Administrative Specialist

Pamela J. Smith

Cell: 559-***-**** Email: ***********@*****.***

PROFESSIONAL SUMMARY

Self-motivated, proactive, and resourceful senior-level administrative professional with 15+ years of experience supporting Executive Management leaders. Strong team player with excellent interpersonal communication and verbal/written skills. Able manage and prioritize multiple projects with little direction and supervision.

Highly proficient with Google Workspace, Microsoft Office Suite, and Adobe Acrobat

Working knowledge of SAP R/3, Ariba, Concur, Microsoft HR Trax, AsureSpace, SharePoint, Oracle PeopleSoft, Microsoft Teams, WebEx, and Zoom

Comprehensive data research and analysis skills to create, assemble, modify, proofread presentations and reports.

Extensive experience with travel arrangements, expense reporting and meetings, agendas, meeting minutes and follow-up

Exceptional verbal and written communication skills across all organizational levels with confidentiality protocols intact

Adept with project management, event planning, resource allocation, and building business partnerships.

Able to anticipate issues before they arise and proactively recommend creative solutions to resolve issues

PROFESSIONAL EXPERIENCE

Note: Gap in employment history from 01/22- 08/22 taken to care for now-deceased family

member and settle the affairs therein

Recently completed “Smartsheet Essential Training” course via LinkedIn Learning

01/21 – 12/21 Administrative Assistant III / COVID Contact Tracer – WestRock, Fresno County, CA (100% Remote contract position through intiGrow)

Verified the employee identity submitted through confidential company hotline during initial communications and prior to disclosing confidential information.

Ensured confidentiality and carried out efforts to locate and communicate with all employees in a manner that preserved the confidentiality and privacy of all involved.

Obtained and documented relevant information, including contact demographics, underlying medical conditions, and other risk factors.

Provided approved information and guidance on quarantine procedures and what to do if symptoms develop. Coordinated referrals for testing, healthcare, and other supportive services, as needed.

Assessed the employee’s ability to quarantine at home safely and effectively.

Conducted daily check-ins to assess signs/symptoms via locally designated method. Facilitated referrals for testing and medical evaluation for employees that became symptomatic.

Informed the team and supervisor when attempts to communicate with a contact are unsuccessful. Elevated complex situations to Human Resources for further guidance.

04/21 – 07/21 Program Coordinator - Molina Healthcare (100% Remote contract position through APN Consulting)

Involved in the design and development of program components, coordination of work effort across third party vendors or internal staff to execute against program requirements, development and monitoring of program/project metrics and ongoing process improvement.

Assisted in planning, organizing, and promoting program activities.

Retrieved/disseminated data from various sources for the purpose of complying with financial, legal and/or administrative requirements related to the programs

Served as the liaison and point of contact between the program functional area and the business.

Identified/reported program operational issues and requests resources to management.

Maintained program compliance with respective government and regulatory agencies.

10/19 – 11/20 Administrative Specialist IV – LBNL, SES Division, Berkeley, CA (Hybrid contract assignment through Bay Systems Consulting)

Supported the SES Division Director and management team of 4 in a central administrative and program support role ensuring the efficiency and effectiveness of business processes.

Coordinated travel arrangements, prepare necessary authorization forms, obtain trip number authorizations to coordinate reservations for airfare, hotel, and rental car. Completed trip reports and travel expense forms upon the completion of the trip.

Represented the SES division in day-to-day administrative matters; act as the primary point of contact for department staff; resolve complex issues, as appropriate.

Provided a wide array of administrative support functions to include scheduling and meeting coordination, travel and event coordination and logistics, claim processing, property accountability, and other similar duties.

Developed and established general administrative protocols, procedures, tools, and resources to meet departmental needs.

Conducted both current and new-user onboarding for consultants to be engaged in scheduled projects.

Provided regular status and budgetary updates to executive management showing project status and invoicing needs and requirements.

Developed quality customer service standards to assure efficiency and continuity in daily office operations.

Arranged applicant interviews; and assist with personnel documentation and processes.

Acted as division procurement official responsible to provide procurement assistance for vendor contracts, placed orders using ePro and eBuy, and provided tracking orders to ensure a timely and successful fulfillment and uninterrupted business services.

oAccurately documented all new consultant information and maintained current

Assisted department managers and staff in compiling information and preparing reports and presentations using appropriate computer applications.

Assisted in data gathering and ensure timely completion and response of various action items.

Created and maintained effective filing systems to facilitate easy retrieval of essential materials.

Created and maintained resources and working files relative to departmental activities and other administrative topics.

Independently set up and coordinated complex logistics of internal and external reviews/meetings, tele/audio conferences and other meetings that may include attendees from other academic institutions and governmental agencies.

Obtained role as POC for purchasing Lab-wide essentials during the COVID pandemic.

07/19 – 10/19 Administrative Specialist IV – Kaiser Permanente Hospital – Modesto, CA (Contract assignment with Rose International, Inc.)

