Office Administrator Administrative Assistant

Colette Elaine Bates

Rockville, MD ***** 240-***-**** *******.*******@*****.*** linkedin.com

TARGET ROLE: Office Administrator

QUALIFICATIONS SUMMARY

Highly experienced, dynamic professional with 19+ years of consistent work experience in the IT field & administrative work with the US Federal Government. Demonstrates ability to handle a variety of tasks with a high degree of accuracy and flexibility to set priorities when confronted with competing requests. Exercises independent, sound judgment in anticipating needs before they arise and drives improvements to build capacity for the leadership team. Instills a high level of integrity and discretion in handling confidential and sensitive information, as well as professionalism in dealing with stakeholders both internally and externally. Passionate about assisting others and contributing to the success of the organization.

CORE COMPETENCIES

Administrative Assistance Stakeholder Engagement Office Administration Data Entry Database Management Data Migration IT Communications Facilities Management User Administration User Management Supporting Security Operations Experience with Dod Procedures Process Optimization Regulatory Compliance Excellent Communication & Interpersonal Skills Problem Solving Cultural Awareness & Sensitivity Time Management Strong Organizational Skills

PROFESSIONAL WORK EXPERIENCE

Department of Health and Human Services Centers for Medicare & Medicaid Services Washington, D.C. Jul 2024 – Present

SENIOR ADMINISTRATIVE ASSISTANT GLOBAL SOLUTIONS GROUP (Contractor)

Render administrative support for the Centers for Medicare & Medicaid Services, managing complex Whistleblower Litigation cases related to False Claims Act lawsuits. Oversaw receptionist operations with maximum efficiency and productivity.

Handle critical tasks for the Office of General Counsel and coordinate cases and closures with lead attorneys to enhance workflow.

Optimize database efficiency utilizing CMS TRAC, QUE TAMES, and PACER, speeding up data retrieval with zero error.

Streamline legal matter assignments and closures to increase attorney productivity and reduce case resolution time.

Conduct comprehensive analyses of jurisdiction and docket case numbers, providing insights that influence legal strategies.

Lead weekly meetings via Microsoft Teams and SharePoint to enhance team communication and information sharing.

US Department of Air Force – Joint Program Office (JPO) Security Directorate Arlington, VA Dec 2023 – Jul 2024

ADMINISTRATIVE SECURITY SPECIALIST-SECRET CLEARANCE (Contractor)-System High Corporation

Provided essential administrative security support for the Joint Strike Fighter Program and ensured compliance with security policies while improving operational efficiency in office and visitor control in accordance with standard operating procedures.

Managed and assessed monthly status reports from system high corporation to enhance reporting accuracy.

Facilitated strategic discussions on security challenges and strengthened team collaboration by organizing weekly Microsoft SharePoint meetings, as well as conducted security assessments utilizing Federal and State National Security Databases.

Assisted and enforced security protocols in the JPO office and control area to enhance the visitor management system.

Maintained high-security standards by escorting personnel to secure areas of Federal buildings in adherence to security protocols.

US Department of State Bureau of East Asian and Pacific Affairs Washington, D.C. Apr 2022 – Dec 2023

OFFICE MANAGEMENT SPECIALIST-SECRET CLEARANCE (CONTRACTOR) – CHEROKEE FEDERAL INTERNATIONAL

Rendered administrative support to the Director of the Office of Japanese Affairs at the Bureau of East Asian and Pacific Affairs. Employed efficient calendar management, visitor screening, and handling of telephone inquiries to streamline daily office operations.

Equipped participants with essential background materials by coordinating meetings and conferences with efficiency.

Facilitated informed decision-making during diplomatic interactions to enhance foreign officer readiness.

Orchestrated electronic meetings and conference calls via MS Teams to optimize communication, increasing engagement.

Drove travel logistics efficiency by arranging international and domestic travel for supervisor & staff seamlessly.

Adhered to federal standards by processing procurement purchase requests through the Ariba Spend Management System.

Produced high-quality letters, reports, and office SOPs, translating rough drafts and verbal instructions into polished files.

Department of Homeland Security (DHS) Washington, D.C. Mar 2021 – Apr 2022

ADMINISTRATIVE ASSISTANT-SECRET CLEARANCE (CONTRACTOR)

Effectuated strategic administrative support to the Chief Financial Officer and Budget Financial Officer at the Department of Homeland Security. Maneuvered complex calendar schedules and travel logistics while optimizing databases.

Promoted team collaboration and aligned departmental objectives for financial oversight through key personnel meetings.

Elevated operational efficiency by updating the Primary Tasking Tracking Management System for clarity in task management.

Produced optimal documents and presentations using advanced skills in MS Office Suite and correspondence software.

PROFESSIONAL WORK EXPERIENCE continued

US Department of Energy Washington, D.C. Feb 2020 – Nov 2020

HUMAN RESOURCE ADMINISTRATIVE ASSISTANT (CONTRACTOR)

Provisioned HR support for the Federal Energy Management Program. Managed and optimized MS Office SharePoint to track HR requests for processing of personnel actions involving Personally Identifiable Information (PII).

Analyzed email inboxes for potential DOE candidates, crafting clear and persuasive communications to enhance effectiveness.

Maintained electronic & paper records to ensure compliance and speed up document retrieval for decision-making.

Maximized the use of Microsoft Office and SharePoint tools to support HR initiatives according to defined objectives, contributing to the hiring of 700 Physical Scientists, Electrical Engineers, and Management Analysts.

Developed and streamlined electronic repositories for incoming resumes, improving candidate classification and retrieval to enhance recruitment efficiency as well as analyzed workforce data reports to support strategic staffing decisions.

Facilitated communication between the Work Management Office & HR for staffing actions using HRIS to enhance coordination.

Directed daily reports preparation for DOE Deputy Managers, enabling informed decision-making with the latest workforce analytics.

US Occupational Safety and Health Review Board Washington, D.C. Jan 2020 – Mar 2021

PERSONAL ADMINISTRATION ASSISTANT – TEMP POSITION

Provisioned high-level administrative and confidential support to the Chairman of the US Occupational Safety and Health Review Board, ensuring smooth operations and protecting sensitive information in alignment with organizational goals.

Strategically managed several key office functions, including phone communications, drafting correspondence, scheduling important meetings, and preparing budget estimates while coordinating travel arrangements.

Streamlined travel and vendor invoice payment processes by preparing, submitting, and tracking all necessary documentation, leading to faster reimbursements and better financial oversight.

Researched complex inquiries and issues, following up to ensure effective resolutions and stakeholder satisfaction.

Improved interdepartmental collaboration by facilitating communication and coordination among staff.

Federal Reserve Board – Division of Monetary Affairs Washington, D.C. Mar 2019 – Dec 2019

STAFF ASSISTANT

Enhanced operational efficiency by providing high-impact support to all staff levels. Acted as a key liaison with program and research offices, including coordinating travel logistics and facilitating office space planning for new team members.

Managed logistics for important group meetings and events, handling all details such as transportation, accommodations, catering, and AV equipment to ensure smooth execution and positive experiences for attendees.

Improved the onboarding process for new staff by efficiently managing Division Logistics requests and maintaining accurate records in HRIS and SharePoint, enhancing integration and support.

Boosted project outcomes by planning and executing workshops, promoting teamwork, and driving initiatives.

National Science Foundation Alexandria, VA Jun 2018 – