Financial Secretary Executive Assistant

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SHIRLEY D. JEFFRIES

******@*******.*** Telephone: 571-***-****)

PROGESSIONAL SUMMARY

I am a highly skilled professional and a results-driven individual with over 20 years of experience working in positions of increased responsibility. I have proven managerial leadership, critical thinking within diverse markets, liaising with individuals at all levels of government and private industry to facilitate the organization’s strategic goals; proficient in oral and written communication and in leading team collaboration efforts; possess strong interpersonal people skills; successfully leads, trains, coaches and mentor others. Clearance – Public Trust (NACI) PROFESSIONAL EXPERIENCE

Seneca Global Services June 17, 2019 – Present

Executive Management Support Analyst

Provide direct support to the Director/CFO, Deputy Director and Comptroller Informant of the Financial Operations Directorate, Defense Health Agency (DHA). Perform various management analyst and executive tasks in support of the Directorate’s Front Office (DAD FO). (Reference last position duties with Cherokee Nation Assurance) Cherokee Nation Assurance August 17, 2015 - Present Executive Assistant (Defense Health Agency (DHA) Telework Option Provide Executive Assistance support to Directors, Administration & Management, Business Support and Program Management Support Services Directorate consisting of Senior Executive Service (SES) and Military Management officials (Services). Manage the Director and Senior Staff officials’ daily and long-term appointment schedules. De- conflict calendar appointments and successfully negotiate the establishment of a new appointment. Serve as the central point of contact responsible for coordinating meetings and briefings for senior executive staff officials of DHA to accomplish the organization’s strategic plan goals. Coordinate with members DoD agencies such as OASD (HA) and other agencies internal and external to the DHA. Provide logistical support to the DHA Senior Management staff to include scheduling and Executive transportation service for local meetings. Facilitate executive level activities and coordinate high priority meetings and special interest projects as directed by the DHA Senior Management. Prepare and edit office documents, reports, correspondence and briefings for senior staff using office automation for graphics, databases, and spreadsheets; provide Outlook calendar management of Deputy Director and staff, and schedule management of three conference rooms utilized throughout the DHA. Administer several program/mission activities with complex requirements that are sensitive in nature and have competing deadlines. Provide meeting support hosted by the DHA Senior Management staff; facilitate creation and distribution of agendas, schedules conference rooms (room set up, distribute briefing books and read-aheads and audio/visual support); record, transcribe, format and distributes meeting minutes; track the status of pending actions and follow up on open 2

issues. Serves as official records manager, and maintains office files in accordance with the DOD Administrative Instruction Number 15.

Prioritize administrative work assignments and analyze incoming taskers to ensure projects and tasks are completed in a timely manner, provide meeting support hosted by the DHA Senior Management staff. Maintain fluid administrative operations within the office; manage, coordinate, track and assist in guiding the progress of multiple projects and activities with varying timelines and due dates using Microsoft Office Suite and agency database software applications such as the Correspondence and Task Management System (CATMS) and ETMS2, to handle incoming Congressional level taskers, and use of the Defense Travel System (DTS). Adhering to all HIPAA, PHI and PII rules and regulations. Supported the “Refresh DHA In/Out Processing Process” work group for DHA personnel

(onboarding and departure of government, military and contractor workers). Supported DHA Facilities to coordinate meetings, other building requests and verified all DHA property billing CONUS; prepared invoices for signature. Supported the DHA Mission Assurance Division

(Operations Security (OPSEC)) to coordinate review of sensitive documents and presentations to determine that they are suitable for release and viewing for the public. Supported the DHA Audit Readiness Team assisting with internal audit for DHA/DTS travel documents during the DHA mock audit; identifying costs on voucher and disbursement, identifying disbursement accounting line; and redaction of traveler’s PHI and PII. Proofread and edit several of the DHA Process Cycle Memorandums representing the DHA financial processes and procedures.