Provided complex administrative support and project coordination for the department head, managers, and or staff members.

Answered phones, screened calls, took messages, and routed to appropriate members and staff.

Managed multiple calendars and schedules and planned meetings.

Arranged special events requiring solid understanding of event planning and coordination. Made travel arrangements for the department head and or staff members.

Independently developed/managed complex narrative and quantitative reports to meet informational requirements of management and external agencies and organizations for critical financial, departmental, or operational analyses.

Researched and collected complex information needed to complete project milestones and/or reports.

Identified requirements for end-user systems, applications, and designed and implemented systems and processes to allow access to data and to safeguard data integrity.

Developed content for intranet site and coordinates with communication specialist with updates.

Ensured activities meet expectations, utilizing project management techniques and tools to independently resolve scheduling issues and advises management of resolutions.

Created monthly project financial reports in response to business needs; consolidated and analyzed results to provide variance analyses and performance metrics.

Participated in various complex special projects and provides analytical back-up support.

Interfaced with employees across multiple organizations and external parties as a liaison for the department/function.

Provided complex administrative and project support to management using MS Office Suite.

11/18 – 01/19 HR Administrative Support - Rich Products, Inc. – Fresno, CA (Contract assignment with On-Board Companies)

Provided timely and accurate completion of all assigned reports, presentations, manuals, etc.

Managed special project coordination and timelines.

Maintained office supply inventories and purchases.

Updated plant bulletin boards with employee announcements, compliance notices, job bids, and safety notices.

Coordinated meeting times, locations and resources whenever needed. Tracked meeting minutes and action items to monitor progress.

Executed Staff Recognition Award Program and Company newsletter.

Updated and maintained personnel files. Completed employee attendance time entry to issue necessary verbal/written corrective action notices.

Assisted with employee onboarding. Enrolled associates into timeclock system. Tracked employee uniform allowance allocations.

06/18 – 09/18 Director’s Assistant for SPD & NFRST Divisions - PG&E - Fresno, CA (Contract assignment through Ampcus Inc.)

Managed and prioritized calendars for the Senior Director of the Northern Fire Region Strike Team (NRFST) and the Director of Special Planning & Design (SP&D) Divisions. Utilized polished professionalism and communication skills while serving as liaison on behalf of the leader or department

Arranged ongoing, recurring, ad hoc meetings and conference calls. Scheduled conference rooms and set up audio visual tools. Coordinated and ensured SharePoint and WebEx meeting logistics were current and in place

Rescheduled appointments whenever required. Greeted and escorted external parties to scheduled meetings.

Composed, proofread, edited, and formatted written correspondence, agendas, and documents for signature. Assisted with phones, phone screening, contacts and communications, and managed phone messages. Referred or delegated business issues or questions to appropriate team member for resolution on behalf of leader or team. Followed up to ensure issues and question status were driven for resolution. Tracked action items using a follow-up system to communicate and report on status

Created and/or assisted in preparing documents, reports, presentations, meeting agendas and meeting minutes for review and distribution.

Created, assembled, modified, and proofread presentations, spreadsheets, and reports.

Processed and distributed mail. Maintained a records management system, including efficient filing system and document storage.

Handled all travel-related aspects for individuals and groups. Arranged conference facilities, catering, and other required needs. Managed logistics for travel, group, and events arrangements. Audited/monitored for adherence of corporate travel guidelines.

Ordered and maintained an inventory of office items and supplies as required. Ordered new equipment and scheduled required service maintenance. Generated and documented necessary building services requests.

Assisted with processing of invoices, purchase orders/requisitions, and expense reports. Managed commercial card usage and reconciliation of statements.

Handled HR-related administrative tasks including time reporting, pay planning, performance management, organization change requests (OCRs), personnel change requests (PCRs), pay change requests, rewards, and recognition (R&R) forms, organization chart updates, emergency lists. Handled all aspects of new and contract employee on-boarding. Ordered LAN ID and asset provisions for all new hires.

Monitored & tracked staff participation in required training, reading or action including safety and compliance.

Note: Gap in employment history from 10/17 - 06/18 was necessary to care for family member

08/17 - 10/17 Executive Assistant for Owner/Dealer Principal - Liberty Motors, Inc. - Selma, CA

Managed calendar for Owner/Dealer Principal for 10 car dealerships.

Set up and coordinated meetings, conference calls and training.

Screened and routed incoming calls, responded to inquiries and requests, sorted mail, and faxes.

Followed up on open items as required. Worked closely with Dealership General Managers to gather data for weekly sales, quantity of vehicles sold, and customer activity.

Analyzed data to create spreadsheets, reports, and presentations rating each dealership’s performance for weekly meetings.

Transcribed business letters, correspondence, and meeting minutes from dictation to be processed and distributed as needed.

Managed, tracked, and distributed all manufacturer website notifications regarding dealership meetings, inspections, and conferences.

