Julie Ingwerson

**** ** ***** *******, ****** City, Missouri 64154 816-***-**** admu3y@r.postjobfree.com S ENIOR ADMINISTRATIVE A S S I S T ANT

Personable and driven administrative assistant with more than 20 years of experience providing comprehensive support to leadership teams within a variety of industries, including government, private, and nonprofit sectors. Expertise in budget administration, purchasing, equipment maintenance, project management, and event planning. Proven record of communicating with diverse stakeholders and collaborating across organizational levels. Demonstrated history of coordinating schedules and travel for executives. Additional background in HR functions, such as staffing and recruitment, employee relations, and new hire processing. Exceptional skills in MS Office Suite applications (Word, Excel, PowerPoint, Access, Outlook, etc.).

C-Level Executive Support

Human Resources

Purchasing and Procurement

Complex Problem-Solving

Office Equipment Maintenance

Interpersonal Communications

Cross-Functional Collaboration

Confidentiality Standards

Writing, Editing, and Proofreading

Event Planning and Oversight

Project Management

Technology Integration

P ROFESSIONAL E X P E R I ENCE

METROPOLITAN COMMUNITY COLLEGE – MAPLE WOODS, Kansas City, MO Administrative Assistant – Humanities Division August 2011 – Present Provide comprehensive administrative support to Humanities team, including executive leaders. Maintain calendars and schedules for department, as well as personal calendar for Division Chair. Track and monitor monthly budgets and expenses for 8 disciplines and one division. Create 2-3 purchase requisitions using electronic system per month. Manage personal procurement card, reconciling in online system, uploading receipts and create monthly report for Division Chair and accounting services. Serve as primary point of contact for 60 plus faculty teaching 3-5 classes each. Point of contact for all students in those classes, 23-28 students per class. Point of contact for internal staff, facilities, catering, IT, and outside vendors to include book reps, book buyers, copy machine maintenance repairers, all visitors, and vendors. Each semester, collect, format, route for multiple signatures and file all records to include, evaluation of 30-40 faculty, collection of all syllabi and schedules, textbook ordering and tracking, ordering instructor textbooks from vendors for faculty. Ensure documents are accurate and in adherence with organizational policies and confidentiality standards, including FERPA guidelines.

Created an Access database, resulting in improved tracking and quick access to Excel reports.

Recruit, hire, and supervise student and part-time personnel within division.

Use PeopleAdmin to process hiring paperwork for Faculty, Dual Credit Instructors, part-time and student employees.

Coordinate purchase of textbooks and supplies for 11 full-time and 50 plus adjunct faculty each semester.

Build semester class schedule, working with the Division Chair, discipline coordinators, Dean of Instruction and Instructional Coordinator.

Balance budget, maintain office supply inventory. Assist Art Coordinator with classroom supplies and equipment ordering.

P-Card reconciliation.

Plan and attend division meetings, take meeting minutes, and publish to faculty shared folder.

Designed, implemented, and maintain electronic filing system.

Train new office staff in PeopleSoft use.

Served on Professional Development Committee.

Serve on Annual Juried Art Competition Committee.

Serve on Annual Staff and Faculty Awards Committee. MISSOURI WESTERN STATE UNIVERSITY, St. Joseph, MO 4/1999 – 6/2004; 1/2008 – 7/2011 Administrative Assistant – Multiple Teams 1/2008 – 7/2011 Supported leadership teams within Study Abroad and Exchange program, Applied Learning division, Learning Communities team, and First-Year Seminar program. Maintained shared calendars in Outlook. Cultivated relationships with vendors for event planning and domestic/international travel. Collaborated with legal team on contract development and adherence to regulations. Planned budgets for all international trips, as well as managed closeout of accounts. Planned meetings and maintained minutes for executives. Managed inventory control and purchasing of office supplies, as well as reconciled procurement accounts each month. Served as liaison between campus departments, students, and vendors. Confirmed student eligibility for Study Abroad programs, Julie Ingwerson

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as well as assisted exchange students upon arrival to US with settling into programs. Oversaw entry of new class data for First Year Seminar during each semester. Organized student airport arrivals and departures.

Balanced needs of executives across four unrelated departments, ensuring each team felt valued and prioritized.

Contributed to redesign and relaunch of Study Abroad program under guidance of Program Director.

Project Manager for five plus international large group trips each year, coordinating with faculty leaders, Accounting, Legal Services, and Registrar.

Planned annual conferences for Applied Learning, with more than 300 attendees.

On team that produced first edition of The Journal for Applied Learning. MISSOURI WESTERN STATE UNIVERSITY, St. Joseph, MO (Continued) Administrative Assistant – Chemistry Department 1/2002 – 6/2004 Assisted with daily office operations and administrative functions for Chemistry Department, including inventory control, supply purchasing, and office equipment maintenance. Reviewed, sorted, logged, and distributed mail, as well as prepared bulk mailings for team. Created standing purchasing orders for lab supplies utilized across department labs.

Acted as liaison between faculty, staff, and students for department.

Tracked and monitored monthly budgets for each discipline, collaborating with team members on expenses. Administrative Assistant – Health Services 8/2001 – 1/2002 Oversaw administrative functions for team, including mail distribution, supply purchasing, purchase orders, and schedule management. Monitored and tracked expenses and monthly budgets. Updated student files in adherence with recordkeeping policies and confidentiality guidelines. Managed check-in of students for healthcare appointments.

Communicated daily with team members and students, acting as primary point of contact for all stakeholders.

Coordinated purchasing of medical supplies, medications, and other pharmaceutical materials, as well as ensured safety of all items and compliance with storage regulations. Support Staff Coordinator – Western Reception Diagnostic Correctional Center 4/1999 – 8/2001 Managed office operations for correctional facility contracted with MWSU, including purchasing of equipment and technology. Ordered diagnostic forms for healthcare and clinical teams. Cultivated relationships with correctional center personnel.

Partnered with Program Director on launch and rollout of program, providing administrative support from day one.

Implemented new technology and equipment for 15 staff members, as well as assisted with setup.

Designed Access database to schedule and manage intake testing appointments for inmates.

Facilitated training of clerical team, as well as supervised and coached personnel.

Promoted to role after previously serving as Administrative Assistant to Athletics department for two years. EDUCATION, TRAINING, AWARDS

MetroSoft/PeopleSoft Training: Academic Reports, Finance, Classroom Search/Scheduling, PeopleAdmin Hiring Metropolitan Community College, Kansas City, MO, Certificates, 2011-2021 Microsoft Excel, Excel from Beginner to Advanced, Udemy, 2019-2020 Exceptional Service Staff Award – Metropolitan Community College, Kansas City, MO, 2018 International Education Training, NAFSA Training Academy, Washington, DC, Certificate, 2010-2011 Federal Law Enforcement Training Center (FLETC), Glynco, GA, Diploma, 1991 Travel and Tourism, Travel Academy, Lenexa, KS, Diploma, 1989-1990

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