Administrative Assistant Support

Karen Hadfield

Phone: 408-***-**** *******@*****.***

Accomplished administrator with a solid track record of proven ability to drive measurable outcomes. Recognized for uncommon creativity, planning and organizational skills. Areas of expertise span: project and event management, patient care, organization, decision-making, deadline management, conflict resolution, and working well under pressure.

PROFESSIONAL EXPERIENCE:

Pharmacyclics (Contractor, Parks Computers) Sunnyvale, CA

Oct 2019 – 4/2020

Work closely with HR Department / Hiring Manager in scheduling candidates’

Candidate Host with HR Department

Scheduling interview pre-meetings (address candidates’ questions regarding job description)

Timekeeper to ensure interviews stay on schedule

Schedule reference check with HR Department

Brand Ambassador (Part time) Bay AreaOct 2018 - Present

Venues: Google, Levi Stadium, Real Estate Wealthy Expo, Oracle World, Santa Clara Conv. Center

Interaction w/people acound the world

Event / Festival Specialist

Directional

Registration

Set-up / Take down

Wet / Dry Alcohol Demo

Hostess

Cashier

Kaiser Permanente (Contractor, Rose International) Oakland, CAJun 2018 – Jun 2019

Administrative Assistant III / Onboarding Support- Decision Support

Supported Senior Level Managers

Managed Project Timelines

Scheduled Travel Arrangements

Onboarding Support

Calendaring

Ordering laptops/monitors (equipment provisions)

Provided training to administrative staff

Event Coordinator

Assisted with patient registration

Prepared patient medical records and forms for physician

Provided day-to-day administrative support

Self-Help Credit Union, Oakland, CAMay 2017 – May 2018

Administrative Assistant

Managed travel support to organization

Provided administrative support to a team of 17

Provided reconciliation to various accounting projects

Provided support for monthly offsite meetings

UCSF- Information Technology Applications, San Francisco, CA Apr 2008 – Oct 2015 (FTE)

Department Administrative Analyst IIApr 2007 – Apr 2008 (Contractor)

Provided administrative support to IT Director and Management team

Managed complex calendars, travel arrangements, reimbursements and other related assignments

Supported the many operations of a multifaceted department in a fast-paced environment; assists EPIC Technical Manager with equipment inventory and purchase orders

Acted as liaison between staff & departmental managers to coordinate and participate in resolution of problems based on knowledge of Medical Center systems, departments, policies, and procedures

Served as point of contact to foster positive working relationships with high level administrative and professional staff to enhance the department’s participation in service excellence and in relevant medical center-wide activities

Managed office inventory and supplies orders / created purchase requisitions/ordered and processed invoices for payment

Coordinated meetings, setup conference calls and webinars

Developed and maintained Asset Management Tracking system to ensure all incoming equipment was inventoried

Maintained department’s security WEID Badge access system

Assisted with preparation of department annual budget; processed bills and invoices for payment; prepared and transmitted a variety of financial documents, including payroll, expense statements and other fiscal transactions

Initiated and independently researched complex information requests, analyzed and summarized data for projects and reports

Provided day-to-day administrative and functional support to department programs

Responded to complex patient inquiries, exercising appropriate, independent judgment in complex situations

Participated in professional development activities

Johns Hopkins Medicine, Baltimore, MD (Contractor)Mar 2007 – Jul 2007

Administrative Assistant to Dept. Chairman of Dermatology

Provided full administrative support to Dept. Chairman, Residents, and Physicians

Provided support to the Patient Relations department

Managed office inventory, ordering supplies, created purchase requisitions, processed invoices for payment

Coordinated meetings and special events and setup conference calls /webinars

Provided day-to-day administrative functional support to department programs

Responded to complex patient inquiries, exercising appropriate, independent judgment in complex situations.

Genentech, Inc.Jun 2005 – Oct 2006

Bio-oncology Administrative Associate

Corporate Legal Administrative Associate, Corporate Records Coordinator

Provided day to day administrative functional support to department programs

Maintained calendar, phones, and photocopying, filing, and travel arrangements

Coordinated with Corporate Security to coordinate training of corporate wide clean-up day

Maintained and exercised judgment and discretion of sensitive/confidential and proprietary information

Facilitated document shred company for clean-up day.

Assisted in the planning, coordinating & executing Clean-up Day Activities

Met with department sponsors/coordinators/GDRCs (includes pre-event walk-thru)

Skills and Computer Proficiency

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint )

Healthcare - IDX, Insurance Verification, Billing (Medical/Medicare),

Pathways Materials Management (Requisitioning, Receiving, Invoice Matching, MMIS Reports on Demand)

IBM EDB (Badge Security), On-Call for all departments within the hospital setting and specialty clinics.

Legal~ Lexis Nexis, Hot Docs and Timekeeper, File Pro, Hummingbird DM5

GoToMeeting set-up

Education Certifications

General Education Courses – General Management, Public Administration, Sociology

Cañada College Redwood City, CA

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