Rhonda Fox

Current Location: Baltimore, MD

SUMMARY

Rhonda has over 12 years of experience as Administrative Assistant.

She has extensive experience in giving administrative support to two or more executives

She was responsible for assisting with coordinating travel arrangements and preparing travel packets for IVAC Executive Director.

Coordinate and assist with the planning of and logistics for domestic and international events.

TECHNICAL SKILLS

Type 96WPM • Proficient with Workday • Team player • Excellent time management skills • Conflict Management • Public Speaking

Data analytics

Extensive Computer Skills HR Specialist training including procurement, timekeeping, and payroll.

interviewing skills

benefits administration training employee relations training

dictation expert

customer service training

Diversity & Inclusion training

SAP Concur

PROFESSIONAL WORK EXPERIENCE:

The Catholic University of America January 2022-Present

Planned Giving Advancement Coordinator/Executive Assistant

Washington, DC, District of Columbia

The Planned Giving Coordinator will assist the Director and Associate Director of Planned Giving with planning and executing initiatives to help grow and market the planned giving program.

The position will be responsible for the coordination of all planned giving events, meetings, mailings, & and acknowledgements.

It will also assist with donor/prospect report and stewardship of the St. Thomas Aquinas Society.

Provides administrative support for the planned giving program.

Communications effectively with university leaders, colleagues, prospects, and donors. Supervises student projects. Coordinates all planned giving events including advisory group meetings.

Provides assistance with coordination of planned giving materials and illustration via planned giving software (i.e PG Calc and Raiser’s Edge.

Coordinates and schedules planned giving newsletter mailings (print & online)

Manages newsletter survey responses, prepares follow up correspondence, and enters actions onto donor database. Monitors and reports on stewardship of St. Thomas Aquinas Society. Assists with coordination of incoming estates; helps with routing follow up calls, updates database, and maintains estate files.

Monitors planned giving budget. Tracks spending relating to events, printing, travel, stewardship, etc. Coordinates and tracks deadlines for licensing and filing requirements.

Supports at the Division of University Advancement to achieve strategies and fundraising goals, as well as campaign goals/objectives, through positive and positive interaction and collaboration with all departmental staff.

Serves in a planning, organizing, and execution role for key meetings, including logistical support to meetings with school-based Boards of Visitors and other volunteer/donor groups, working in partnership with Central Advancement. Utilize doodle polls and other CRM software to arrange and schedule meetings

Coordinator position will also support planning for small-scale school events related to philanthropy, the campaign, or donor stewardship, the latter in conjunction with Advancement’s stewardship and special events team.

Compiles, analyzes, and organizes information (from the database or other sources) to serve as background/briefing material for meetings, reports, and solicitations. Assist with annual giving requests, planned giving, the renewal of leadership annual gifts, and executing discovery work.

Becomes an expert in the development database: extract and manipulate data; create new reports as appropriate; enter engagement points; review donor records to ensure accurate recording of pledges and gifts.

Requests financial reports, constituent action reports, and other queries from the donor database as needed.

Supports the Division of University Advancement and the school they are based within, to achieve strategic and fundraising goals, as well as campaign goals/objectives, through positive and productive interaction and collaboration with all departmental staff

Johns Hopkins University September 2019-September 2021

Executive Administrative Coordinator

Baltimore, MD

Manage calendars for IVAC’s Executive and Deputy Director as well as the Director of Scientific Information, including providing availability and coordinating multi-personnel meetings

Schedule recurring and ad hoc meetings for the EPI & IVAC Team Utilizing doodle polls and other CRM software to arrange and schedule meetings

Assist with coordinating travel arrangements and preparing travel packets for IVAC Executive Director. Process and track travel advances and reimbursements in SAP and Concur. Deliver value to end-users by providing timely and accurate guidance based on an understanding of the Global Travel Policy and local Travel and Expense Reimbursement Guidelines

Works closely with the global travel agency to respond to and resolve traveler requests

Champion process improvement projects within the Global Travel program and in conjunction with stakeholder teams

Participate in the annual review and update of the Global Travel Policy, U.S. & Puerto Rico Travel and Expense Reimbursement Guidelines, and related FAQ documents

Collaborate with the Corporate Card, Global Travel, and Global Meetings Management teams to support cross-functional processes

Assist with travel, expense, and corporate card projects globally

Responsible for the tasks associated with onboarding new teammates into all T&E-related systems, policies, and processes

Provide technical and functional global support to users of the online travel and expense system (Concur), including the approval of expense reports, system troubleshooting, and training

Manages content updates and technical support to the Intranet Travel Site

Assists in the development and issuance of financial reporting for departmental budget tracking purposes

May assist in the support for the credit card platform including credit limits adjustments, dispute resolution, and fraud investigation

