Executive Assistant Social Media
Resume:
Nina Phillips
*********@*****.***
A seasoned regulatory and healthcare marketing professional, my work experience spans various medical specialties, clinical research and natural resource compliance. I strive to exceed internal and external customer expectations by anticipating needs and going above and beyond. RELATED PROFESSIONAL EXPERIENCE
NAMASTE Home Health + Hospice
Denver, Colorado
October 2018 - Present
Administrative Assistant
Director of First Impressions; greet incoming visitors, coworkers and clinical staff with a smile.
Answer heavy incoming calls for busy and growing home health and hospice agency; route and transfer calls to clinical directors, C-Suite Executives and field clinicians. If unavailable, take messages and deliver directly.
Order weekly medical supplies thru Medline or McKesson with ~$4,000/month budget; manage inventory and expired supplies, track special orders in Excel and facilitate returns/credits.
Order office supplies; coordinate special orders with office staff and others, facilitate returns.
Receive all deliveries, point person for building maintenance and coordination of suite repairs.
Send twice daily All Staff emails communicating On Call schedules, time off, meetings and other pertinent information.
Hazardous materials handler for clinical field staff including sharps and medications.
Print and create Home Health, Hospice and Death packets for busy clinical field staff.
Marketing support; print weekly facility chart notes (medical records) for traveling marketers.
Retrieve mail daily; open and distribute to office and clinical field appropriately.
Keep kitchen and conference clean and ready for use by Executives and support staff.
HR support; create new employee badges using Alpha Card Suite software.
Batch electronic medical records in WorldView database.
Weekly workflow responsibilities in HomeCare HomeBase database.
Provide administrative and technical support for C-Suite Executives including Executive Director, Operations Manager, Human Resources, Accounting, Medical Records and Clinical Nurse Managers including typing up patient documents, organizing data on Excel spreadsheets, making binders and typing up a variety of patient correspondence. Consova Corporation
Golden, Colorado
January 2018 – September 2018 (company downsized)
Executive Assistant
Shellie Murphy 303-***-****
Director of First Impressions; elevate office atmosphere for coworkers, visitors and consultants.
Coordinate administrative and technical support for C-suite Executives, sales team, outside consultants and consultants for healthcare benefit eligibility audit company.
Manage guest sign-in logs for annual IT compliance audits.
Office management responsibilities including office supply ordering and budgeting.
Book domestic and international air & ground travel for C-suite Executives, including hotel reservations, industry conferences and networking events.
Provide sales team with RFP responses, research and proposal preparation.
Qualify marketing leads and convert to sales opportunities in SalesForce database.
Negotiate meeting times for multiple players with conflicting calendars. Wells Branch Municipal Utility District
Austin, Texas
March 2017 – October 2017
Executive Assistant/Project Administrator
Gloria Barba 512-***-****
Manage administrative and technical demands of busy municipal utility district office, five Board of Directors, District Manager, support staff, contractors, consultants, governmental bodies, regulatory agencies and District residents.
Increase effective communications using District cell phone, texts and emails, keeping staff updated at multiple site locations including two outdoor pools, skate park, two parks, seven miles of trails, soccer fields, butterfly gardens, historical Homestead, maintenance shop, community and recreation centers.
Organize documents, proposals, updates, photos, project schedules creating bi-monthly Board of Directors meeting packets using Adobe Acrobat XI Pro.
Coordinate food, drinks and dessert for Board of Directors meetings (public included) and other meetings at various District locations, while staying within budget.
Facilitate full execution of legally binding agreements, change orders and contracts between District Manager, supporting law firm, multiple parties and constituents.
Maintain Excel spreadsheets; generate graphs and provide monthly energy consumption (gas & electric) and expenditures reports to Board of Directors.
Mid-year budget review and next fiscal year projection for office supplies, printing, publicity and mailing, security lights and monitoring, facilities insurance, facility utilities and pool maintenance.
