: *************@*****.***

Senior Administrative Assistant

Summary:

Calm and effective Business Administration professional with extensive experience supporting executive management. Meticulous and efficient contributor, leader, and client relations expert.

Work Experience:

Real Options Medical Clinics San Jose, California 2014 - 2016

Community Outreach Coordinator

Front office receptionist for Administration Department and medical clinic walk in's

Interviewed, assessed, and referred potential clinical and non-clinical volunteers to appropriate department managers

Workload project management and potential volunteers’ follow up (Outlook)

Database management - data entry of volunteer activity updates, queries & reports (Ekyros)

Compiled Volunteer Activity and Tracking reports - monthly/quarterly (Word)

Wrote volunteer screening and site directors’ follow up procedures

Reviewed online clinical appointment record in EHR database (Ekyros), extracted clinical data from

EHR database, data entry of clinical appointment data in secondary EHR database (SalesForce)

Built marketing & website traffic custom reports (Google Analytics)

Reconciled Donor Fundraiser financial data spreadsheets (Excel)

Compiled and managed Annual Volunteer Dinner Invitations spreadsheet (Excel)

Created marketing and event flyers & bookmarks (Publisher, Design Tools)

Acted as resource for staff regarding general office questions and office machine troubleshooting

Sourced, coordinated and supervised volunteers for administrative support projects

Trained administrative support staff on administrative tasks

Responded to public and community inquiries regarding the organizations’ programs and services

Participated in event planning meetings and prepared meeting minutes, agendas

Composed, reviewed, edited business letters, memos and organizations programs’ documents

Heavy electronic mail communications, managed filing systems, and scanned documents

Communicated with clinical and non clinical staff, executives, volunteers, board members and donors

Prepared electronic postage mailers - FedEx, USPS, etc. for critical business operations documents

Emailed Administrative Department communications regarding meetings, volunteer procedures

Google appointment & calendaring support for CEO & VP of Community Outreach

Business math calculations for event attendee & volunteer tracking reports

Koos Estate Los Altos, California 2012 - 2014

Private Caregiver

Managed client’s personal care needs and household maintenance vendors

Coached client through 6 month home physical therapy program

Maxim Healthcare San Jose, California 2012

Flu Clinic Administrator

Greeted employees getting flu shot injections at mobile flu shot clinics

Prepared medical patient consent and insurance forms, assisted patient with completing forms

Verified patient’s medical insurance card information

REBECCA GRAY

Work Experience: Continued

Congregation Sinai San Jose, California 2008 - 2011

Administrative Assistant

Front office management: greeted members, first point of contact for 200 member community

Provided main front line phone coverage, gave information regarding events/general questions

Recruited, coordinated and supervised volunteers for administrative projects

Sorted and processed all incoming business mail

High volume business letters word processing (Word)

Database member contact information updates (Rakefet)

Received members’ dues payments and recorded online (Excel)

Prepared members’ application and information packets

Processed credit card payments and ran batch reports (POS credit card device)

Escorted event support and facilities vendors to appropriate area on property

Google calendaring support for Executive Director, emails (Gmail) & workload management (Outlook)

Stanford Linear Accelerator Center Menlo Park, California 1990 - 2006

Administrative Associate

Employee of Stanford University and the U.S. Department of Energy

Responded to internal site purchaser inquiries and issues regarding open purchase orders to

ensure timely product delivery and satisfaction

GLAST Space Telescope Project: (re-named Fermi Gamma Ray Space Telescope)

Dedicated 3 months expeditor; fulfilled NASA certified parts orders

High volume case documentation of actions taken and parties contacted (Oracle PeopleSoft module)

Weekly expediting caseload reporting (Excel)

Expedited off the shelf custom physics machine parts, and complex technical/tight

specification parts

Communicated with internal site end users and external suppliers, heavy in-bound and

out-bound phones, e-mail, faxes and correspondence regarding shipment status

Worked with all necessary parties to coordinate and expedite purchase order

including freight forwarders, U.S. Customs, production managers, internal buyers and staff,

shipping and receiving, accounting, project managers, and physicists

Processed online RMA warranty repairs and replacements

Instructed and supervised summer clerical staff

Wrote training manual for Expediting staff

Trained all in-coming Expediting staff on daily procedures and reporting

Education:

Mountain View High School Mountain View, California

Foothill College Los Altos, California

General Education, Purchasing Contracts and Purchasing Management courses

De Anza College Cupertino, California

General Education and Business Administration coursework

Sunnyvale-Cupertino Adult and Community Education Sunnyvale, California

Administrative Health Care Medical Assistant Program, 2008

Registered Medical Assistant certification, State of California, American Medical Technologists Association, 2012

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