Administrative Support Senior

Kathleen G. Reyes

**** *. ************ **** #**** ● Pflugerville, TX 78600 ● 512-***-**** ● ************@*****.*** PROFESSIONAL WORK EXPERIENCE

Dell Medical School, The University of Texas at Austin – Austin, TX January 2023 – February 2025 Senior Administrative Associate, Dean’s Office

● Actively manage conference room calendars as necessary. Assist with routine scheduling, as needed including doodle poll/availability compilation. Assist in the coordination of interview scheduling, as needed. Assist guests/DMS staff with special event coordination, setup and clean up or meeting preparation including but not limited to IT and AV setup.

● Coordinate travel arrangements for supported team members, including processing reimbursements. Develop itineraries, handle arrangements with drivers or cars, provide detailed driving directions with maps, reserve meeting facilities, hotel arrangements, and other necessary arrangements.

● Provide administrative support to the Dean’s office executives when asked and serve as first point of back up for all EA staff on the 5th floor (as needed and for absence & vacation) which includes: composing and preparing correspondence, reports, meeting agendas, materials and notices, and assisting with follow-up materials as requested.

● Actively Interim Assistant to the Chief of Finance

● Provide administrative support to the Dean’s Office executives and staff with UT Finance requests

(including processing OOEF’s, RTA’s, vendor payments and reimbursements).

● Maintain copies of documents for office files.

● Monitor/Order supply levels and collect supply requests for both office supplies and kitchen/beverage supplies. Interact with vendors and vendors representatives. Collect and disperse departmental mail.

● Assist with calendaring and scheduling of items, as needed. Answer main DMS 5-5000 line and direct calls appropriately; serve as an information source for the building, Dean’s office and internal functions.

● Serve as first point of contact for visitors in the Dean's Office. Make arrangements for official guests and receive and greet visitors. Manage the flow of traffic through the Deans office and 5th floor conference rooms. Maintain kitchen, kitchen supplies and prepare coffee service for morning meetings and throughout day, including end of day clean up.

● Assist with special projects, as assigned.

● Other related functions as assigned.

Dell Medical School, The University of Texas at Austin – Austin, TX June 2016 – December 2022, Senior Administrative Associate, Facility Planning and Operations

● Administrative support to Executive Director, Two Directors and One Associate Director

● Supervise clerical staff, assign tasks and oversee departmental efficiency

● Maintain 31 calendars, including scheduling and arranging meetings, conferences and special events

● Meet/greet and coordinate international/domestic travels for guests and visiting scholars

● Sort, prioritize and handle incoming/outgoing correspondence and email

● Handle and process purchase requests for department

● Assist Executive Director with management of day-to-day building activities Department of Human Resources, The University of Texas at Austin – Austin, TX February 2006 – June 2016, Human Resources Assistant III

● Consult with clients regarding health insurance benefits, human resources and records assistance

● Coordinate on-boarding for new employees (background checks, I9’s, timesheets etc.)

● Coordinated new employee orientation, and new employee check-in

● Troubleshoot claims and interpret policies, procedures and UT Austin practices

● Assist with Annual enrollment

● Perform intake, sorting, tracking, and distribution of documents for processing

● Prepare and maintain reports related to benefits and process personnel forms

● Prioritize large volume of incoming/outgoing calls (50-100 per day)

● Managed central email account for Service Center

● Assist in preparation of job descriptions and specifications

● Assist with UTemp work program

● Assist with Open Enrollment and benefit fairs

AMIL International Medical Insurance – Austin, TX

November 1998 – January 2006 Executive Assistant

● Personal assistant to CEO and upper management team

● Scheduled appointments, screened phone calls, created and maintained file system

● Schedule meetings, conferences and special events

● Handle international/domestic travel for CEO and Account Executives

● Troubleshoot claims and interpret policies, procedures and UT Austin practices

● Assist with Annual enrollment

● Perform intake, sorting, tracking, and distribution of documents for processing

● Prepare and maintain reports related to benefits and process personnel forms

● Prioritize large volume of incoming/outgoing calls (50-100 per day)

● Sort, prioritized and handled incoming/outgoing correspondence/email

● Create, edit and finalized letters, reports and publications

● Coordinate and oversaw assembly, maintenance and accuracy of Amil International documents

● Purchase office supplies and equipment

● Supervised clerical staff and assigned tasks

● Customer Service

EDUCATION

● High School Diploma, Manor High School, Manor, TX PROFESSIONAL SKILLS

● High proficiency with Windows computer platforms, Microsoft Office applications (WORD, EXCEL, and Outlook), and UT Austin's in-house applications: Box, Smartsheet, Purchasing/payments via the request form system, Define, Zoom, and Team’s

● Flexible self-starter with ability to navigate a fast-paced environment requiring multi-tasking and sound judgement

● Maintains confidentiality and effective communicator. Ability to deliver high quality customer service with the utmost professionalism in situations requiring tact and sensitivity.

● Extremely well versed in human resource management, rules, and policies

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