** ******* *******

Waynesville, NC *****

415-***-****

email: add6x2@r.postjobfree.com

Anna Austin

SKILLS

●Vast knowledge of planning meeting logistics

●Detail-oriented, Result/goal oriented, Self-motivated, Articulate

●Superb organizational skills – Ability to prioritize, multi-task, lead, direct and solve problems effectively

●Able to exercise excellent judgment and maintain confidentiality

●Develop and streamline systems for efficiency and accuracy

●Excellent knowledge of medical settings

EMPLOYMENT

Haywood Regional Medical Center 11/2018-6/2020

Executive Assistant

●Supported the Chief Financial Officer and Chief Nursing Officer for the Hospital. Coordinated complex calendars, balancing conflicting priorities in order to manage workflow, ensure the completion of essential projects and meet critical deadlines.

●Meeting Coordination: Agenda preparation, creating/editing PowerPoint presentations; Meeting room scheduling and set-up; Ensure WebEx and Teams Meeting and/or dial-in numbers are working; Arrange catering; Gather/distribute meeting materials and take/distribute meeting minutes.

●Assisted with presentations for Board meetings, Quality Oversight Committee, MORs and internal Administration meetings.

●Processed daily census, ensuring all patients were assigned to the correct hospitalist and on-call doctors.

●Assigned Nobl Patient Experience Rounding and ran daily reports to ensure directors were rounding on patients in the hospital.

●Prepared and distributed the Admin on Call and Executive Rounding schedules.

●Ran the Weekly Productivity Report for the hospital and distributed to directors throughout the system. Highlighted any department over in paid FTEs.

●Contracts Coordinator: Completed internal Contract Approval Request form for all contracts; Uploaded contracts into Meditract system for Legal approval; Coordinated signatures and distributed executed versions; Processed payment for contract physicians, ensuring compliance with their Professional Service Agreement

●Collected daily Survey Readiness Checklists from all hospital departments.

●Handled payments for the hospital, including assigning subaccount codes to Purchase Card charges; submitting Check Requests; and creating and processing Invoices.

●Scheduled travel and created expense reports, ensuring policy adherence.

●Sorted and distributed all correspondence that comes into the Administration mailbox.

●Handled all office support for the office including: Maintaining files for executive management; Office supply ordering and expense report processing

Mission Health 6/2016-11/2018

Executive Assistant (3/2018-11/2018)

●Supported the Interim Vice President of Revenue Cycle, as well as five Executive Directors and one System Manager. Coordinated complex calendars for all seven managers, balancing conflicting priorities in order to manage workflow, ensure the completion of essential projects and meet critical deadlines.

●Meeting Coordination: Agenda preparation, creating/editing PowerPoint presentations; Meeting room scheduling and set-up; Ensure WebEx and/or dial-in numbers are working; Arrange catering; Gather/distribute meeting materials and take/distribute meeting minutes

●Reports: Ran daily and weekly Revenue Cycle reports in Access/Excel and distribute to partners throughout the system

●Accounting & Legal: Processed invoices for the department using Ascend; Coordinated contracts, ensuring all documents were up-to-date and uploaded into the Legal System. Processed renewals as necessary.

●Refund Check Processing: Processed weekly refund checks, ensuring all back-up material was accurate and void of HIPAA violations.

●Reverse Charge Posting: Work with Executive Directors to reverse duplicate charges in HealthQuest

●Created encounters and entered charges in HealthQuest

●Entered Zero Pay/Denials into HealthQuest, documenting denial reason codes and routing to appropriate team for future action

●Building manager for building of 375+ employees: Coordinated employee engagement events, new employee safety orientation, desk assignments and moving logistics; Coordinated parking assignments and handled enforcement of parking rules; Submitted Facilities orders for repairs and maintenance needs; Served as communication liaison between management and staff

●Correspondence: Sorted and distributed all correspondence that came into the Wells Fargo drop box, ensuring EOBs, denials, refund requests and payments were given to the proper teams