Works closely with the security team on travel safety improvements and training

Coordinate and track passport and visa orders

Assist with travel coordination for other IVAC faculty and staff and external partners

Draft emails, letters, invitations, and other communique, proofread and copyedit general correspondence

Attend and report on external and internal team meetings as required

Maintain, organize, and disseminate appropriate records of meetings

Generate various types of presentations for meetings, using programs such as Microsoft PowerPoint

Coordinate and assist with the planning of and logistics for domestic and international events, including Lunch & Learns, Epi Journal Club and special visitors to IVAC

Maintain confidential/personal documents

Manage accounts and passwords for IVAC Executive Director and Deputy Director

Track publication submissions and reviews as requested

Update and maintain curriculum vitaes (CV) and bio sketches for IVAC faculty

As requested, provide other ad hoc assistance, including but not limited to scheduling personal appointments (medical, etc.)

Screen IVAC Executive & Deputy Director’s email and track key actions needed, as requested

Provide support to IVAC leadership as part of the team of administrative coordinators

Order supplies and support overall IVAC administrative coordination

Serve as primary point of contact for vendors and process invoices as needed

Process revisions and formatting of CVs, NIH bio sketches, power point presentations, end note references, chapters, manuscripts and books. Provide assistance to grants administration team regarding NIH publication compliance.

Researches various types of grants available and the criteria to qualify for each.

Discusses available sources of funding with administrative managers.

Compiles necessary information for the application process through collaboration with other employees, database research, and other factfinding actions and meetings.

Drafts and completes grant applications according to application requirements.

Perform ad hoc assignments and other tasks as requested

Vanderbilt University Medical Center February 2017-September 2019

Senior Administrative Assistant

Nashville, TN

Maintain knowledge in all policies and procedures related to travel

Draft and implement Division travel policy

Provide expertise with Concur system

Work with Division Administrator and Grants Manager to ensure accurate travel expense allocation. Deliver value to end-users by providing timely and accurate guidance based on an understanding of the Global Travel Policy and local Travel and Expense Reimbursement Guidelines

Works closely with the global travel agency to respond to and resolve traveler requests

Champion process improvement projects within the Global Travel program and in conjunction with stakeholder teams

Participate in the annual review and update of the Global Travel Policy, U.S. & Puerto Rico Travel and Expense Reimbursement Guidelines, and related FAQ documents

Collaborate with the Corporate Card, Global Travel, and Global Meetings Management teams to support cross-functional processes

Assist with travel, expense, and corporate card projects globally

Responsible for the tasks associated with onboarding new teammates into all T&E-related systems, policies, and processes

Provide technical and functional global support to users of the online travel and expense system (Concur), including the approval of expense reports, system troubleshooting, and training

Manages content updates and technical support to the Intranet Travel Site

Places outbound calls to providers under the direction of Medical

Management Nurses to obtain clinical information for approval of medical authorizations. Uses Healthcare Systems such as QNXT, ProFAX, ProPAT, and Milliman Criteria. Communicates with Healthcare Nurses and Medical Directors, when processing transactions for members active in this Program.

Performs intake of calls from members or providers regarding services via telephone, fax, EDI.

Screens requests for appropriate referral to medical services staff.

Approve services that do not require a medical review in accordance with the benefit plan.

Performs non-medical research including eligibility verification, COB, and benefits verification.

Assists in the development and issuance of financial reporting for departmental budget tracking purposes

May assist in the support for the credit card platform including credit limits adjustments, dispute resolution, and fraud investigation

Works closely with the security team on travel safety improvements and training

Understand Financial Reporting tools related to travel

Participate as a member of the Travel Advisory Board

Review expense reports submitted through the concur system

Provide Administrative Support to 7-15 physicians for the following functions

Set up individual meetings and conferences, work with other department/division/center staff for availability as needed, coordinate Doodle Polls, secure conference rooms and maintain and update Outlook calendar for accuracy

Process revisions and formatting of CVs, NIH bio sketches, power point presentations, end note references, chapters, manuscripts and books.

Provide assistance to grants administration team regarding NIH publication compliance.

Greet physician guests and triage incoming phone calls to physician, clinic or access center. Prepare correspondence and fax/mail/scan as appropriate.

Submit PTA form for assigned faculty members for clinic template changes and clinic closures for faculty when they are out of office

Assist faculty, research staff, and students in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines

Responsible for obtaining appropriate approvals (via PEER) for Conflict of Interest and PI Assurance from PI, Key Personnel and other departments concerned

Researches various types of grants available and the criteria to qualify for each.

Discusses available sources of funding with administrative managers.

Compiles necessary information for the application process through collaboration with other employees, database research, and other factfinding actions and meetings.

Drafts and completes grant applications according to application requirements.

