Administrative Assistant Ii

SUMMARY

Overall knowledge of administration, customer services management, business development, and client relations, Strong organization and follow-up skills, Excellent interpersonal and communication skills, both oral and written, and works effectively individually or with others as a team.

WORK EXPERIENCE

June 2023-Current

Administrative Coordinator

Technology Container Corp.

Desoto, TX 75115, United State

Coordinate and monitor supply chain operations. Ensure premises, assets, and communication ways are used effectively. Utilize logistics IT to optimize procedures. Supervise orders and arrange stocking of raw materials and equipment to ensure they meet needs. Communicate with suppliers, retailers, customers, etc. to achieve profitable deals and mutual satisfaction. Plan and track the shipment of final products according to customer requirements. Keep logs and records of warehouse stock, executed orders, etc. Prepare accurate reports for upper management.

February 2022-June 2023

Sr. Administrative Assistant II

UT Southwestern Medical Center

Dallas, Texas, United States

As a valued member of our team, the Sr. Admin Assistant II will perform a variety of daily administrative duties and support the Chief of Staff, nine faculty members, and five apps. Which involves understanding the functions, programs, and policies of the university. Good customer service skills, teamwork, and attention to detail are a must. This entry-level administrative position is responsible for maintaining supplies and office equipment in the administrative office, greeting visitors, answering phone calls, ensuring mail and packages are distributed to faculty, and preparing outgoing mail for pickup. While working closely with the faculty, you will help plan and coordinate projects such as meetings, interviews, appointments, conferences, luncheons, and seminars, including the ordering and delivery of refreshments; arrange travel for faculty and guests, including airline and hotel accommodations, transportation, and itineraries; and process expense reports. This collaborative role will also work directly with Faculty Affairs to help with recruitment interviews and onboarding new faculty. Our Senior Administrative Assistant II position frequently functions as a liaison with other university departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting, to resolve issues; it also prepares online and reconciles transaction statements for the OneCard in the Procurement Portal in PeopleSoft. Processes monthly payrolls, including wage and overtime payments. Entering data into payroll databases. Reviews payroll before finalizing to ensure accuracy. Must have experience generating report data from various systems, as well as working with and preparing data and reports in Excel.

October 2020-February 2022

Sr. Administrative Assistant

UT Southwestern Medical Center

Dallas, Texas, United States

As a valued member of our team, The Sr. Administrative Assistant's duties involve a thorough understanding of the functions, programs, and policies of the organization; they may coordinate the day-to-day operations of the office and make recommendations for changes to procedures. Functions as a liaison with other departments, including Human Resources, Telecommunications, Physical Plant, and Purchase Online Accounting; prepares online and paper documents as needed. Completes and coordinates complex projects and reports as assigned by the supervisor, which may require significant contact with other departments and outside organizations and the use of various computer software applications. Composed and/or types of letters, memoranda, and other non-routine and moderately complex correspondence that does not require the attention of the supervisor. Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring the appropriate use of funds. Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.; develops and arranges to print brochures. Must have experience generating report data from various systems, as well as working with and preparing data and reports in Excel.

May 2018-October 2020

Sr. Administrative Assistant of Advance Practice

Parkland Health & Hospital System

Dallas, Texas, United States

Administrative support to directors, manager supervisors, and apps. Make sure the advanced practice provider credentials and privileges in the database of the Texas Medical Board are corrected. Our department processes the payroll for about 200 employees in PeopleSoft. Payroll specialists will work as part of the payroll team, and their primary responsibility will be to process biweekly payroll, including wages and overtime. Enter the data into the payroll database. Review payroll before finalizing to ensure accuracy. Calculations and recording of payroll deductions. Maintains appointment calendars, schedules coordinated meetings, and makes travel arrangements to save and coordinate the supervisor's time. Identifies ways to improve work processes, improve customer (internal and/or external), and employee satisfaction. Make recommendations to the supervisor, who implements them and monitors results as appropriate in supporting the overall goals of the department. Transcribe meeting minutes into their final form, ensuring highly accurate information is documented. Gathers information for the annual budget, produces monthly variance reports, gathers information regarding variances, and keeps unit personnel informed of budget status to provide critical operational information.