●Timekeeper for Department staff: Updated time records and finalized payroll through Kronos bi-weekly

●Handled all office support for the department including: Maintaining files for executive management; Office supply ordering and expense report processing

Magnet Program Administrative Assistant (2/2017-3/2018)

●Supported Director of Nursing Professional Development, Magnet Program Director, Manager of Nursing Professional Development and all Mission Health Nurse Educators

●Coordinated Magnet Program, which included: Coordinated submission of Mission Hospital’s Magnet application; Collected quarterly education and certification counts of all Mission Hospital Nurses and completed relevant Magnet documents; Completed quarterly Nurse Leader and Nurse Manager Eligibility Documents; Meeting coordination for the CNO’s Magnet Steering Executive Committee, Magnet Steering Committee, Magnet Champion Team and all Magnet workgroups. Meeting tasks included: Agenda preparation; PowerPoint presentations; Meeting room coordination and set-up; WebEx arrangement; Gather/distribute meeting materials; Take and distribute meeting minutes

●National Database of Nursing Quality Indicators (NDNQI) Back-up Site Coordinator. Ensuring Quarterly Mission Hospital Nurse Education/Certification numbers are entered, as well as Quarterly Pressure Injury Survey Data; Run and post Quarterly Quality Reports

●Launched and Managed the Mission Health RN Mentor Program. Tasks included: Collected mentor/mentee background information sheets and matched mentors with mentees; Coordinated RN Mentor Orientation sessions; Coordinated monthly meetings for the mentors and mentees; Collected quarterly feedback on the program to improve quality of program

●Coordinated System Nursing Evidence Based Practice and Research Council, which is part of the Mission Health Nursing Professional Governance. Tasks included: Scheduled meetings; Agenda preparation; Collected research materials being presented; WebEx arrangement; Take and distribute meeting minutes; Ensured approval letters were submitted to PIs and Co-PIs

●Managed Mission Health’s ANCC Success Pays program for all Mission Health Nurse certifications

●Administrative support for Mission Health Nurse Educators to include: Coordinated monthly meeting; Scheduled classes; Submitted Expense Reports

Executive Assistant (6/2016-2/2017)

●Supported Senior Vice President and maintained complex calendar. This included scheduling/rescheduling meetings based on priorities and actively resolving any conflicts.

●Meeting coordination, including Board meetings: Agenda preparation; PowerPoint presentations; Meeting room coordination and set-up; Setting up WebEx and/or dial-in numbers; Arrange catering; Gather/distribute meeting materials; Take and distribute meeting minutes

●Accounting and Contracts: Processed invoices for the department; Managed the use of the department credit card and reconciled monthly; Coordinated contracts for the department, ensuring all documents were up-to-date and processed renewals as appropriate

●Supported Department recruitment: Reviewed incoming resumes to ensure they meet requirements set by the Senior Vice President; Coordinated scheduling of interviews and logistics of candidate’s visiting; Compiled interviewer feedback

●Timekeeper for Department staff: Updated time records and finalized payroll through Kronos bi-weekly

●Assisted with PowerPoint presentations for Board meetings

●Customer Service: Interacted with Mission team members, visitors and other Mission leaders; Managed all internal and external phone calls that came into the Senior Vice President’s line; Supported communications/meetings for local regional, state and national organizations

●Handled all office support for the department including: Opening/distributing mail; Maintaining files for Senior Vice President; Office supply ordering and expense report processing

University of North Carolina, Chapel Hill 7/2015-6/2016

Office Manager, Asheville TEACCH Autism Center

●Coordinated all aspects of Patient Services, including but not limited to: Managed the referral process, including receiving and reviewing all client paperwork to ensure forms and reports are complete, answering questions from families, gathering test results and other documentation from outside agencies to aid in diagnostic evaluations and providing families with other resources to assist them; Registered and billed clients for services, including contacting insurance companies to verify coverage for services, registering clients in the EPIC system, scheduling all appointments for diagnostic testing as well as intervention services and OT, checking patients in using EPIC system and collecting any copays due, reconciling clinic activities to payments and sending finalized reports to families and other agencies

●Responsible for contract management for the center. This included: Coordinating with the outside agencies/school systems; Drafting contracts; Sending to Legal for review; Obtaining required signatures and invoicing for services.

