Administrative Assistant Department Coordinator

GRAY CARLOND

Jacksonville, FL ***** 904-***-**** ********@*****.***

PROFESSIONAL SUMMARY

Proactive Department Coordinator with excellent time management skills to multi-task while working within deadlines and time constraints. Offering over 30 years of hands-on experience in telecommunications, community health, and education. Proficient in budgeting, account payable/receivable, and office coordination. Works effectively with cross-functional teams in ensuring operational and service excellence,

SKILLS

LANGUAGES

Microsoft Office Suite

PeopleSoft Applications

Team Management and Supervision

Report Preparation and Analysis

Project Management

Decision Making

Schedule Coordination

Administration and Operations

Friendly and Relatable

WORK HISTORY

ACADEMIC DEPARTMENT COORDINATOR 01/2017 to 01/2021

Florida State College Jacksonville, FL

Coordinated enrollment and tracking of 150 scholarships for students applying for Human Resource and Services Administration grant each term. Planned and developed goals, guidelines, and procedures for one or more departmental projects

Developed project budget, approves expenditures, and maintains records: approved project budgets, expenditures, and records

Interviewed, selected, assigned and evaluated performance of support staff

Developed, wrote, edited, produced and responded communication correspondence for assigned projects.

Maintained communication with other college departments and community partners

Updated, researched, analyzed variety of complex data and information, including student, human capital, and financial database information and summarize findings in reports pulled from appropriate database/system

Systematically alert departments and responsible parties of critical dates and time frames for time sensitive reports and data collection

Developed and maintained academic calendar (to alert departments)

Provided regular and frequent communication utilizing college-wide communication systems such as email, Constant Contact, SharePoint and campus calendar

ADMINISTRATIVE ASSISTANT II 01/2015 to 01/2017

Florida State College Jacksonville

Performed detail budget, records management, and public relations functions for 150 Health Resources and Service Administration (HRSA) grant recipients.

Managed relevant office processes for operation efficiency, including coordination, development, and distribution of pertinent procedures, policies, or processes

Coordinated Staff and faculty hiring (applicants/applications, interviews, HR processing, etc.)

Processed billing (invoices, vendor agreements, etc.)

Coordinated preparation of committee/departmental meetings (Nursing Education Advisory activities, scheduling, interface with members, room reservations, etc.)

Supported grant activities (Orientation, acceptance/non-acceptance correspondence, activity spreadsheets, etc.)

Coordinated travel arrangements by booking airfare, hotel and ground transportation

Created PowerPoint presentations for business development purposes

SENIOR SUPPORT SPECIALIST 01/2014 to 01/2015

Florida State College, 21st Century Academy Grant Jacksonville, FL

Coordinated accurate and timely completion of both routine and non-routine administrative department functions (Detailed budget records management, enrollment of enrollees, purchasing, invoicing, and record keeping).

Developed and implemented training initiatives for 30 grant enrollees.

ADJUNCT PROFESSOR 01/2006 to 01/2012

Florida State College Jacksonville, FL

Built relationships with students, mentoring on personal, professional and academic goals while providing coaching on effective study habits.

Graded quizzes, tests, homework and projects to provide students with timely academic progress information and feedback.

Encouraged class discussions by building discussions into lessons, actively soliciting input, asking open-ended questions and using techniques to track student participation.

Used exams, quizzes and assignments to assess student comprehension.

Taught Student Life Skills to 150 undergraduate students

INSTRUCTIONAL OFFICE COORDINATOR 01/2005 to 01/2012

Florida State College Jacksonville, FL

Performed office duties related to budgets, college documentation and personnel records using Microsoft Suite and Peoplesoft software.

Maintained internal communication for over 100 employees and 400 students with appropriate staff, both within and across departments, on work related matters.

Responded to routine and unusual inquiries and problems from faculty, staff, students, and others through knowledge of instructional precedents and procedures.

EXECUTIVE ADMINISTRATIVE ASSISTANT 01/2004 to 01/2005

Winn Dixie Stores, Inc, Winn, Dixie Stores, Inc Jacksonville, FL

Responded to emails and other correspondence to facilitate communication and enhance business processes.

Used Outlook and Microsoft Suite to coordinate meetings, appointments and presentations.

Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.

Prepared presentations, materials and documentation for use executives in meetings and engagements.

SECRETARY 01/2002 to 01/2004

GRN Community Service Board Conyers, Georgia

Under general supervision, performed general clerical and administrative duties for the Rockdale Mental Health Center

Duties were very detail oriented and required organization and focus of attention in a fast-paced office.

Retired Bellsouth Employee 01/2001 to 01/2002

Developed and initiated projects, managed costs, and monitored performance.

Achieved project deadlines by coordinating with contractors to manage performance.

Orchestrated projects within strict timeframes and budget constraints by solving complex problems and working closely with senior leaders.

Modified and directed project plans to meet organizational needs.

Provided management for internal personnel, contractors and vendors.

Identified, reviewed and applied policies and procedures.

AREA MANAGER 01/1970 to 01/2001

BellSouth Telecommunications Atlanta, GA

Managed three (3) work groups that established corporate investment records and provided leadership for project coordination for Central Office Equipment (COE) and Capacity Management clerical support. The cost of equipping COE valued over10 million dollars per office.

EDUCATION

Florida Notary Association Notary Republic And Loan Signing Agent 10/2013

National Notary Association, Tallahassee, FL, Tallahassee, FL

Classroom Professor Certificate Program 2008

Florida State College At Jacksonville, Jacksonville, FL

Masters of Project Management (MPM) Project Management 09/2000

Keller Graduate School of Management, Atlanta, GA

Masters of Business Administration (MBA) Business Administration 10/1992

Nova University, Ft Lauderdale, Florida

Bachelors of Science (BPM) Personnel Management 12/1988

Nova University, Ft. Lauderdale, FL

CERTIFICATIONS

Licensed Notary - 2013-Present

NOTARY AND CERTIFIED LOAN SIGNING AGENT

Certified Notary and Loan Signing Agent by the National Notary Commission of Florida.

A Notary is trained by the National Notary Association to officiate the process that assures the parties of a transaction and document is authentic, and can be trusted. It is a three-part process, performed by a Notary Public, that includes of vetting, certifying and record-keeping. Notarizations are sometimes referred to as "notarial acts."

A Notary Signing Agent is a Notary who has been trained to handle loan documents. Lenders and title companies hire Signing Agents as independent contractors to assist in the last step of the loan process.

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