Administrative Assistant Financial System

Michele Coley

*********@*****.*** SAINT CHARLES, MD, US 202-***-****

WORK HISTORY

Administrative Assistant at Uniformed Services University of the Health Sciences, Department of Medicine

July 2005 - May 2016 (11 Years)

Responsible for projects, questions, or problems that occur within assigned program area. Access the College and University Financial System DAI an on-line interactive, comprehensive financial system to determine funds status, track orders for various goods and services and requisition supplies. Exchange information throughout the Department and University with the use of Electronic Mail (E-Mail). Serve as authoritative source of information for administrative procedures. Uses various reference tools in the library to verify or complete reference for a bibliography for a manuscript or book chapter. Maintain current knowledge of USUHS and Henry M. Jackson Foundation personnel procedures with regard to hiring practices. Advise division faculty and staff on procedures, reports overall policies. Process incoming correspondence and determines matters requiring immediate or personal attention. Independently prepares responses to routine correspondence for signature based on knowledge of policies and preferences. Independently acts on matters which can be disposed of within established policy of the office. Gathers and prepares reports for administrative components. Maintain research budgets for Division for both USUHS and Henry Jackson Foundation Funding. Inform Principal Investigator of deadlines deal directly with grants management, in the Henry M. Jackson Foundation, Logistics, Finance, and Purchasing. Maintains a budget spreadsheet for each grant maintained to record expenses incurred in supplies, travel, and personnel, equipment, and personal compensation. Apply working knowledge with the College and University Financial System, DAI and Henry M. Jackson Foundation system oracle. Perform and organize skill in prioritizing activities and work to coordinate a variety or projects and assignments simultaneously. Prepare the use and purpose of audiovisual equipment to set, up maintain and operate. Perform the budgetary practices and procedures, by use of an automated financial tracking system, such as the College and University Financial System DAI. Transfers budget funds to accommodate payments to other departments. Personal contacts and interactions, in person or by telephone, include University faculty and other personnel, federal government and civilian health care professionals, students, visiting scholars and lectures, members of professional organizations, universities, hospitals both (domestic and international ), and the general public. Contact for the exchange of information, resolution of programs problems, scheduling coordination, advice related to operating or administrative procedures, projects, and other work efforts. Responsible for projects, questions, or problems that occur within assigned program area. Assumed extra duties of the vacant Program Support Specialist GS-09, position until filled in the Department of Medicine. Prepare time and attendance, special orders as assigned by The Deputy Chairman. Administrative duties for the Div Human Resource Assistant OA at Uniformed Services University of the Health Sciences, Civilian Human Resources

October 2000 - July 2005 (5 Years)

Performed the duties of HR specialist in the area of Staffing and Classification. Performed substantive and procedural work associated with recruitment and staffing of agency positions in both the competitive and recruitment and placement support services and technical guidance to managers, employees and applicants related to GS, FWS, and administratively Determined

(AD), excepted service appointments. Plan, develop and administer the requirements for various special programs, and assigned, related to recruitment and staffing (e.g., student employment program, volunteer program research regulations, policies, and or procedures to provide answers to inquires. Respond to inquiries on variety of HR matters such as procedures for initiating recruitment actions for various positions (i.e., GS, FWS, and AD) how to apply for Federal employment status of recruitment actions, answered questions regarding internal external recruitment, qualification requirements for positions as prescribed in the X-118 Handbook, types of vacancies available at USUHS. Review and enter a variety request for Personnel Actions reviewed personnel actions using an automated personnel system

(accessions, reassignments, promotions, recruitment incentives, name changes, within grade steps), Review organization reports and logs and PD Books to ensure the personnel action information is accurate. Summarize and analyze to bring to HR Specialist attention date that is not accurate. Provided guidance on requirements and develop tracking information on recruitment, retention and relocation incentives. Prepared vacancy announcement flyers for various positions (clerical administrative and technical positions) by abstracting a duties statement from position description and gathering information from the supervisor and from qualification standards. Ensure proper qualification information and remarks are included in the announcement. Coordinate the hiring of candidates with the HRSC ensuring required documentation is completed. As required, arrange release entrance on duty (EOD) dates and provide guidance on the rules, regulations, and policies regarding employment at USUHS and within the Government. Calls selected applicants with tentative offer of employment, as requested. Obtain preliminary employment data (SF-75) information, when applicable. Maintained detailed records of the recruitment process for each action. Coordinate with Security and with the Travel Office, when necessary, to ensure completion of proper security checks and or travel arrangements or orders for selected applicants. Prepared EOD packages and provide in-processing orientation for newly-appointed employees. Ensure completion of all federal, state, DoD, and agency required documents including I-9, Employment Eligibility Verification SF-61, Appointment Affidavit SF-61b, Declaration of Appointee etc. Established and maintained an Official Personnel File (OPF) for each employee in accordance with established regulat Legal Instrument Examiner at D.C. Department of Corrections April 1991 - March 2000 (9.5 Years)

Provided investigative support to the case management division, the department responsible for the closure of Lorton Reformatory, which included but not limited to legal research, records control and information retrieval and documents review. Handles personally complaints via of telephone, written inquires of inmates in contract facilities questioning the legality of there sentence computation. Share responsibilities of gathering information and materials that are incumbent to such agencies as corporation counsel, U.S. attorney’s office, metropolitan police Fugitive division and other law enforcement agencies. Prepare records, correspondence and materials for reports. Reexamine the legality of the committing documents provided by the courts to insure that inmates are committed in accordance with current law and court opinions and rulings. Operated various computerized information systems and personal computer. Coordinate pick-up and releases of inmates in contract facilities, and for interstate proceedings. Prepare exhibits, exhibit list and other materials to be used in court or other proceedings. Attend in court as the Custodian of Records with the original inmate jacket. Correctional Officer at D.C. Department of Corrections June 1990 - April 1991 (1 Year)

Responsible for count procedures, supervising recreation of inmates, dorm inspections, tower duties, fence line inspections. Require to sit on the adjustment board hearings as the charging officer. Performed administrative duties for lieutenant, taped off crime scene area when a crime assault has taken place, confined evidence in evidence bags for FBI and other agencies that might be involved in the investigation procedures. EDUCATION

University of the District of Columbia - None

Graduated 1970-01-01

Child Growth and Development

SKILLS

Sales Promotion, To complete

Automation, To complete

Brochure Design, To complete

Case Management, To complete

Spreadsheets, To complete

Information Systems, To complete

Consulting, To complete

Finance, To complete

Financial Management, To complete

Financial Systems, To complete

Recruitment, To complete

Human Resources, To complete

Information Retrieval, To complete

Law Enforcement, To complete

Legal Research, To complete

Medicine, To complete

Oracle Applications, To complete

Telephone Skills, To complete

Purchasing Process, To complete

Recreation, To complete

Scheduling, To complete

Administration, To complete

Hardworking And Dedicated, To complete

Personnel Procedures, To complete

LANGUAGES

English, Native/Bilingual

Contact this candidate