●Handled all payments for the center, including assigning commodity codes to Purchase Card charges; submitting Check Requests; and creating and processing Invoices

●Training and Event Coordination, which included: Initiating requests for posting of trainings to TEACCH CVENT system and checking postings for accuracy; Monitoring registrations and acting as point of contact for logistics, printing rosters, name badges and certificates as needed through CVENT; Booking locations and coordinating contract, catering and other onsite logistics; Assisting Director in coordinating out-of-state trainings including dates, fees, contracts and travel

●Initiated paperwork for International scholars and other interns and provide logistical support when visitor arrives

●Managed Center calendar, scheduling all meetings and clinical appointments for 6 staff members

●Coordinated weekly staff meetings, distributing agendas and minutes and tracking action items

●Scheduled all travel for staff, including requesting Travel # for CABS purposes and submitting Travel Reimbursements at the conclusion of the trip

●Office Management, which included: answering phones, processing incoming/outgoing mail, ordering office supplies

●Served as the Facilities liaison for the center, including ordering office furniture, coordinating removal/donation of old furniture and supplies, providing some technical support and coordinating with building ownership for maintenance of the office

Genentech, Inc. 2004-2015

Senior Administrative Associate, Kadcyla Marketing (4/2012-5/2015)

●Supported the Kadcyla Marketing team, which included one Director, one Associate Director, one Group Product Manager and four Senior Product Managers.

●Supported the team during product launch, which included planning and executing the LRR2 and LRR3; scheduling all launch team meetings: working with the GPM to create the agenda, attend meetings, distribute minutes and follow up on all action items; attend the Launch Meeting Planning Team meetings, take and distribute minutes and follow up on all action items; attend the Launch Meeting and coordinate onsite logistics as well as the onsite rehearsal schedule; coordinate all aspects of the Day One Internal Excitement campaign, plan and handle all logistics for the drug launch celebrations.

●Participated in a 5-month rotation in CT&D as a Training Coordinator, which included project management for the newly developed Managed Markets Foundation training; coordinating across BMaCO and CT&D for all BioOncology BU University enrichment offerings; heavy vendor and logistics management; budget reconciliation; WebEx support.

●Supported the Genentech booth at ASH, ASCO and SABCS, handling all administrative duties. This included attending all pre-conference meetings, completing booth set-up onsite, partnering with convention lead on booth walk-thru, managing attendance at Product Theaters and completing post-show booth inventory.

●Planned and executed the Kadcyla Team bi-annual offsites, the HER2 Marketing Team Spring and end of year offsites, 2 HER2 OCC Summits and 4 LRRs. Duties included negotiating complex service contracts; managing meeting vendors to include venues, transportation, hotels, caterers, security and speakers; and approve all meeting expenses.

●Coordinated weekly staff meetings, distributing agendas and minutes/action items.

●Managed calendars for team; including scheduling complicated meetings and proactively resolving conflicts.

●Scheduled all travel, including that for conferences, field rides and other corporate meetings and created travel packets for each trip for all managers.

●Created and maintained an administrative gSite and managed department rosters and phone lists.

●Submitted contracts and SOWs using ContractWorks and ContractsWiz.

●Created expense reports and reviewed all department expenses to ensure policy adherence.

Management Associate, Lucentis Marketing (1/2010-4/2012)

●Supported the Marketing Director (who I onboarded as he relocated from Canada) as well the Strategy Team (including one Associate Director, and two Senior Product Managers).

●Managed the team’s calendar, including scheduling complex meetings, accepting/declining all meetings and proactively resolving conflicts.

●Scheduled all travel, including that for conferences, field rides and other corporate meetings.

●Responsible for scheduling, planning and executing all Marketing team offsites and worked closely with the ROC on planning bi-annual sales meetings.

