Administrative Assistant Data Entry

Jane F. Coleto

************@*****.***

EDUCATION:

Bachelors of Science in Technical Management – Human Resources Management April 2014 – Magna Cum Laude – GPA: 3.70

DeVry University – Fremont, CA

Associate in Applied Science Degree in Business Administration October 2009 – Magna Cum Laude – GPA: 3.83

Heald College – Hayward, CA

PROFESSIONAL EXPERIENCE:

PARKCOM/SYNOPSYS - Sunnyvale, CA 03/2022 - 09/2022 Human Resources Administrator (Contractor)

● Process new hires for upcoming week

Work with On-boarding team

Pull list of new hires for upcoming week from on-boarding tracker

Prepare email/invites for new hires

Schedule and send invites for I-9 verification

Run new hire report on start date

● Meet with new hires via Zoom, Teams or in person

Obtain appropriate documents based on their work status

Process On-boarding Post Hire Step within Success Factors

Confirm E-Verify is complete, case is closed

Update On-Boarding Tracker/I-9 Tracker

● Process all I-9 Re-verifications for Foreign Nationals

Work with Immigration Dept to run monthly report

Send emails out to employees to advise of document expiration

Meet with employees via Zoom, Teams or in person to obtain new documents

Process new/updated documents via Success Factors

Update Employee’s work eligibility in Employee Central

● Answer all incoming calls

● Assist Employees within Synopsys ticket system

● Respond to all emails in the Employee411 & HR Connect mailboxes

Assist fellow HR team members with any requests

Assist with employee relations requests

Update any LOAs in Employee Central of Synopsys World

Approve workflows; i.e., spot bonus, address changes

Process all Case Builder claims (EDD claims) in ADP

■ Provide all needed information

■ Submit claim to be processed.

BALANCE STAFFING/PENGUIN COMPUTING – Fremont, CA 01/2021–11/2021 Human Resources Assistant (Contractor)

● Assistant to the HR Business Partner – perform daily tasks as assigned.

● Process Employee Status Change Notifications (ESCN) for any type of status change with the employee.

● Submit on Docusign for appropriate approvals.

● Handled reference checks for potential new hires.

● Submitted background check for potential new hire.

● Verified employee’s I-9 information on form, submitted to E-Verify. o Enter new employee info into spreadsheet

● Recruiter functions – received resumes, uploaded them into the Application Tracking System - iCIMS Recruiting Software;

o Submit candidate to an appropriate job/requisition. o Present candidate to hiring manager for possible interview o Set up interview via a Zoom Call

o If a candidate was chosen – advance them – Launch Offer Wizard o Make sure Offer Details are complete.

o Submit Offer Approval to appropriate individuals to approve. o If the candidate is “direct hire” – prepare the offer letter and next steps to follow. For Contractor – contacted the Agency to start appropriate paperwork.

Created PO based on Bill Rate and number of hours to be worked.

● Receive invoices from Agencies, track contractor’s hours on spreadsheet.

● On a weekly basis – conducted Covid testing to staff o Print out employee sheets, hand out test kits

o Scan employee samples

o Run the manifest (one copy per box)

o Prepared test kits to be shipped via FedEx.

● On a daily basis – update the Employee Cleared List – give to security guard

● Retrieved Mail from the front lobby, sorted and distributed.

● Order Supplies as needed for HR Department

PREMIER TALEN/HEALTH ADVANCES - San Francisco, CA 02/2020 - 04/2020 Office Coordinator (Contractor)

• Maintained cleanliness of the front office, as well as the conference rooms, supply room and employee kitchen/break room.

• Greeted customers and guests, made sure proper procedures were followed in obtaining the appropriate access to the suite with security personnel, and issued card key badges as needed.

• Handled all incoming calls, directed calls to the appropriate individuals. Handled procurement, assured inventory of office supplies and kitchen/food items were maintained, placed orders twice a month, and kept purchases within budget.

• Handled all facilities issues within the office, and submitted work orders to the building office as needed for work to be performed.