Makes arrangements for visitors (including travel, hotel, and dinner plans)

Provides meeting support (scheduling faculty attendance, refreshments, meeting locations)

Organizes and supports special events (workshops, board meetings

Meharry Medical College October 2015-February 2017

Senior Administrative Assistant

Nashville, TN

Receptionist/point of contact for students, faculty, and staff in the Office of the Dean of the School of Medicine and administrative support to the Dean’s Office.

Assist the administrative unit with input of financial data into computer assisted programs. I administer and coordinate department activities, office services, and the work activities of lower level support personnel.

Participate in the hiring, firing, disciplining and evaluation of assigned support staff. I assist in the development and implementation of office procedures and work schedules.

Plan, schedule, and facilitate meetings.

Act as Liaison with other departments, faculty, staff, students, and external organizations and responds to inquiries regarding department policies, procedures and functions.

Compose, format, and type correspondence using PC applications including word-processing and spreadsheets.

Monitor, comply, and interpret the department’s budget, financial items and grant specifications.

Maintain the aesthetics of the office.

Manage and coordinate all travel for students and staff attending conferences and meetings; reserve air, lodging, car, create travel authorization forms and travel expense reports.

Reconcile corporate credit card statements and payments. Deliver value to end-users by providing timely and accurate guidance based on an understanding of the Global Travel Policy and local Travel and Expense Reimbursement Guidelines Works closely with the global travel agency to respond to and resolve traveler requests

Champion process improvement projects within the Global Travel program and in conjunction with stakeholder teams

Participate in the annual review and update of the Global Travel Policy, U.S. & Puerto Rico Travel and Expense Reimbursement Guidelines, and related FAQ documents

Collaborate with the Corporate Card, Global Travel, and Global Meetings Management teams to support cross-functional processes

Assist with travel, expense, and corporate card projects globally

Responsible for the tasks associated with onboarding new teammates into all T&E-related systems, policies, and processes

Provide technical and functional global support to users of the online travel and expense system (Concur), including the approval of expense reports, system troubleshooting, and training

Manages content updates and technical support to the Intranet Travel Site

Assists in the development and issuance of financial reporting for departmental budget tracking purposes

May assist in the support for the credit card platform including credit limits adjustments, dispute resolution, and fraud investigation

Works closely with the security team on travel safety improvements and training Reserve conference, classroom, and meeting room for events as well as training.

Maintain office records, files and reference materials including faculty/staff personnel records

Prepares purchasing, travel, expense reimbursement, and related transactions for upper level management and Dean of School of Medicine

Processes faculty appointments/reappointments, including dossier preparation and Interfolio submission.

Administrative support for Dean, Associate Dean, and department chairs, including calendar, travel, etc.

Office management, including fielding questions/problems for students

Assist faculty, research staff, and students in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines

Responsible for obtaining appropriate approvals (via PEER) for Conflict of Interest and PI Assurance from PI, Key Personnel and other departments concerned

Tennessee Department of Human Services September 2014-September 2015

Administrative Assistant

Nashville, TN

Responsible for many tasks such as organizing and arranging webinars for executive leadership staff as well as field staff. Arranges and coordinate lodging, including coordinating in state lodging for executive leadership staff as well as field staff within the organization.

Arrange in state and out of state travel arrangements for executive leadership staff as well as field staff, including coordinating hotel arrangements.

Complete reports for the VR IT Help Desk Team, including working with the VR Help Desk team to assist VR field staff with technical issues.

Compose narratives/briefings for meetings and conferences such as memorandums, business and legal letters, and spreadsheets.

Maintains and manages appointment calendars for executive leadership staff as well as reserve conference rooms for staff meetings and trainings.

Audit employee timesheets to ensure accuracy and completeness, monitored reports and databases to ensure deadlines and policies are met as well as monitored employee requisition lists for hiring process including correspondences for interviews. Oversee employee paychecks including processing payroll for over 50+ employees

Calculate net salaries considering deductions and withholdings.

Ensure payroll and tax documents are accurate.

Update general ledger and payroll files and process any overtime for employees.

Communicate and practice great customer service by communicating with all individuals that contact the agency, screened and directed calls and visitors to proper services as well as communicated by telephone, e-mail, or personal contact.

Counsels employees regarding work, family, or personal problems

Explains company compensation and benefit programs, such as medical, insurance, retirement, and savings plans, and enrolls workers in specified programs

Arranges for employee library, lunchroom, recreational facilities, and activities

Develops, schedules, and conducts technical, management, and interpersonal skills training to improve employee performance

Prepares newsletter and other reports to communicate information about employee concerns and comments and organizational actions taken

Attends conferences and meetings, as employee-management liaison, to facilitate communication between parties

Prepares reports and enters and updates medical, insurance, retirement, and other personnel forms and records, using computer

EDUCATION

Bachelor of Science Degree: Catholic University of America: Graduation Date: December 2024

Contact this candidate