Lara Wheeler

ad5aav@r.postjobfree.com

+1-205-***-****

Administrative Associate / HR Manager

Accomplished professional with 10+ years’ robust experience in offering high-level administrative assistance. Proven expertise in office operations, database management, calendaring, and travel planning at all levels, and managing onboarding and employee processes support. Demonstrated talent in managing projects utilizing cross-functional communication to connect with staff, faculty, and higher education management. Proficient in MS Office Suite, Oracle, Taleo, Kronos, PeopleSoft, ADP and more. Work Experience

Executive Assistant II

UAB Medicine Human Resources - Birmingham, AL

November 2023 to Present

Handle calendars for CHRO and three EVP's in UAB Medicine Human Resources department. Creates zoom meetings and calls. Handle travel bookings for guests and executives. Process requisitions, purchase orders, and travel reimbursements for the department. Perform diverse administrative and advanced secretarial duties often of a confidential or complex nature. Handle assignments that require thorough knowledge of the department’s and institution’s policies and procedures. Respond to phone requests by researching information and conducting some analysis. Independently prepare correspondence and maintain records. Assist with selected day to day management activities. Interact with staff and leaders at all levels with a high level of professionalism and confidentiality at all times. Maintain flexibility and efficiency.

• Assist with special events as requested

• Handle catering requests, vendor invoices, establishing vendor setup, processing payment requests, and travel reimbursements related to events

• Maintains vendor contact lists

• Escorts visitors to meetings on campus

• Answer and direct phone calls

• Organize and schedule appointments

• Ordering and distributing office supplies

• Sends/receives packages as needed

• Receives, reads, and prioritizes route-incoming mail HR Administrator

Stonecreek Dental Care - Birmingham, AL

January 2023 to November 2023

Maintain a smooth onboarding process in ADP for newly hired dentists, office staff, dental assistants and hygienists. Enroll employees in benefits programs, including health insurance and supplemental insurance. Support offices in developing and delivering strategic HR plans that fit with the overall business direction. Advise regional and office practice managers on resolving conflicts through positive and professional mediation. Manage recruiting using ADP Talent Recruitment module.

• Create compelling job descriptions and consistently recruit qualified staff

• Record performance and wage reviews in ADP

• Develop clear policies and ensure policy awareness

• Promote a positive work culture

• Oversee and refine employee procedures, using ADP and recommended processes

• Provide the necessary support system for payroll

• Ensure compliance with rules and regulations

• Carry out necessary administrative duties

Administrative Associate

UAB Department of Pathology - Birmingham, AL

November 2020 to December 2022

Provide administrative assistance to the Chair and the Vice Chair of Faculty Development, including business correspondence, meetings, calendar management, letters of reference, and travel arrangements. Handle walk-in traffic and access to executives. Utilize databases such as Oracle HR & Finance, Kronos and OnBase; submit financial requests and reports to Financial Affairs. Develop relationships with prospective faculty and manage recruitment process. Collect, content-check, and assemble documents in annual evaluations and also Promotion and Tenure candidates’ packets.

• Provide administrative support to other department Directors and committees

• Set up meeting rooms, greet candidates, find answers to questions, and generally represent the department in a professional manner

• Plan Pathology Grand Rounds, develop and collect evaluation materials; record attendance and materials in Continuing Medical Education database; generate reports, and verify annual CME credits

• Orchestrate department activities including endowed lectures, new faculty recruitment, yearly faculty evaluations, and Promotion and Tenure processes

• Produce purchasing and financial account reports in established submission and payment protocol

• Offer training and coaching to staff on procedures, paperwork, Kronos and Oracle database use

Administrative Associate/HR Administrator

UAB Department of Biochemistry and Molecular Genetics – Birmingham, AL May 2018 to November 2020

Oversaw staff position requisitions, interviews, and recruitment using Taleo Recruiting, as well as facilitated HR transactions and employee using Oracle applications. Managed faculty candidates, including interviewing and hiring using UAB PeopleAdmin, making travel arrangements, visiting itineraries, and delivering presentations while ensuring adherence to UAB Human Resources policies and procedures.

• Assisted Chair and department committee during Faculty Promotion and Tenure process

• Ensured completion of UAB forms by collecting relevant documentation and maintained confidentiality of information

• Worked with Financial Affairs for reimbursement requests, departmental charges, and P- card use

• Managed HR needs for 75 department staff and 25 faculty while offering administrative support to the Chair of Biochemistry and Molecular Development Non-Profit Development/Fundraising

King’s Ranch 2017-2018

Junior Achievement of Alabama 2015-2017

Gateway 2014-2015

United Methodist Children’s Home 2012-2014

Implemented direct mail campaigns and analyzed results through Raiser’s Edge donor database. Entered gifts, contacts, relationships, appeals, and actions along with campaign response pieces into donor database.

• Organized fundraisers and built partnerships to achieve business goals every year

• Wrote and managed local/State/ Federal grants

• Reconciled donations with VP of Administration of Finance

• Served as staff chair for Development Committee

• Assisted with Board meetings

• Managed revenue/expense budgets, donor acknowledgments, recognition programs and newsletters

• Coordinated with various levels of donors to plan special events, mail campaigns, and grant writing, raising > $300K per year

Executive Assistant

Wheless Executive Search - Birmingham, AL

2011- 2012

Managed HR search process of C-suite executive prospects while sustaining productive client and candidate relationships; assessed and responded to clients’ RFPs. Modified candidate CV’s and papers to suit employer review materials. Generated revenue and expense reports for Finance. Managed CSM database and assisted with effective communications with prospects, scheduling meetings, and reporting. Non-Profit Development/Fundraising

Pathways 2009 – 2011

McWane Science Center 2007-2009

Sales and Marketing Manager

Alabama 4-H Center 2003-2007

Non-Profit Development/Fundraising

Birmingham Botanical Gardens 2001-2003

Alabama Humanities Foundation 1999-2001

Southern Progress Corporation

Correspondence and Customer Service Manager 1994-1999 Education

Master of Arts in English

University of Alabama at Birmingham - Birmingham, Alabama Bachelor of Arts in English

Mississippi College – Clinton, Mississippi

Skills

• Administrative Assistance

• Human Resources Management

• Project Management

• Higher Education Support

• Calendar Management

• Office Administration

• Office Protocol Manuals

• Event Management

• Database Administration

• Customer Service

• Grant Writing

• Editing Manuscripts

• Proofreading

• ADP

• Oracle

• Taleo

• Kronos

• PeopleSoft

• Raiser's Edge

• Microsoft Suite

Contact this candidate