• Assigned ad hoc projects as needed.

OPTION 1/UNIVERSITY HEALTHCARE ALLIANCE - Oakland, CA 09/2019- 12/2019 Executive Assistant (Contractor)

• Managed the calendars of two executives, a doctor who was the CEO/President and a Senior Vice President; assisted the 2 Directors of Business Operations and the Manager of Provider Network – handled special projects.

• Ordered office/kitchen supplies; took the necessary inventory to make sure the supply cabinet is stocked with items to keep the office functioning; maintained the kitchen supplies - took inventory of all coffee and related items; as well as snacks.

• Worked with Building Office to have any office related issues handled; submitted work order

• Maintained the cleanliness of the common areas, conference rooms, and kitchen; responsible for all catering; handled incoming/outgoing mail; responsible for any ad hoc assignments. ADITI CONSULTING/CALPINE CORPORATION - Dublin, CA 03/2019 – 09/2019 Administrative Assistant – Facilities (Contractor)

• Main contact for employees and/or guests and clients, responsible for conference room bookings, responsible for the maintenance and cleanliness of the kitchen/break rooms, assured kitchen supplies were always on hand, assist with the set-up of catering for meetings as needed, assured cleanliness and organization after each meeting completion; receive and distribute incoming mail; process outgoing Fed-Ex mail to Corporate in Houston.

• Responsible for the ordering of office and kitchen supplies, assure inventory and control

• Responsible for all issues in regards to the office functionality; contacted building maintenance as needed to assure the smooth operation of the entire office; i.e. HVAC, lighting

• Assist Office Manager with the inventory, retention, and destruction of certain files within the office ALAMEDA HEALTH SYSTEM – San Leandro, CA 07/2018 – 01/2019 Administrative and Project Assistant

• Main contact for employees and/or guests and clients; was responsible for conference room bookings; was responsible for the maintenance and cleanliness of the kitchen/break rooms; assured kitchen supplies were always on hand; set up catering for meetings as needed, assured cleanliness and organization after each meeting completion; maintained the operation of all of the office equipment; placed service calls for repairs and/or supplies for the machines as needed; stocked and refilled each machine with paper

• Ordered office supplies, assured inventory and control; created and submitted purchase requisitions for specialty and restricted items needing second level approval; submitted to the Purchasing Department for processing

• Responsible for all issues regarding the office functionality; contacted building maintenance as needed to assure the smooth operation of the entire office; i.e. HVAC, lighting, restroom issues, and any installation/repair of various office equipment;

• Assisted EHR Manager with the coordination of different meetings; proctored Epic exams; assisted Accounts Payable Analyst, incoming invoices into a designated spreadsheet, printed out the invoice, presented to the Analyst for submission to Accounts Payable Department for payment. Assisted the Training with the production and compilation of the Alameda Health System Course Catalog. Received training on the Learning Management System (LMS), entered courses into the LMS to get ready for employees to take, for Epic Go-Live; assisted the Business Analyst with special data entry and procurement projects. ROBERT HALF/ALAMEDA HEALTH SYSTEM – Oakland, CA 11/2017 – 07/2018 Office Coordinator (Contractor)

• Main contact for employees and/or guests and clients; was responsible for conference room bookings; which includes both departmental bookings, as well as the 5th floor conference room which is coordinated with the building office; was responsible for the maintenance and cleanliness of the main office kitchen/break room; assure kitchen supplies are always on hand; set up catering for meetings as needed, assured cleanliness and organization after each meeting completion; maintained the operation of all of the office equipment; placing service calls for repairs and/or supplies for the machines as needed; stocking and refilling each machine with paper

• Ordered office supplies, assured inventory and control; created and submitted purchase requisitions for specialty/restricted items needing second level approval; submitted to the Purchasing Department to be processed

• Responsible for all issues in regard to the office functionality; submitted work orders to the building office as needed to assure the smooth operation of the entire office; i.e. HVAC, lighting, restroom issues

