Assistant Executive

Michele R. Melton

Dynamic Administrative, Executive & Project Coordinator Professional

Wilmington, CA 323-***-**** adj9lk@r.postjobfree.com

Professional Summary

Extensive years of combined corporate, non-profit, and health care experience as an Administrative professional, with specialty in

the areas of word processing, Excel spreadsheets, PowerPoint presentations, Grant Administration, Contracts & Subawards, website designing, purchasing, managing calendars, scheduling, coordinating and HR onboarding procedures.

Proficient in providing administrative and executive support that include composing and editing correspondence, forms, flyers, agendas, minutes for meetings, entering data into Excel spreadsheets and working with PowerPoint presentations.

Knowledgeable in processing expense reports, purchase requisitions and invoices for payment. Order office supplies, medical equipment and collaborate with IT for departmental technical and equipment related issues.

Experienced in scheduling and coordinating meetings, interviews, site visits, events, videoconferences, webinars, conferences, travel arrangements and hotel accommodations.

Answer phones, greet visitors and act as point of contact for internal and external clients.

Special Projects

Initiated and took the lead to update hospital’s Survey Readiness manual; delivered copies and granted electronic access to all hospital departments.

Composed and built a “Spin the Wheel” tool to engage and educate staff in preparation for a regulatory body survey – i.e. The Joint Commission.

Created an electronic resource binder with various job aids for Kaiser’s message RN’s, LVN’s, & MA’s.

Assisted with Kaiser’s annual Flu clinic by registering nurses, organizing schedules, providing T-shirts, posting signage and stocking medications and supplies for Flu carts.

Worked with Chief Nurse Executive to present monthly performance awards to nursing staff.

Trained and mentored summer youth volunteers, and persons with disabilities to gain employment through Kaiser Permanente’s programs.

Professional Skills

MS Office 2010/2013/2016, Epic Health Connect (Electronic Medical Charting), HMIS, MCR, Oracle Software, One-Link, Clinical Goal Reporting Programs, Construction and Maintenance Work Order Programs, iVos Insurance Database, Torrance Employee Network, Torrance Central Processing Systems, New World Accounting System, Purchasing and Expense Reimbursement Applications, Internet, Intranet, Social Media applications, and other corporation related software applications.

Used Oracle for data entry by entering various types of SAG-AFTRA claims.

Type 55+ and possess good critical thinking and problem-solving skills.

Strong leadership skills, attentive to details and work well with or without supervision.

Team player, punctual, enthusiastic and possess good people skills.

Education

Taylor Business Institute, New York, NY; Secretarial Science/Business; Associates of Science (Graduated)

Fordham University, Bronx, NY; Courses in Computer Science, Literature and Psychology

West Los Angeles College, Culver City, CA; Business Administration; 40 credits towards Bachelors

Work Experience

Staffing Agencies, Los Angeles, CA

Executive Assistant November 2019 – December 2020

Utilize different staffing agencies such as AppleOne & Apidel Technologies to place me on administrative and executive

contract & contract to hire assignments, to utilize my technical skills to the fullest potential with the intention of

securing a permanent position.

*US VETS (Oct 20 – Dec 20) *Keenan & Associates (Jan 20 – Mar 20) *USC Keck School of Medicine (Nov 19 – Jan 20)

Responsible for pre-screening potential veteran clients seeking veteran assistance & resources such as rental and housing assistance, referrals, information about program and various services offered at US VETS.

Audited all case manager’s caseload by verifying client documentation.

Uploaded client documentation into database such as intake paperwork, leases, government ID, household income, assessments, rent reasonable forms and re-certifications.

Generated various reports utilizing Management Case Records, Los Angeles HMIS & Orange County Clarity Databases.

Worked on special projects and volunteered for US VETS special events for clients.

Assisted with sending out rental checks to landlords, scanned important client documentation to case managers, answered phones, maintained and tracked all deliveries and provided general office support for department.

Compile and manage 250+ insurance claims on a recurring monthly basis.

Increase department operations by implementing efficient and effective measures to distribute claims to various insurance carriers.

Demonstrated proficiency in Microsoft Excel to produce organized and efficient ways of analyzing data.

Researched various claims and submitted reports and reserve analysis worksheets to insurance carriers in a timely manner.

Updated notes on all new, updated and closed claims.

Provide executive and administrative support by scheduling meetings, site visits, conference calls and managing calendars.

Contact IT for departmental computer and equipment related issues.

Compose, edit and format documents, spreadsheets and PowerPoint presentations.

Answer phones, fax, file, scan, order office supplies and provide administrative support as needed.

City of Torrance Transit Department, Torrance, CA April 2019 - November 2019

Temporary Administrative Assistant

Responsible for composing, editing and formatting correspondence, documents and spreadsheets.

Took meeting notes and served as department’s representative backup at external meetings.

Processed personnel forms, purchasing requisitions, invoices, expense reports and other departmental forms.

Provided information and assistance to the general public regarding Torrance Transit programs, bus schedules and route information, events, activities, updates and policies and procedures.

Entered customer complaints into Transit system’s complaint database.

Assisted with event planning for department functions and celebrations.

Provided excellent customer service by assisting customers with purchasing and reloading value to Tap cards, taxi and discounted services for disabled persons, and assisting with inquiries regarding Transit services for the City of Torrance West Annex store.

