Vivian P. Whitman
A proficient, detail-oriented, conscientious administrative assistant with 40 + years of administrative, clerical, computer operations and supervisory experience in the medical, legal, and financial investment fields. Highly motivated team player with a strong work ethic.
Hiring, training and supervision of employees to effectively use their abilities
Organizing and maintaining schedules for medical and legal facilities
Maintaining accounts payable and receivable
Assisting in real estate closings, family law, tax and estate planning and administration, worker's compensation and mediation cases
Office management and supervision
Excellent typing skills (95-100 cwpm, 100% accuracy), word processing, transcription (both medical and legal
Excellent people skills and customer/client assistance
Microsoft Office (including Word, Outlook, Excel, PowerPoint), Wordperfect, PCLaw, TABS, Proscribe Transcription, Internet, JonesLink, many proprietary platforms
Orange County Government, Housing and Community Development – Temporary Administrative Assistant, Hillsborough, NC – Dec . 2019 – Sept. 2020
Assist the Housing Choice Voucher Department with all administrative duties including intake of participant and Landlord information, communication with Tenants and Landlords regarding recertifications, preparation of documents and reports, maintenance of various spreadsheets, file maintenance both physical and digital, faxing, scanning, communication regarding required support documentation needed, backup switchboard operator, creating mass mailings, attend weekly Department and Division meetings, in – person and virtual. Remotely working from home during pandemic.
Hunter International Inc. Administrative Support Associate – Contract Employee for Eaton Corp., Roxboro, NC – 2018-2019
Administrative Support for a large auto parts manufacturing facility with over 300 employees
Employee Badge Maintenance (through Brivo system)
Conference Preparation & Catering
Database maintenance for EHS Dept.
Telephone Directory Maintenance
Office supply maintenance/ordering
Maintenance of information boards throughout the plant including digital scrolling boards
Monitor employee birthdays, anniversaries
Troubleshoot office machines
Copying, Faxing, Scanning, Laminating, etc.
Branch Office Administrator, Edward Jones, Durham, NC 2017 – 2018
Team with Financial Advisor to run an efficient and profitable branch office
Continual client contact via telephone, email, online access
Sort and respond to incoming mail
Manage service requests, wires, faxes and emails from home office
Maintain branch office record keeping through scanning and/or filing
Process branch expenses and pay bills
Maintain personal work space and office equipment
Promote account services
Keep friendly professional relationships
Plan and handle logistics for events
Assist with referral marketing
Support regional activities
Legal Administrative Assistant, Kennon Craver, PLLC, Durham, NC 2004 - 2016
Assist multiple attorneys with Tax and Estate Planning and Administration, Commercial Real Estate.
Schedule real estate closings, prepare pre and post closing documents, coordinate title searches, coordinate with lenders, opposing attorneys, title companies, appraisers.
Maintain current and accurate client databases for multiple attorneys.
Constant client contact.
Maintain calendars and handle travel arrangements.
Transcription for multiple attorneys.
Preparation of estate planning documents to include: Wills, Living Wills, Powers of Attorney, Health Care Powers of Attorney, Codicils, Trusts, HIPAA authorizations.
Assist attorney with Will signings as Notary Public.
Legal Assistant, Reinhardt Milam Law Group, PLLC, Durham, NC - 2002 - 2004
Assist attorney in Family Law, Estate Planning and Administration, Worker's Compensation and mediation cases.
Scheduled real estate closings and assisted with post-closing issues, filing court documents in eight counties.
Maintained a current client database, unified calendar and scheduled and screened potential clients.
Make deposits, prepare billing statements and serve as a legal transcriptionist.
Bookkeeper/Accountant, D. W. Ward Construction Company, Inc., Durham, NC 2000-2002
Performed all accounting operations and maintained A/P and A/R records.
Maintained current personnel records and "actual" vs. "estimated" reports for field superintendents.
Performed all office manager duties and responsibilities.
Prepared month-end and year-end financial reports for CPA.
Hiring Coordinator, Supervisor, Work Flow Coordinator, MedQuist, Inc., Durham, NC 1997-2000
Responsible for recruitment, evaluation of staffing needs and attended regional recruitment seminars.
Prepared news articles for the company newsletter and monitored internet for recruitment ideas.
Assisted management in client service issues and prepared "new hire" paperwork and benefits packages.
Supervised and maintained records for 160+ remote transcriptionists and created account manuals.
Resolved any personnel issues or problems.
Assisted the Payroll/Billing Coordinator with A/P, A/R transactions.
Monitor daily operations of medical transcription service.
Coordinated dictation production, tracked missing reports, and assigned work to 150 remote transcriptionists.
Created transcriptionist and physician profiles in Lanier and Dictaphone digital dictation systems.
Computer Operations Supervisor and Coordinator, Duke Univ. Medical Center, Durham, NC 1978-1997
Maintained the operations of VAX/VMX mainframe and peripherals and monitored computer operator's performance.
Responsible for scheduling, hiring, training and termination of operators.
Maintained scheduling, coordinated department information, operated "Help Desk" and participated in Beta tests.
Responsible for the daily computer operations for the Medical Private Diagnostic Clinic.
Monitored operations of billing, patient statements, physicians' and professors' reports.
Data Entry Operations Supervisor, Duke University, Durham, NC 1975-1978
Supervised second shift data entry operators
Monitored daily data entry production of university payroll, billing, general ledger and other reports.
Conducted and maintained employee performance evaluations.
Durham Technical Institute, Durham, North Carolina 1975,76
General Accounting, Data Processing and Office Management Courses
Two Certificates in SUPERVISION from Duke University Medical Center
EXCEPTIONAL EMPLOYEE award from Duke University Medical Center
Salary Requirements: Negotiable
Orange County Housing and Community Development
Business Officer II
Orange County Housing and Community Development
Orange County Government Financial Services
(Former) Computer Information Systems Manager
Duke University Medical Center
Kennon Craver, PLLC
Kennon Craver, PLLC
Hunter International Recruiting