• On a daily basis, retrieved mail from box in building lobby; sorted and distributed into slots in the mailroom, as well as incoming interoffice mail; hand delivered to specific departments; assisted Accounts Payable by opening and date stamping all incoming invoices; delivered to the appropriate individual; submitted work orders to AHS Engineering Dept. for installation of specific equipment, white boards; and duplication of office keys; Assisted the Organization Learning and Effectiveness team with the assembling of Leadership binders; other projects as requested. INSIGHT GLOBAL/BANK OF MONTREAL – San Francisco, CA 06/2017 – 09/2017 Administrative Generalist (Contractor)

• Main contact for guests/clients; handled incoming/outgoing calls, processed all incoming and outgoing mail; was responsible for conference room bookings; was responsible for the maintenance and cleanliness of the office kitchen; Set up catering for the office meetings as needed.

• Ordered office supplies, inventory and control; as well as supplies for the office kitchen

• Handled all issues in regards office functionality; submit work orders as the need arose

• Assisted in the processing of office invoices; coded and submitted to accounts payable for payment; processed expense reports for the Junior Staff of Analyst and Associates. INSIGHT GLOBAL/WELLS FARGO – San Francisco, CA 09/2016 – 05/2017 Administrative Assistant (Contractor)

• Assisted in the processing of office invoices; coded and submitted to accounts payable for payment; processed expense reports for the Junior Staff of Analyst and Associates.

• Assisted other admins with room set up (e.g. the all-hands chair set up, or moving walls between adjoining conference rooms) and take down; Backed up other admins; Maintained and scheduled conference rooms, arranged catering for meetings, scheduled conference rooms for large group meetings; Found open spots for new people, with the manager; Contractor onboarding; Assisted visiting team members with work space, supply and printing needs; Internal and external mail distribution – Interoffice mailbag (3X/week – incoming and outgoing) as well as UPS, USPS and Federal Express deliveries (incoming); Building access requests through the EPAR system; Coordinate with the nearest administrative assistants to support offsite workers.

• Responsible for the set-up of the All-hands weekly meeting for Experience Design group; coordinated and schedule speakers; Handle required meeting technology tools: Zoom, Skype, conference call number, video setup; Organized regular vendor breakfasts and happy hours. KAISER PERMANENTE – Oakland, CA 12/2007 – 06/2015

Business Support Analyst II

• Set-up the All-hands weekly meeting for the Experience Design group; coordinated and scheduled speakers; Handle required meeting technology tools: Zoom, Skype, conference call number, video setup; Organized regular vendor breakfasts and happy hours.

• Coordinated hiring efforts within the department from requisition creation, through employee onboarding and training; ensured maintenance of personnel records, allowing for ease of documentation for annual review of performance plans.

• Set the departmental example of exceptional customer service to all customers; thus increased customer satisfaction

• Oversaw departmental procurement processes, including inventory control and special orders

• Point of contact with Facilities personnel to secure adequate space for growing department; coordination of minor repairs within the department.

• In charge of strategic planning of departmental team building events from inception through completion; ensured goals and budget were met; Instrumental in organizing departmental Community Benefits events to showcase the department and the company within our external customer’s communities.

• In charge of ensuring proper systems access: Mainframe, Health Connect, KP On-call, CIWRS, etc. for departmental personnel; adhering to all corporate and regulatory requirements. AT ROAD – Fremont, CA 03/2007 – 05/2007

Assistant Travel Coordinator (Contract)

AT ROAD – Fremont, CA 11/2006 – 12/2006

Executive Administrative Assistant (Contract)

FELSON COMPANIES PROPERTY MANAGEMENT – Hayward, CA 01/2005 – 11/2006 Executive Administrative Assistant

PETERSEN – DEAN ROOFING – Newark, CA 06/2002 – 10/2004 Administrative Assistant

NORTHPOLE US LLC - Fremont, CA 12/2000 – 12/2001

Executive Administrative Assistant

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