September 2017-April 2019

Administrative Assistant

Methodist Rehabilitation Hospital

Dallas, Texas, United States

Administrative support to the H.R. Director and other Directors in the department. Duties include assisting in scheduling appointments, maintaining appointment calendars, developing visitors, processing expense reports, maintaining the department budget, new hiring processes, drug testing, and orientation for onboarding, noting action items and deadlines, and reviewing time and labor reports to identify discrepancies promptly to ensure the accuracy of employee time. The Payroll Department is a resource for the division regarding their concerns with paychecks and works closely with the Sr. Corporate Payroll Coordinator to correct the issues. We run a report in SAP (Status Change, Audit Report, Payroll Journal, and Balance Reconciliation). We are responsible for inputting commission data and working with the accounting team to process the commission payments. We will use accounting systems and enter manual data as needed. Must have experience generating report data from various systems, as

July 2016-September 2017

Administrative Assistant of Nursing

Kindred Healthcare, Inc

Dallas, Texas, United States

Administrative support to the CEO/COO or a region of individuals Duties include scheduling appointments, managing calendars, developing and processing expense reports, noting action items and deadlines, and reviewing time and labor reports to identify discrepancies promptly and ensure the accuracy of employee time. Serves as a resource for division employees with concerns about paychecks. Works closely with Payroll Processing (175 ppl) to correct issues. We do drug testing for new hires for onboarding processes and orientation. We are responsible for inputting commission data and working with the accounting team to process the commission payments. We are using accounting systems and entering manual data as needed. Must have experience generating report data from various systems, as well as working with and preparing data and reports in Excel. Researches and resolves invoice discrepancies and issues. Assist the accounting team with other projects as needed and admit and register patients in Meditech. We do admission paperwork and verify insurance.

April 2016-July 2016

Reporting Clerk

Alliance Family of Companies

Irving, Texas, United States

Responsible for ensuring medical documentation is complete and accurate through communication with patient and physician offices. Interacts and helps patients, administrative staff, and physicians regarding medical records. Maintains patient confidentiality by HIPAA regulations and company practices. Searches patient records via an EMR system to compose reports, including electronic searches to retrieve and summarize medical data. Selects and condenses information from health records and prepares correspondence, typically using standard reporting techniques. Provides outstanding customer service while processing incoming requests to the facility for the release of information and records.

September 2012-April 2016

General Clerk III

Parkland Health & Hospital System

Dallas, Texas, United States

Administrative support to the Chief of Staff and the VPs of Directors. Maintains records of personnel transactions such as new hires, promotions, performance reviews, and terminations, and assists with new hire orientation in setting up interviews with the managers. Reviews time and labor reports to identify discrepancies promptly and ensure the accuracy of employee time. Edits and completes corrections to ensure records are accurate. Monitors time and attendance points and prepares corrective action when necessary for managers to present to employees who violate the Human Resources Procedure. Serves as a resource for division employees regarding time and labor issues to ensure compliance with established policies and procedures. Serves as a resource for division employees regarding concerns with paychecks (200 ppl) and works closely with Payroll Processing to correct issues in PeopleSoft. The payroll teams will be primarily responsible for maintaining and processing all aspects of the biweekly payroll. Serves as the point person to add new employees to the time clock and resolve issues with the time clocks. Distributes payroll-generated reports to departmental personnel promptly. Screens and routes telephone calls, receives and refers visitors, schedules appointments, maintains appointment calendars, schedules, and checks requests.

December 2007-September 2012

Senior HIM Associate / HIM Clerk III

Parkland Health & Hospital System

Dallas, Texas, United States

Supervise a group of seven people within our record conversion area. Reviews documentation and data in EPIC applications, electronic medical records, and paper medical records to process requests for medical records. Analyzes and audits medical records to ensure clinical documentation is complete and accurate per established procedures and identifies and documents medical record quality issues to ensure data integrity. Coordinates and prioritizes workflows, assignments, and deliverables of the HIM Team as directed by HIM Management. Prepares routine statistical reports as directed by the manager. Facilitates quality improvement processes within HIM workflows. Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to the supervisor, implements them, and monitors the results as appropriate in support of the overall goals of the HIM Team and HIM Department. Responsible for all record management workflows, which include retrieval, filing, tracking records, document preparation scanning, quality review, record conversion, maintenance, purging, and other projects assigned by the HIM Manager for the department.

EDUCATION

Justin F Kimball

Dallas, Texas, United States

SKILLS

Correspondence Data Entry Transcribes Administrative Support Executive Assistant Kronos

NEW Hire Orientation Schedules Appointments Medical Records Payroll Processing Invoice

Customer Service Oriented Budget Account Payable Internal Controls Audit Reconciling HRIS

Peoplesoft SAP Meditech Microsoft Sharepoint EPIC Hipaa Data Integrity Liaison Operations

Human Resources Onboarding HR Information System Client Relations Buying/Procurement Purchasing

Payroll Coordinator Telecommunications Travel Arrangements Recruitment Clinical Documentation

Medical Terminology Electronic Medical Records Excel Google Docs Microsoft Powerpoint

Microsoft Word Microsoft Teams Zoom Microsoft Windows Adobe Problem Solving Skills Deposit Coordination Skills

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