Program Coordinator Operations Manager

LONISE FELETI

*********@*****.*** +1-408-***-**** San Jose, CA 95122

Summary

Authorized to work in the US for any employer Experienced Administrative Program Coordinator proficient in administrative needs of Higher Education businesses. Efficiency-driven, highly accurate and well-organized with open and clear communication style and self-motivated approach. Dedicated to team success and solving problems with minimal oversight. Skills

● Google Docs

● QuickBooks

● Zoom

● Oracle software

● Egencia travel booking

● Google Calendaring

● Microsoft Teams

● SAP

● Concur Travel and Procurement

● Microsoft Suite

Experience

10/2023 – 12/2024

OPTION1 STAFFING:

STANFORD

UNIVERSITY SCHOOL

OF ENGINEERING

COMPUTER SCIENCE

Palo Alto, CA

FACULTY ADMINISTRATOR

● Provide administrative support to faculty, post-docs, and students enrolled in the programs

● Specific Duties & Responsibilities: Academic Support (50%): Oversee all administrative aspects of the academic programs of the Human Centered Interaction and Graphics, Computer Science

● Work closely with fellow administrator teams in establishing program schedules, requiring planning, coordination, knowledge and understanding of the academic program

● Represent the program in administrative matters, including space, facilities and classroom/lab support

● Develop various program reports (both budget and non-budget)

● Oversee and monitor program expenditures, contributing to program budget development and projections

● Proactive in supporting Faculty members on various administrative tasks

● Arrange all aspects of visits for guest speakers to HCI Seminar, including transportation, meals, schedules

● Assist accepted students, seat/office assignment, and completion of key and badge requests

● Assist with printing written exams for students end of semester

● Providing student guidelines for approved travel for research purposes

● Maintain annual entries in AARF

● Manage inventory and purchase of lab supplies, office kitchen supplies

● Upload documents onto shared drive and google docs

● Maintain spreadsheet of revenue and expenses and reconcile monthly

● Budget/Financial Support (25%): In collaboration with the Administrative Manager, prepare annual department budgets

● Maintain required records/documents

● Reconcile accounts on Stanford Oracle web software and record credit card activity for department procurement card

● Monitor effort reporting and prepare e-forms as necessary

● Maintain monthly expenditure/revenue spreadsheets for each department account and faculty discretionary account; communicate with faculty as needed to keep abreast of account balances; address any departmental financial issues that may arise

● Liaison to: Engineering Research Administration; Purchasing and Travel transactions General Administrative Duties (25%):

● Oversee the daily activities of the Center, and purchase supplies needed for office and lab

● Arrange FedEx/UPS shipping

● Maintain department digital files

● Coordinate and order catering for weekly seminar and faculty/student meetings 06/2023 - 09/2023

EMPLOYNET MORGAN

ADVANCED

MATERIALS

Hayward, CA

ADMINISTRATIVE ASSISTANT

● Support Operations Manager with daily data entry of production logs

● Huddle with Operations Manager and fellow administration to keep up to date on all key issues

● Meets all deadlines for production director to meet daily required shipments

● Attend compliance to safety, sanitation, and overall workplace safety standards

● Works with fellow administrator workers to maintain efficient workflow

● Ensuring problems regarding production, communications and support systems are resolved

● Run daily production reports and upload to share drive

● Reconcile any discrepancies with production data 01/2023 - 06/2023

MAXONIC: STANFORD

UNIVERSITY SCHOOL

OF ENGINEERING D.

SCHOOL

Palo Alto, CA

REIMAGINING ELECTIONS COORDINATOR

● Facilitate and Coordinate with Reimagining Elections team and research a collaborative human centric design of future election.

● Develop purchase orders for all projects and requisitions as needed to purchase goods

● Prepares e-documents to collaborate with team

● Monitor accounts and reporting to project leaders their budget status Alert supervisor to due dates, any potential problems or needs associated with financial matters in the office

● Attend staff development programs and bi-weekly conference calls with staff

● Administrative duties include mailing of kits put together by project leaders for district election sites

03/2022 - 12/2022

OPTION1 STAFFING:

STANFORD

UNIVERSITY SCHOOL

OF MEDICINE,

DIVISION OF

ONCOLOGY

Palo Alto, CA

ADMINISTRATIVE ASSOCIATE

● Provided exceptional support to Operations Manager of Department of Medicine Oncology

● Acted as liaison and back up to fellow administrative associates when on leave or time off

