Administrative Assistant Vice President

Tracy Garcia

Round Lake Beach, IL 847-***-**** LinkedIn *****@***.***

Dynamic, focused and capable Administrative Professional with 25+ years of clerical experience in a diverse array of settings. Often juggle multiple tasks concurrently using multitasking acumen. Develop and refine office operations to be productive in nature. Create full-scale client and vendor databases that contain useful information in an easy-to-reference source. Aim to improve billing processes to be more efficient. Author of impactful proposals and presentations. Nurture strong, lasting interdepartmental relationships with individuals and teams at all levels. Entrusted to take on managerial tasks including budgeting and vendor relations. Now seeking a challenging, exciting new role that will allow for ongoing career progression and growth.

CORE COMPETENCIES

Administrative Support, Customer Service, Photocopying & Faxing, Mail Management, Supply Orders, Leadership, Cross-Functional Collaboration, Teamwork, Project Management, Communication, Phone Correspondence, Writing & Editing, Documentation, Accounting, Budgets, Calendar Organization & Scheduling, Research, Compliance, Organization, Time Management, Attention to Detail, Microsoft Office, SharePoint, QuickBooks, Zoom, Adobe Photoshop, Databases, SAP Concur, Presentation Development

CAREER EXPERIENCE

Belle Aire Creations Evaluations Coordinator, (2023 – Present)

●Manages new application sample projects.

●Organizing duplication oils and library product

●Managing organization of the Target Retains

●Coordinates sensory room scheduling, Target triangles and duplications.

●Vendor management

Rosalind Franklin University of Medicine and Science Coordinator, Research Center (2022 – 2023)

●Join with the Center Director(s), Principal Investigators and Research Staff to offer clerical guidance in organizing operations supporting Research Center programs and their respective missions

●Direct processes across the Center’s sponsored project portfolio, developing and finalizing operating budgets

●Guide the pre-award administration process for grants and/or contracts

●Maintain compliance with applicable regulatory protocols

●Manage post-award administration for research grants and contracts from account inception to closing

●Deliver financial data used to guide fiscal and technical progress reporting

●Take on other Research Center Coordinator tasks as per the Office of the Executive Vice President for Research

Great Lakes Credit Union Facilities Administrative Assistant – Facilities Coordinator (2016 to 2022)

●Took over administrative processes such as procurement, purchase orders, expense reports and annual budgeting; also documented processes, handled monthly CEO reporting,

●Took on managerial work as needed due to aptitude for taking on increased responsibility

●Fostered and maintained positive vendor relations, meeting with them to ensure adherence to their needs

●Organized staff appointments with vendors, working with each vendor to resolve billing, invoicing, accounts payable and accounts receivable issues in a timely manner

●Assumed control over the AVP’s scheduling and covering during his absences

●Recorded meeting minutes using strong attention to detail

●Efficiently planned all aspects of staff training

Journeycare Team Administrative Assistant (2015 to 2016)

●Led research to develop briefing materials, agendas and documents for use in executive meetings

●Created an internal client filing system, facilitating updates as needed

●Produced an alert system featuring upcoming deadlines for incoming requests and events

●Carried out Account and Project Management tasks including creating patient schedules for Home Health Aides

●Facilitated Implementation Department meetings, producing related reports and forms using Allscripts and Excel

●Fashioned auditing reports for Managers, utilized to close projects and recognize revenue growth

●Examined reporting needs and gaps to reduce reporting time; shared these findings with the Director, CEO and other departments to save both time and resources for the department

Tracy Garcia

Page Two

Journeycare Continued

●Conveyed project statuses to onsite and remote Project Managers, detailing issues and progress in detail

●Excelled cross-functionally with corporate staff and divisional offices to create, implement and train on new systems used across all the divisions

Good Shepherd Hospital ER Tech/Procurement (2003 to 2015)

●Collaborated across departments by phone and onsite including the ICU, Pharmacy and Biomed

●Partnered with the Emergency Department to deliver focused patient care; also worked cross-functionally to transport patients to different areas of the hospital safely and in a timely fashion

●Documented patient information using Allscripts

●Aided Physicians in post-molding broken bones as well as with Physician-ordered EKGs, and testing

●Controlled, ordered and maintained equipment for the ER, doing so in an expedited manner

Flyin Hawaiian Enterprises Executive Administrative Assistant/Office Coordinator (2003 to 2011)

●Created compelling marketing programs at the channel and customer levels, working with channel partners via phone and onsite to assist them in developing plans that efficiently leverage member funding

●Constructed and finalized channel-specific budgets

●Accurately measured performance against set program goals

●Supervised 45 employees in handling IFTA stickers for trucks, along with staff payroll and other office duties

●Traveled up to 25% to visit customers onsite, finalizing marketing plans and delivery budgets

●Researched, proposed and set forth vendor services to alleviate operational costs

●Developed external contacts for the CEO and maintained periodic communication pertinent to priority contacts

●Warmly welcomed visitors, confirming the purpose of their visits and referring them to their respective destinations

●Authored company announcements, reserved conference rooms and managed catering for staff trainings; also planned dealer visitations, corporate events and employee morale boosters

●Efficiently updated truck fleet work tickets

Also worked as an Executive Administrative Assistant for Pernod Ricard (2000 to 2003)

EDUCATION & CREDENTIALS

Some credits toward an Associate of Applied Science, College of Lake County - Grayslake, IL

Project Management Certificate, Lake Forest Graduate School of Management – Lake Forest, IL

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