Gathered manufacturers’ data to create dealership-specific reports and presentations with included graphs, charts, and data for incentive promotions for all dealership locations to be reported at monthly meetings.

Identified, processed, and tracked all open legal and insurance case issues to keep management informed of current case status and initiate any required follow up as needed.

Created reports identifying open case activity for monthly meetings.

Processed all business mailings and shipments for corporate office.

Sorted daily correspondence for distribution via courier service to all dealership locations.

Coordinated factory representative inspections and audits for all dealership locations to ensure compliance and audit standards were met.

06/17 - 08/17 Executive Administrative Assistant for Owners - Wathen Castanos Homes - Clovis, CA

Managed calendars and correspondence for the Owner/President, Owner/VP Sales & Marketing and Owner/VP of Construction.

Assisted HR Department with onboarding new employees. Maintained company organizational charts and phone directories.

Coordinated travel arrangements and itineraries. Created expense reports.

Performed research, data collection, statistic compilation and analysis, document generation as necessary to report project status at weekly meetings.

Managed company wireless phone accounts to obtain service/equipment needs for new employees and upgraded existing equipment and service when required.

Facilitated office equipment needs for corporate and satellite sales offices to accommodate all upcoming/ongoing/completed project sites. Negotiated contracts/terms for necessary leased space, utilities, supplies and required systems maintenance.

Coordinated, expedited, and provided courier services to execute contract signings with mortgage companies and notaries to ensure schedules were met.

Managed and tracked all company vehicle maintenance, repair, warranty issues and annual registrations. Scheduled any necessary service appointments and repairs as required.

Assisted Project Managers with preparing, recording, and monitoring project work plans. Identified and reported any variances and/or problem areas.

Collaborated with all teams to achieve recovery strategies keeping projects on track, on time, and within budget allocations.

Note: Gap in employment history from 09/15 - 06/17 was necessary to care for family member

01/08 - 09/15 Executive Administrative Support - Robert Half/OfficeTeam – Modesto/Sacramento, CA

(Note: Standard job requirements are listed below. Job specifics are listed with each assignment)

Heavy and extensive calendar management

Coordinated and set up, and executed onsite/offsite meetings, conference calls, seminars, and training sessions.

Prepared meeting agendas. Recorded and distributed meeting minutes and managed action item follow-up.

Domestic/international travel arrangements: Trip coordination, trip itineraries, post=trip expense reporting.

Read and analyzed submissions, mail, letters, agendas, and memos to determine significance and route to significant personnel.

Data dissemination and analysis to effectively prepare reports and presentations.

Created and managed effective file management systems.

Authorized to approve office supply purchase orders. Reviewed and tracked requests for best pricing and budget variances.

Assisted HR Department with job postings, candidate interview processing, onboarding new employees and office set-up.

Assisted Finance and Procurement Departments with coordinating and executing annual inventories and outside audits.

Created and implemented procedure manuals, Trained new staff in company protocol, policies, and procedures.

Creates and maintained company organizational charts and contact lists.

Executive Administrative Assistant for Foundation Office Director - Oak Valley Hospital - Oakdale, CA

Coordinated fundraiser events to purchase diagnostic equipment for the hospital. Reviewed event bills for accuracy and payment.

Managed the Commemorative Gifts Program to process donations given to the hospital in memory of loved ones.

Conducted vendor selection, negotiation, and onsite coordination of events.

Administrative Assistant for Surgical Nursing Manager - Memorial Medical Center - Modesto, CA

Coordinated Nurses’ Week Celebration for entire hospital nursing staff.

Managed daily scheduling roster to ensure adequate nursing coverage for patient care.

Created and managed spreadsheet to monitor nursing staff certifications, licensure, renewal notifications, and completion.

Gathered and analyzed patient status log data to measure quality levels of patient care.

Identified red flags within the processes to then coordinate change implementation.

Executive Secretary for HIM Director & HIPAA Officer - Memorial Medical Center - Modesto, CA

Reported and tracked identified HIPAA violations.

Prepared and processed required correspondence to the affected parties.

Processed weekly timesheets for onsite and remote employees for approval.

Created job-specific pivot table to reduce processing time of remote medical transcriptionist timesheet calculation time by 45%.

Received Certificate of Recognition for “Exceptional Ability to Work as a Team Player”.

Executive Assistant for Director of Disease & Case Management - Health Plan of San Joaquin - French Camp, CA

Conducted extensive research to gather and analyze data to create reports and presentations to acquire JCAHO accreditation.

Developed process flows for case management vetting processes and documentation procedures.

Created, assembled, modified, and proofread presentations, spreadsheets, and reports.

Collaborated with managers to develop, generate, and implement department-specific SOP manuals.

Created presentations proposing business plan to implement required process flows and standardization.

Assisted with preparing annual budget for submission to the Board of Supervisors.

EDUCATION

BS Degree - Business Management

University of Phoenix, Sacramento, CA

AFFILIATIONS

Phi Theta Kappa Honors Society

International Association of Administrative Professionals (IAAP)

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