Police Chief Administrative Assistant
Resume:
Cynthia M. Sheard
Brooklyn, NY 11209
GOALS:
To continue to work in an administrative/clerical position in a full time/part-time/hourly basis. I have excellent communication skills (verbal and written) and I am comfortable presenting in front of others. Outstanding organizational and problem-solving skills, initiative, creativity and flexibility. Experience in effectively working with staff at all levels of an organization. Meticulous attention to detail, result oriented and adept at managing projects with ease using time management methods.
EDUCATION:
Erasmus Hall High School
September, 1970 – June, 1974
New York City College
September, 1974 – June
NYU Continuing Education Program
Secretarial Science – Certificate Obtained 1979
WORK EXPERIENCE:
June, 2022 – Feb, 2023
Custom Staffing/S:US Services for the Underserved
Receptionist/Part Time
DUTIES:
Received and dispensed all calls for the Organization (QA, HR, Entitlements, Rent Payments, Accounts Payable, Payroll, Benefits, Medical Leave and Benefits including Work Force, Care Coordination, Mental Health, Social Work, Behavioral Health, Disabilities and Special Needs, Scattered Apartment Sites (located throughout Bklyn, Bronx, Manhattan, Queens and Long Island), Legal Affairs, Real Estate, and Psychiatric). Trouble shot potential clients/families directly and prospective clients by helping and assisting to direct to proper Organization’s Departments. Comforted clients and potential clients by listening to dilemmas from callers from all walks of life and their various situations. Assisted veterans in need of different kinds of support services. Duties entailed rental payments, donations (coat drives, seasonal assistance for the different charities). Liaison between the different residential sites. Dispatcher, for clients in need of travel assistance for services through the various affiliated sites with S:US (car services, deliveries, etc. including Main Office).
May, 2021 – June, 2022
Custom Staffing/ State University Construction Fund
Administrative Assistant – Part-time
DUTIES:
Provided administrative support to Project Managers internally and externally by supporting them with report coordination, presentation coordination and preparation. Assisted with special projects and other related work as assigned.
Assumed office management duties based on the following:
Ordered supplies for the SUCF Managing Contractors and Project Managers housed at their Brooklyn Field Office. Handled invoicing and purchase requisitions for supplies and specialty items. Was responsible for the maintenance of all office related items, researching and securing new technologies.
Created, maintained and distributed monthly meeting calendars of all the secured conference rooms that were scheduled. Created setups on a weekly basis for the various SUCF engineering projects and progress meetings they were currently involved with. During my tenure, there was 18 projects either in Construction, Design and/or awaiting Bid in progress. Proofread meeting minutes for projects. Participated in Team Meetings on a weekly basis for several multi-million-dollar projects.
Kept on-going log monitoring of all 12 Main Operating Rooms and the 2 Labor and Delivery Operating Rooms located at Downstate Health Sciences University based on temperature and humidity levels. Used the DicksonOne program for this daily process.
Interfaced with IT Department to resolve and assure that all incoming project coordinators computers were able to access printers and other equipment as deemed necessary to perform their jobs.
Received and responded to requests for information, assistance and other concerns from internal and external Project and Construction Managers.
Promoted safety awareness among all office staff/visitors of the department while adhering to hospital policy. Worked closely with Hospital Police Chief/Hospital Detectives to secure and maintain ID’s for both staff and visitors.
March, 1997 – March, 2021
NewYork-Presbyterian Hospital
Executive Assistant,
Office of the Corporate Secretary/Board of Trustees
DUTIES:
Used Microsoft Office, NYPH Web Portal, Nasdaq BoardVantage, most recently Zoom and Other Corporate mechanisms performed many functions for the NYPH Board of Trustees not withstanding and including the following:
Created and maintained NYPH Board of Trustees Directory (all pertinent information);
Set meetings on calendar for 80 – 90 members Trustees and Life-Trustees of various committees including Full Board;
Board Meetings:
Arranged transportation to and from BOT meetings for
Clinical Presenters of Specialty Clinics, Divisions and Professors of both CUMC and WCMC;
Oversaw video, audio, seating and refreshments;
Committee meetings (also including sub-committees) ranging from 30 to 40 per year depending on subject and year;
Maintained lists of meetings, schedules, membership and contact information;
Proofed meeting minutes, officiated, filed documents with Iron Mountain (shipped bi-yearly) and to NYPH Archives (monthly);
Made arrangements for New Trustee orientations and meetings with Senior Administrators (including Legal Department).
Accounts Payable:
Submitted check requests and performed internal billing
Conference rooms
Office purchases external
Supplies
In-house payments for the use of 2 board rooms.
Other Duties:
Maintained Trustee and Life Trustee files
Maintained the Trustee Pictorial Directory and posted on web portal.
Maintained lists of the Donor Estates and sent them to Archives.
Assisted with Nasdaq BoardVantage issues.
Back-up for Credentialing Subcommittee ~ setup calls every Monday except for the Tuesday Quality Board meeting.
Maintained Board Directory
Liaison with the Security Department for ID badges and parking
Established Voluntary Physician Council meetings quarterly.
Worked with NYP/Lawrence Hospital and NYP/Hudson Valley Regional Hospitals.
Special Projects:
Initiated the creation and installation of a 2nd bathroom at the NewYork-Presbyterian Weill Cornell Medical, Whitney Pavilion 1st floor corridor. Assisted the carpentry department with planning and design.
Annual Trustee Administrative Assistant Luncheons. Planned, notified more than 100 Trustees support staff, maintained attendance, prepared name tags, set location, created menus, assigned seating, ordered flower arrangements and helped with the selection of presenters.
Organized Office of the Secretary Vault – ordered and worked with shelving company on design and measurements.
Organized a working filling system for the Office’s many Official Agenda Books and other confidential hospital records.
References: Furnished upon request.
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