Maintain Excel spreadsheets for wastewater permittee and utility accounts; coordinate new meter installations, new utility accounts and rates agreements.
Manage District Manager’s calendar; schedule meetings, conference calls, webinars, book conferences and travel arrangements; create travel itineraries.
Schedule Finance, Administrative, Safety, Parks & Facilities, IT, Recreation Committee and ad hoc meetings; create meeting agendas, type up and file meeting notes.
Post District Board meeting agenda legal documents; official and unofficial meeting notes, packets, minutes, accounting reports and WORD community newsletters on District website.
MS4 website reporting of recycled material collection, hazardous wastes and illicit discharges.
File District resident and property damage insurance claims; schedule capstone fence repairs, coordinate repairs with contractors and maintenance staff.
Back up for Human Resources; process Workman’s Comp claims, payroll.
Back up for Accounts Payables; write corporate checks and coordinate check releases with accounting firm.
Manage petty cash drawer of $500, process staff reimbursements, sign corporate checks up to
$500, and sign off on utility bills up to $500.
Monthly WORD community newsletter contributor, designer and editor using MS Illustrator, MS Publisher and Adobe InDesign.
Texas Commission on Environmental Quality
Office of Waste – Registration & Reporting Section Austin, Texas
May 2016 – March 2017
Program Specialist
Edward Minter 512-***-****
Work to protect the natural resources of Texas by providing regulatory and technical support services to waste generators, transporters and receivers of industrial hazardous, medical, sludge, used oil and gas wastes.
Understanding of EPA Rules regarding transport, treatment and storage of sludge, industrial hazardous waste, used oil and medical waste.
Provide regulatory guidance, agency process assistance and support to customers facilitating compliance with federal and local rules and regulations.
Uses databases; PARIS, IDA, BASIS2, BOE, Central Registry and CCEDS to determine waste system status, reporting deadlines and make updates to facilities, vehicles and contacts.
Maintains strict agency data standards in multiple agency databases; rotates responsibility 0f monthly TIDEN data uploads & Biennial data reports to EPA.
Understanding of RCRA and other state and federal environmental guidelines.
Prepares public information requests; researches hazardous waste activity of various sites, ensures accurate responsive information, coordinates with multiple agency areas, communicates clearly using agency templates, redacts files as appropriate and responds to requestor directly before deadline.
Makes appropriate updates and entries in associated software applications, prepares and sends agency forms to customers and different agency areas, helping ensure compliance with state and federal rules and regulations.
Provides information and outreach to enforcement staff and regulated community via telephone, correspondence, meetings and email.
University of Texas Arlington - Enterprise Development - Contractor Texas Commission on Environmental Quality
Office of Water - Public Drinking Water - Inventory & Enforcement Austin, Texas
June 2015 – May 2016
Natural Resource Specialist
Christi Harris 512-***-****
Provide technical and administrative assistance and support to key players (internal TCEQ staff, local governments, lawyers, engineers, operators, water haulers, public water well property owners) looking to register a public water supply or modify data related to a public water system.
Use databases; CCEDS, WUD, SDWIS and Central Registry to review water system data, determine accuracy and consistency of data, maintain data standards and update compliance information for referral through enforcement process.
Well property mapping, boundary confirmation, public drinking water well location verification using county appraisal district websites.
Knowledge of Ground Water Rule, Chemical Rule, Revised Total Coliform Rule, Surface Water Rule and Public Notice.
Deliver excellent customer service to 7,000+ public drinking water customers, internal staff and 16 regional offices of TCEQ.
First point of contact for customers and database tracker for inventory and enforcement.
Sort, code and batch requests to team members including enforcement notifications, comprehensive compliance investigations, plan reviews and Sale-Transfer-Merges. National Jewish Health, #1 Lung Hospital in the World Denver, Colorado
March 2008 - August 2014
Weinberg Clinical Research Unit
Marketing & Patient Recruitment Specialist
Phillip Lopez, Manager: 720-***-****
In position for six years; copywriting, multi-project and deadline management, medical data analysis, marketing analysis, technical and administrative support, public relations, clinical trials promoter and patient recruiter.