Supported the DHA Human Resources Division (HRD) 4 th

Rail Civilian Support Team Project;

set-up 4

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Rail email and calendar accounts to efficiently track incoming mail and inquiries; maintained database support for HRD hiring actions assigned to the project (tracked each step of the hiring process); provided certification release notification to hiring managers; provided reminders and appointment setting for hiring managers. Resulted in lessening the DHA hiring time from approximately 180 days to roughly 100 days. Insperity PEO Services, L. P. August 15, 2014 – August 17, 2015 Senior Executive Assistant (Defense Health Agency (DHA) Telework Option Provide Executive Assistance support to the DHA Senior Executive Service (SES), Senior Executive Staff and Military Services in the Administration &Management (A&MD) and Business Support Directorate (BSD). Managed, coordinated, tracked and assisted in guiding the progress of multiple projects and activities with varying timelines and due dates. Covered a broad range of mission activities (high priority and sensitive in nature) as directed; managed daily and long-term appointment schedules for senior staff. Served as the point of contact with DHA, OASD(HA), Department of Defense (DoD) agencies, and other entities to coordinate meetings and briefings between senior executive staff. Provided logistical support to the DHA Senior Management staff, to include scheduling transportation for local meetings; prepared and edited documents for signature by senior staff using Word and CATMS; provided meeting support hosted by the DHA Senior Management staff. Created and distributed meeting agendas, 3

scheduled conference rooms (room set up, distribute briefing books and read-aheads and audio/visual support). Recorded and distributed meeting minutes, and tracked the status of actions and followed up on open issues. Executed executive level activities and coordinated high priority, special interest projects as directed by the DHA Senior Management staff. Greeted all incoming visitors and maintained office files. Adhering to all HIPAA, PHI and PII regulations. Resulted in spontaneous performance bonus.

Confidential Administrative Assistant to Presidential Appointee

(Part-time/Remote Position) August 01, 2015 – December 31, 2016 Served as a remote Confidential Administrative Assistant, collaborated with Presidential staffers and departmental appointees throughout the Administration; handled inquiries and calls from Congressional offices, corporate businesses, domestic non-profits and international non- governmental organizations (NGO). Prepared draft op-eds and other commentaries regarding responses to Presidential address, Congressional legislation and other global events; some writings were used in universities as teaching documents; drafted correspondence for signature regarding Congressional legislation and statements; developed talking points; provided briefings and updates on various reports prior to high level meetings and conferences; provided administrative support for national leader’s during a fact-finding trip to Israel exploring peace in the Middle East. Resulted in receiving an award for excellence and outstanding service. Bara Infoware, Inc. September 1, 2010 – August 14, 2014 Joint Task Force (JTF) CapMed /Joint Pathology Center (JPC) Human Resources Specialist/Payroll & Timekeeping Support/Senior Executive Assistant Provided Human Resource support at the Joint Pathology Center (JPC), to include technically and administratively to satisfy the overall operational objectives of Joint Task Force Capital Medical (JTF CapMed); incorporated comprehensive knowledge of recruitment and placement laws, regulations, policies and directives, position classification principles, concepts, practices, and techniques to develop and analyze job requirements; position management principles and objectives to develop recommendations for cost effective, efficient jobs and organizational structures and to devise practical options to work out complex structure and staffing problems. Utilized problem solving and conflict resolution techniques in the human resources area to a medium size work force. Worked with teams of personnel specialists and support staff, providing advice and work involving administrative and advisory personnel management services; utilized a great deal of discretion and diplomacy as personnel advisor to management providing guidance and assistance to supervisors and employees on all areas of personnel regulations, policies and laws. Assisted with developing the operational plan for the In/Out Personnel Process for the JPC. Provided information for and prepared special recurring reports and studies relating to the total personnel program or specific areas for management use. Monitor employee satisfaction and morale, analyze other work force trends and changes in key civilian personnel matters, and advise serviced commanders and managers of potential future problems. Upload finished personnel evaluations and reports into database systems for appropriate storage and/or dissemination; assisted with maintaining personnel records, records of leave schedules, assist timekeeper, and utilized the Defense Travel System (DTS) for organizational travel. 4

