KAREN W. HLUBEK
Word processing: Microsoft Word
Other applications: PowerPoint, Excel, Microsoft Outlook, Peoplesoft
Writing ability (proposals, newsletters, presentations, resumes, cover letters)
Event coordination: user conferences, fund raising event
Interpersonal skills - ability to put people at ease
Dependable, organized, efficient
December 2012 – September 2019 Executive Administrative Assistant to Professor & Associate Chairman, Department of Pediatrics; UF CARES Director, Pediatric Infectious Diseases and Immunology
Heavy maintaining of calendar (meetings, travel, conference calls, etc.)
Travel arrangements (flights, hotel, mileage, fares)
Create TARs (travel authorization request) and ERs (expense reports) relative to his travels, in PeopleSoft
Registrations for numerous conferences/speaking engagements attended
Renewal of memberships when appropriate
Securing items requested by Professor & Associate Chair (books, phone accessories, etc.)
Submission of WCH (Wolfson Children’s Hospital) and CMS (Children’s Medical Services) time sheets monthly
Submission of vicinity and map mileage for travel (for reimbursement)
Research and secure articles/periodicals requested
Monthly Division Meeting minutes and distribution
Conference room scheduling as needed/requested
Work with other team members as needed/requested
Staff information (birth dates and years of service)
CMAT & Medical Foster Check requests and reimbursements for all staff and faculty
Secure flight/hotel accommodations for traveling staff/faculty
Division meeting preparations: Update agenda with new hires, birthdays, service dates, departing staff
Keep abreast of new staff, start dates; departing staff for Staff Roster.
Order parking tickets when requested
Daytona travel reimbursements
Coordinating of HIV Grand Rounds
Gateway Community Services, Inc.
June 2008 – November 2012 Executive Administrative Assistant/Liaison to Senior Vice President of Research, and Executive Director of The Boselli Foundation
Ensure quality internal and external customer care and service
Organize and performs general office duties
Collect payroll for Research Management Staff
Assist with scheduling training events, workshops, in-services and other events to include scheduling, set up and other duties as required
Accountable for maintaining agency records specific to immediate department in organized manner
Answer incoming calls, and handle matters of any nature, as well as general inquiries
Maintain schedules, set appointments and all travel arrangements for Research Management as necessary or requested
Collect and verify incoming data, check for accuracy and completion, ensure all data is received in a timely manner
Maintain minutes of all meetings as required by the Senior Vice President of Research and Executive Director of The Boselli Foundation
Record and transcribe all minutes for Gateway Research meetings as requested, The Boselli Foundation Board of Directors, and staff
Responsible for participation, communication and development of rapport with staff at all levels
Accountable for maintaining agency records pertinent to Research and The Boselli Foundation in compliance with HRS, local, State and Federal guidelines
Perform special projects and other Agency and Foundation related assignments as requested
June 2004 – June 2008 Senior Executive Assistant to Chief Executive Officer, Executive Vice President, Senior Vice President of Operations, and Senior Vice President of Administration
Coordinate all meetings -- liaison with all community providers and funding vendors
Arrange and coordinate all board business
Coordinate CEO’s calendar and all executive staff travel arrangements
Attend all meetings chaired by CEO and record minutes and maintain
Began learning process of LBR's and CBIR's and the legislative process in Tallahassee
Reconcile CEO's expenses on a monthly basis
January 1999 – June 2004 Administrative Assistant II to Senior Vice President and Executive Vice President
Ensure first impression is best impression when greeting business associates on behalf of superiors
Tasked with multiple responsibilities simultaneously in a quick and accurate manner.
Keep both Executives on track and abreast of changes and meetings.
Responsible for all minutes (taking and maintaining) for most meetings pertaining to Executive Staff business and Medical with the exception of Board of Directors and clinical staffings.
Operates all office machines.
Responsible for input of all Client Satisfaction Surveys into CMHC.
Developed Sick Call Log for tracking clients’ visits to Nurse’s Station.
Responsible for ensuring all Managers, Directors and Program Administrators are notified of any upcoming meetings, appointments associated with the Sr. Vice President and Executive Vice President.
Sr. Vice President of Administration is a member of the Clinical Trials Network (CTN) which often keeps her out of town – I help keep her grounded in the goings on in her absence.
Collect payroll for six different sites.
Fill in on a regular basis for CEO’s Administrative Assistant in her absence, and when requested otherwise
Perform any other task deemed necessary by superiors at any given time in an excellent manner and time frame.
January 1997 – January 1999 Administrative Assistant to TPC Program Administrator January 1996 – January 1997 Administrative Assistant for Human Resources Department
Brief time spent as Guardian ad litem
Currently volunteer with PXEquine (Equine therapy)
1993 -1995 Logos Christian College, Jacksonville, FL
oAA in Christian Counseling
oTook courses toward AS in Human Services at FSCJ
oAttended Stenotype Institute of Jacksonville
Available upon request