● Create MS suite documents for faculty, administration members as requested

● Process expense reimbursement through Stanford Oracle system

● Schedule meetings and resolve any issues pertaining to overlap of schedules

● Research and reconcile any equipment or lab orders as requested

● Update and maintain admin assigned equipment for office and home office

● Contact vendor or supplier for any outstanding orders

● Arrange facilities request for office move

● Schedule and reserve conference rooms

● Arrange travel for clinician with heavy travel and conference invited speaker

● Create and e-file of travel logistics

● Maintain office files: electronically and hard copy

● Other duties as assigned by the Division Director and Operations Manager 11/2021 - 03/2022 ADMINISTRATIVE ASSOCIATE

● Support Clinical Anatomy with processing Anatomical Gift Program; donor application process OPTION1 STAFFING:

STANFORD

UNIVERSITY,

DEPARTMENT OF

SURGERY CLINICAL

ANATOMY

Palo Alto, CA

● Customer Service by phone for interest of the program

● Check daily voicemail and emails of interested parties and respond within 24 hours

● Serve as the primary contact with new application for donors

● Work with Operations Office Manager to update of pending applications

● Coordinate with off-site Manager located in Southern California with any new developments

● Maintain confidential forms including applications with personal data

● Create and update spreadsheet with clients personal information such as address, phone number, beneficiary contact

● Order office and lab supplies as needed and requested

● Process daily incoming / outgoing mail

● Joined weekly staff meeting on zoom for department updates

● Attended staff development training

● Other duties as assigned

09/2021 - 11/2021

OPTION1 STAFFING:

STANFORD

UNIVERSITY

DIVISION OF

ONCOLOGY

Palo Alto, CA

ADMINISTRATIVE ASSOCIATE

● Provide exceptional support to Department of Medicine Oncology. Support a team of admins as a backup or coverage.

● Edit and review CVs for faculty members

● Office arrangement as team members return to office since hybrid or remote working

● Process expense reimbursement through Stanford Oracle system

● Process office supply order through Stanford procurement system, amazon business account.

● Submit work order requests for different office refurbishing or maintenance

● Contact vendors and follow-up with work requests

● Create worksheet and other department forms for equipment surplus 05/2021 - 09/2021

OPTION1 STAFFING:

STANFORD

UNIVERSITY SCHOOL

OF MEDICINE /

ADMISSIONS

Palo Alto, CA

ADMINISTRATIVE ASSOCIATE III

● Provide exceptional support to School of Medicine Admissions and MD of Radiation/Oncology

● Manage heavy calendaring for Chief/Director of Admissions

● Process expense reimbursement through Stanford Oracle system

● Arrange recurring meetings for Admissions team

● Perform monthly reconciliation of purchasing transactions

● Maintain Business Office procedures and pertinent documents

● Arrange domestic and international travel for Director

● Arrange catering for business meetings

● Work collaboratively with colleagues to achieve collegiate objectives and goals;

● Perform other duties as assigned

07/2020 - 05/2021

SECOND HARVEST OF

SILICON VALLEY

San Jose, CA

HOME DELIVERY SPECIALIST

● Provides specialized administrative support in the home delivery of fresh food during COVID-19

● Serves as a central point of contact between elderly senior members and food connection to provide excellent delivery service by third party service

● Coordinates with warehouse staff on meeting delivery demands

● Perform daily inventory check and resolve any discrepancies with expiration of food items

● Coordinates with third party delivery service that required constant update of any delays, or issues with location drop-off

● Maintained shared google document in live time to meet daily delivery schedule

● Performs or delegates clerical and administrative support tasks, including creation, typing, and editing of program correspondence, purchasing documents, reports, and other publications

● Performs miscellaneous job-related duties as assigned 01/2020 - 06/2020

TEKBERRY:

STANFORD

UNIVERSITY

BIOMEDICAL DATA

SCIENCE SCHOOL OF

MEDICINE

Palo Alto, CA

ADMINISTRATIVE ASSOCIATE

● Provide administrative support in the Biomedical Data Science department

● Heavy calendaring for Faculty member

● Coordinates with Executive Assistant with managing a welcoming and professional front office environment

● Create MS documents

● Expense Reimbursement through Stanford Oracle system

● Update CVs for faculty

● Process weekly supply orders

● Run office errands

● Assist with event planning and socials

● Maintain conference room scheduling

● Set up audio and visual presentation and zoom for meetings

● Performs miscellaneous job-related duties as assigned Education and Training

06/2020

Fremont, CA

Certificate in QuickBooks Pro

Regional Occupational Programs

06/1987

San Jose, CA

High School Diploma

Silver Creek High School

San Jose, CA

Some College (No Degree) in Computer Applications

Evergreen Valley College

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