Provided Senior Executive Administrative Support to the Chief, Consultative Services, and the Director of Education, Research and Repository Operations at the Joint Pathology Center, performing a broad variety of other administrative duties as requested. Served as recorder for work group meetings, tracked actions, recorded and transcribed minutes and reports for dissemination; prepared PowerPoint presentations; proofreading and editing official documents; input of pathology cases into the appropriate databases; dissemination of pathology patients’ records and specimens within the Continental United States (CONUS) and outside of the Continental United States (OCONUS) in accordance with HIPAA, PHI and PII rules and regulations.

E.R. Williams, Inc., Falls Church, VA July 15, 2006 – August 30, 2010 Senior Analyst (TRICARE Management Agency (TMA)) Telework Option Performed senior analyst duties relative to supporting Senior Executive Service (SES), Military Service Members (Director, Deputy Director, Chief of Staff, DASDs, DSGs), and Joint Chiefs of Staff. Provided executive and coordination support to Integrated Process Teams and Work Groups (IPT/WG), Base Realignment and Closure (BRAC) Projects in the CAPMED Region directly affecting TRICARE Management Agency (TMA) and the Military Health System

(MHS); established priorities and completed tasks without supervision. Displayed exceptionally strong written, oral communication and interpersonal skills. Served as an official recorder, with transcription and distribution of minutes. Identified resources to meet overall objectives. Improved office and production processes; provided detailed explanations of production processes; worked directly with the corporate Vice President to contribute wording, charts, samples to proposals; worked with the proposal team to review proposals and ensured accuracy with assembly process; assembled assets required for production team to perform tasks; Assisted with supervision of projects on a day-to-day basis; coordinated designers, coders, programmers, other staff, service providers, and clients; coordinated communication between staff and third parties acting as a liaison; efficiently and competently managed problems -- when things got off plan (due to scope-creep, changed requirements, missed deadlines, etc.) recommendations were made to get them back on plan or created a new plan with the assistance of key-stakeholders. Ensured that work proceeded on time and met requirements. Prepared and submitted high-quality progress reports to stakeholders. Resulted in being honored annually with corporate service and monetary awards.

Executive Assistant to the Deputy Chief of Staff, Defense Centers of Excellence for Psychological Health & Traumatic Brain Injury (DCoE) Assisted the Deputy Chief of Staff in organizing the DCoE, dedicated to the treatment of psychological health and traumatic brain injuries for the all Wounded Warriors. Served as point person and lead administrative supervisor in the absence of the Deputy Chief of Staff on all organizational operations matters; providing analysis on management issues to provide background information materials, and recommendations regarding administrative work, implementing processes and enhancing work productivity to prevent backlog; coordinated resolution of issues to the extent possible and determined what issues must be addressed by Deputy Chief of Staff; standardized and cataloged documents; served as liaison as directed on matters regarding TMA and DCoE; assisted the Deputy Chief of Staff in gathering and formatting data for briefs to DCoE Senior leadership, TMA, DoD, and other senior officials; 5

coordinated and participated with Deputy Chief of Staff in all construction/renovation meetings with TMA, WHS, GSA, architectural firm and engineers to meet deadlines for DCoE’s relocation process; assisted with the development of DCoE’s Manning Document and Staffing Plan; consulted and guided Directors in their efforts to adequately staff their directorate with the necessary skill sets to fulfill the overall mission of DCoE; provided documents for meetings, prepared reports, and disseminated to stakeholders as deemed necessary; provided direct communication and coordination with all DCoE staff; developing a phased transition to the new office to include designing floor plans; coordinated all office furniture and equipment deliveries and installation (e.g. phones, faxes, scanners, copiers, etc.) for relocation moves in conjunction with WHS, TMA and contractors; scheduling training for DCoE support staff on policy and procedures as deemed necessary. Resulted in being honored annually with corporate service and monetary awards.