●Worked as the lead Marketing admin, which involved managing the team calendar; managing rosters and phone lists, including those utilized by the Lucentis iPhone app; coordinating weekly departmental Staff meetings and coordinating Marketing Director’s bi-weekly direct reports meeting.

●Submitted contracts and SOWs using ContractWorks.

●Created expense reports and reviewed all department expenses to ensure policy adherence.

●As a member of the GIO Admin Team, held role of Content Team Lead for the 2010 Commercial Administrative Offsite and coordinated semi-annual book club events in 2011.

Senior Administrative Associate, Lucentis Marketing (7/2008-12/2009)

●Provided support to the Access Team and the Patient Marketing Team (including one Associate Director, one Group Product Manager, one Senior Product Manager and one Product Manager).

●Managed heavy calendars and travel schedules for multiple managers.

●Responsible for scheduling and planning of both onsite and offsite meetings, expense reports and supply maintenance.

●Helped coordinate the Patient Ambassador training.

●Worked as a project coordinator for three core teams (Sampling, Direct and Patient), which involved managing team rosters and phone lists; assembling agenda; and taking minutes for weekly meetings.

●Coordinated weekly departmental Staff meetings.

●Submitted contracts and SOWs using ContractWorks.

●As a member of the Commercial Facilities Team, worked to create and implement a Conference Room Tip Sheet for use in all conference rooms.

●Volunteered as a “Google Guide” and was one of the first groups to migrate to gMail in order to assist in training members of the department.

Senior Administrative Associate, Business Development (11/2004-6/2008)

●Assistant to one Senior Director, one Director, one Associate Director and one Senior Manager in the Business Development Department.

●Managed extensive calendars, including scheduling both internal and external meetings and proactively resolving conflicts.

●Created and edited Power Point presentations and coordinated departmental RRC scheduling.

●Coordinated travel; onsite/offsite meetings; processed expense reports; and ordered supplies.

●Assisted in CDA preparation, including sending CDAs to potential collaborators for signature and sending fully executed copies to Corporate Records.

●Worked with managers to update proposal database on a weekly basis.

●Assisted with the design, testing and rollout of new departmental online rolodex.

●Facilitated admin team meeting on a rotating monthly basis and provided back up to the entire administrative team.

University of California, San Francisco

Administrative Assistant III 2001-2004

●Assistant to Section Chief, six faculty members and six fellows in the Abdominal Imaging Section of the Department of Radiology.

●Maintained faculty calendars and processed all meeting requests, including but not limited to, university, departmental, and committee meetings.

●Prepared weekly clinical schedules for all members of the section covering two clinics

●Prepared new grant applications and renewals as well as Committee on Human Research proposals and renewals.

●Responsible for all aspects of research grant applications, including budget preparation.

●Coordinated fellowship program for the Abdominal Imaging section, which included interview scheduling and onboarding new fellows.

●Supervised and reconciled all section expenditures.

●Prepared and submitted manuscripts and followed-up with journal for publication status.

●Coordinated weekly GI tumor board.

●Maintained faculty Curriculum Vitae’s, full biography and NIH Biosketches as necessary.

●Took dictation, including manuscripts, manuscript reviews and general correspondence.

●Prepared travel arrangements, travel advance requests, check requests, reimbursements and expense reports.

●Achieved a promotion from Assistant II to III within one year of being in the role.

AWARDS

●Outstanding Employee Performance Award – 2002, 2003, 2004

●Recipient of 3 Quarterly Recognition Awards (High-Five Award)

●Recipient of multiple Genenchecks and Applause Points

COMPUTER AND SOFTWARE SKILLS

●Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

●Heavy use of Google systems (gCal, gMail, gDoc, gSites)

●Proficient in EPIC, ContractWorks & WebEx

●Familiar with Access, HealthQuest, Visio, FileMaker Pro, ACT, MediaMap, REPS for Windows, IDXRad, Eudora, Meeting Maker

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