Interpreted complex medical information and disseminated to public.
Increased study recruitment efficiencies by learning spirometry lung testing and screening new research patients for pulmonary studies at health events and in the hospital exam room.
Added 600+ new study candidates to research database for study screening and enrollment.
Developed reciprocal community relationships within Denver’s clinical and recreational communities by promoting growing portfolio of clinical research protocols.
Developed collateral materials: website content, radio scripts, direct mail patient letters, white papers, press releases, email blasts, social media messaging, created brochures and flyers.
Edited radio, print, website and social media copy; worked with pharmaceutical companies, study sponsors, doctors and clinical team to exceed study recruitment goals.
Managed one in-house recruiter; back up for multiple study recruitment phone lines; screened candidates against inclusion/exclusion for multiple studies.
HIPAA Trained Annually; Maintained HIPAA compliance for 4,000+ electronic medical records.
Managed schedule of outreach special events, clinic recruitment and monthly Certified Health Education-accredited lecture series.
Utilized online Electronic Data Capture systems to enter study visit data, drug dispensing and patient diary information.
Conducted clinical staff trainings on database queries, HIPAA compliance and clinical research patient recruitment.
Proficiency in Adobe CS, InDesign, Illustrator, MS Office, Illustrator, CTMS and Access databases, Kentico website platform, AllScripts EMR and Tempus. Heart Center of the Rockies - Poudre Valley Health System Foundation Fort Collins & Loveland, Colorado
May 2005 – March 2008
Administrative Assistant promoted to Cardiac Research Regulatory Data Specialist
Specialized administrative and technical support involving comprehensive understanding of cardiac disease pathologies, research drug interventions and medical device technologies.
Generated cardiac research regulatory documents with precision including study start up, 1572s, Financial Disclosure Forms and Case Report Forms.
Clear communicator for study site to trial sponsors and Institutional Review Boards (IRBs).
Tracked and submitted regulatory documents to IRB and study sponsors.
Edited study informed consent forms and site contracts.
Submitted sponsor correspondence, monthly Investigational New Drug applications, Serious Adverse Event reports and other regulatory documents to IRBs via Electronic Data Capture systems.
Coordinated compliance certifications for clinical staff and multiple hospital labs.
Maintained accurate drug closet temperature and study drug randomization logs for Federal Drug Administration compliance.
EDUCATION
Colorado State University
Fort Collins, Colorado
Graduated May 2000
Bachelor of Science - Natural Resources, Recreation and Tourism
Focus on ecotourism, natural area management, outdoor recreational activities, environmental interpretation and ecological impacts of tourism.
American Universities International Program
Belize, Central America
Ten-week study-abroad program involving extensive travel throughout Belize’s mountainsides and coastlines.
Experiential, hands-on learning with focus on cultural anthropology, rainforest ecology, marine biology, tourism and environmental education.
TRAINING
SkillPath/NST Administrative Assistant Conference – 5/2017 – Austin, TX
SkillPath/NST Project Manager Webinar – 6/2017 – Austin, TX
Microsoft Excel 2010 – 6/2017 – Austin, TX
CERTIFICATIONS & MEMBERSHIPS
American Red Cross – CPR/AED for Pro Rescuers; Emergency Response & First Aid – 6/2017 thru 6/2019 – Certificate ID: GUWPI6
American Lung Association Board Member – 1/2013 – 8/2014
American Heart Association BLS & CPR Certification – 11/2012 - 11/2014
American Lung Association Asthma Coalition Member - 2008 - 2014
CITI & NIH Re-Certified 2015
Annual GCP/ICH Practice Guidelines since 2007
IATA Certified, 2007 - 2008
Society of Clinical Research Associates (SoCRA) - Member 2007-2008 INTERESTS
Soap making, science, nature, animals and wildlife.
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