Gannett Corporate News June 1, 2005-July 14, 2006

Administrative Coordinator

Direct report to News Executives for Diversity, and Training and Development; prepared and dissemination of memos and correspondence; edited and reviewed weekly newsletter and articles for publication; coordinating travel logistics (hotel, air & ground transport) for global journalism conference attendees; food and beverage selection; reconciled directors’ expense reports; accurately managed, complied and organized thousands of national contest entries quarterly and maintained database of winners for national competitions; planned and coordinated all aspects of the “Best of Gannett” national journalism contests (equivalent to Pulitzer Prize), to include coordination of goldsmith, printers and accounting department for awards; input data (100% accuracy) and maintained all demographic, hiring/firing practices and outreach efforts/implementation database of Gannett owned newspapers nationwide and internationally; provided analysis and recommendations for various reports; prepared PowerPoint presentations for other global journalism training events. Resulted in 16% pay increase for outstanding performance and forward thinking recommendations to leadership; and was bestowed the

“Gannett Corporate Volunteer of the Year Award” for outstanding and consistent volunteer service to humanity.

Virginia Theological Seminary December 1, 2001- June 30, 2003 Executive Assistant to the Vice President of Administration and Finance (CFO) Served as point of contact for the CFO’s office, with a great deal of contact and interaction with the public, faculty, staff, students and board member/trustees; prepared and disseminated memos and correspondence on behalf of the CFO and Board of Trustees; responsible for processing all students’ accounts receivables and payables, collected and processed all college tuition fees

(cash receipts/checks), prepared year-end student tax forms; reconciled discretionary account and all students receivables and billing for annual audit, maintaining accurate records and files. Served as purchasing agent for the Seminary’s administrative offices; meeting travel coordinator for Board of Trustees; assisted in developing the “Virginia Theological Seminary Board of Trustees Handbook.”

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National Service Experience (i.e., Remote volunteer experience)

• International Missions: Since 1987, extensive travel domestically and internationally to assist with disaster relief efforts, helping to organize and implement humanitarian outreach programs for indigenous and tribal people; medical clinics, educational/training facilities. Served as coordinator for domestic and global travel teams and financial recorder/accounting of expenditures. Served as event coordinator for large conferences and conventions, roundtables, dinners and other events. Maintained 1500+ donor/constituent databases with thousands of donors and participants.

• International Organizations: Served in various administrative positions, as an official recorder at national board meetings and conventions with transcription and distribution of minutes, protocol officer, assistant meeting planner and contract negotiator for events of 7,000 -10,000 attendees, transportation coordinator, and other duties as assigned.

• Community Service: Participated in volunteer opportunities in the community, Senior Living facilities, schools, colleges and the work place. Served as financial secretary, treasurer, music coordinator, project manager for building renovation, supervised teams of volunteers for various outreach projects, and served as a facilitator and instructor at various seminars and events.

• Received volunteer and service awards from secular and religious organizations in recognition of volunteer and humanitarian efforts. EDUCATION

Richmond Community College, NC 1979-1981

Computer Science & Accounting

Northern Virginia Community College, VA 1988-1989

Music Theory

Defense Acquisition University & Management Concepts 2007-2011 Contracting, Acquisitions, Forecasting and Lean Six Sigma Course Completion Department of Defense Training (Certificates) 2006-2016 Joint Staff Counterintelligence Awareness and Reporting HIPAA and Privacy Act Training

DoD Ethics Training

Basic Electronic Records Management Training

Defense Travel System (DTS)

SKILLS

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access), JPIMS (Pathology Patient Diagnostic Database), Blackbaud Accounting, Raiser’s Edge 7, Typing 50 WPM

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