Martin Luther King Jr. Community Hospital, Los Angeles, CA June 2017 - November 2018

Administrative Assistant to Office of Quality Improvement (Contract-to-hire)

Provided executive and administrative support to the Office of Quality, (including the VP and Director of Quality & Risk, Risk Manager, Project Managers, Patient Experience Manager, Patient Advocate Specialist and Quality Management Specialists).

Executive and administrative support included composing and editing correspondence, forms, agendas, minutes for meetings, entering data into Excel spreadsheets and working with PowerPoint presentations.

Assisted VP by posting and uploading PowerPoint presentations, documents, special events, MP3 files and important announcements from the Joint Commission, California Department of Health, CIHQ and other healthcare organizations to MLK’s intranet.

Updated and maintained Quality Department’s policies and procedures.

Managed multiple calendars, scheduled and coordinated individual and group meetings, conferences, video conferences, travel arrangements and hotel accommodations.

Planned events/functions and arranged site visits with vendors and community-based organizations.

Assisted with various meetings for Quality Department by booking conference rooms, ordering food and set up equipment. Prepped and briefed files, supporting documents, agendas, and presentation materials for meetings.

Assisted VP with the preparation of monthly reporting for Inter-professional Performance Improvement & Safety Committee meetings by collecting and uploading reports to MLK intranet from committee members responsible for reporting quarterly, semi-annually, and annually. Prepared detailed agendas with embedded documents and took detailed minutes of committee member’s reporting.

Liaised with executive and senior administrative assistants to handle requests and queries from senior management.

Established and maintained manual and automated filing systems to update and track information.

Assisted with the onboarding process for new hires.

Coordinated repairs for office equipment. Created help tickets to IT team for all Quality department’s technical and equipment related issues.

Handled multiple projects simultaneously; prioritized projects and demonstrated strong problem-solving skills.

Handled sensitive information in a confidential manner.

Maintained professional and technical knowledge by attending educational workshops and establishing personal networks.

Command Center experience that included answering and routing calls, sending email notifications, typing survey findings, running errands, and offering other clerical and administrative support as needed.

Work Experience (Cont’d)

LA Bio-Medical Research @ Harbor-UCLA Medical Center, Harbor City, CA August 2013 - September 2016

Administrative Assistant III (Contract-to-hire)

Assisted Fellowship Director with grant writing by gathering, assembling, and compiling data such as project narratives, budget justifications, bio-sketches, abstracts, accreditations, letters of support, organizational charts, and staffing & work plans.

Reviewed and assisted in preparation of Health Resources and Services Administration’s 1.5 million-dollar Primary Care Training and Enhancement award. Interpreted grant agency’s policies, guidelines, and procedures and submitted applicable documents in a timely manner.

Shared fiscal management of 217,000 annual Primary Care Fellowship grant; monitored and recorded monthly expenditures.

Assisted with grant administration by preparing bi-annual statistical performance and progress reports to submit to Health Resources and Services Administration.

Processed and managed Committee of Interns and Resident grants; assisted with the preparation and managing of consultant agreements and sub awards.

Assisted with the preparation of curriculum materials and set up weekly webinars for Harbor-UCLA’s fellowship seminars.

Coordinated with Hot Doodle to design, edit, update, and maintain Harbor-UCLA’s Transforming Primary Care Fellowship website.

Provided administrative support to Fellowship Director, Department Chair, Medical Director, Faculty, Resident Physicians, Fellows, Consultants, and Nursing Manager such as composed and edited presentations, quarterly newsletters, brochures, spreadsheets, seminar evaluations, agendas, minutes, correspondence, forms, flyers, and designed business cards.

Responsible for the onboarding process of new fellowship employees; assisted fellows with privileging access application process.

Processed invoices and purchase requisitions. Responsible for arranging travel and hotel accommodations; prepared and submitted expense reports.

Assisted Medical Director with logistics of monthly operations meetings, recorded and distributed meeting minutes, and provided support with Patient Centered Medical Home projects.

Worked on special projects such as quality improvement to decrease patient wait-time and assisted with patient satisfaction survey project.

Volunteered for Harbor-UCLA’s monthly homeless clinic at South Bay Journey, to assist resident physicians with taking patient’s blood pressure, sorting medications, and organizing medical charts.

Kaiser Permanente, Harbor City, CA August 2011 - June 2013

Administrative Specialist II to Internal Medicine, Family Medicine & Pediatrics (Contract-to-hire)

Composed and edited forms, flyers, presentations, spreadsheets, meeting minutes, correspondence, agendas, evaluations and job descriptions.

Assisted with the logistics of over 15 physician meetings; prepared agendas and took minutes for meetings.

Scheduled interviews and assisted with the coordination and on-boarding process of new employees and physicians.

Prepared employee evaluations for over 250 employees; assisted clinical staff with updating and submitting licenses.

Generated various clinical strategic goal reports for physicians, and workflow efficiency reports for clinical staff.

Responsible for ordering health publications, office supplies, and medical equipment.

Created and followed up on maintenance and construction work orders for medical office building and contacted the IT department for departmental computer related issues and maintenance of office equipment.

Assisted Chief, Assistant Chief, Department Administrator, Assistant Department Administrators, Physicians, Clinical Managers, and Clerical Services Supervisors with administrative and clerical tasks as needed.

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