Administrative Assistant / Customer Service

Barbara Ruth Robbins

Forward-thinking and accomplished professional with extensive experience in administrative assistance, real estate, and project management. Well-versed in providing administrative assistance, preparing correspondence, and managing reports. Extensive expertise in maintaining confidentiality of documents, crafting memos, scheduling meetings, supporting c- level financial services, and allocating optimal resources. Instrumental in building and maintaining professional relationships with clients, stakeholders, and vendors. Adept at steering and training cross-functional teams on key policies to achieve desired results. Thrive in challenging and deadline-driven environments.

Areas of Expertise:

Administrative Assistance

Project Lifecycle Management

Strategic Planning and Analysis

Continuous Process Improvement

Operations Management

Calendar Management

Team Leadership and Training

Customer Service and Success

Professional Experience

Private Individual 2013 – Present

Home Health Aide

Caregiving for family members. Manage overall household budget as well as performing household tasks. Plan and organize learning activities to enhance learning and knowledge of children. Built and maintained trusted relationships with local community Appalachian State University, Boone, NC 2008 – 2012 Administrative Specialist to Department Chair(s)

Greeted students, parents, vendors, faculty, and visitors. Monitored and allocated tasks for student interns and paid office assistants. Planned and updated department budget, while assessing and recommending purchases. Developed student manuals to meet accreditation requirements. Formulated Access database to manage data on student interns, intern sites, and multiple contacts for each intern site. Organized all student files and disarmed/prevented strong resistance from faculty. Maintained confidentiality regarding student records and faculty salaries as well as responding to phones, carrying out filing and copying, ordering office supplies, and scheduling meeting space. Coordinated faculty schedules and classrooms.

● Managed confidentiality related to faculty personnel records and student academic records.

● Restructured budget reporting methodology and decreased time required by 50%.

● Crafted correspondence and letters for mass mailings using mail merge.

● Introduced and analyzed facility work orders for repairs and installation of new equipment.

Triaged requests for information and prioritized work assignments, distributed mail, and processed checks.

(Involved in Family circumstances from 2005-2008)

YWCA of Greater Portland (2001-2005)

Administrative Assistant to Executive Director/CEO & Development Assistant to Development Director 2001-2005 Greeted guests, responded to phone calls, maintained filing/copying, order supplies, planned meetings, and monitored all distribution. Designed and developed monthly newsletters, and brochure for facilities rentals. Formulated packages of materials for board and executive committees. Steered input donations into Raiser’s Edge database, produced donors’ letters of acknowledgment, revenue reports. Crafted letters for mass mailings using mail merge, as well as triaging requests for information and prioritizing work assignments, distributing mail, processing checks. Created and updated content for monthly employee newsletter.

Planned and created desk manual of responsibilities and procedures for current position.

Originated and finalized purchase orders and attained necessary authorizations.

Managed confidentiality related to donors, staff, board of directors, and executive committee business.

Drafted initial drafts of Human Resource procedures and coordinated development and distribution.

Orchestrated board meetings and documented/transcribed minutes for board and other management meetings.

Additional Experience

Administrative Development Associate, Alzheimer’s Association, Portland, OR Private Individual, Real Estate Marketing and Sales, Vancouver, WA Private Individual, Property Management, Eugene, OR Education

Portland State University, major and thesis in Gerontology (Assisted living benefits, costs) Pomona College, Whitehead Division, major in Business Administration Technical Proficiencies

Microsoft Applications (Word, Excel, PowerPoint)

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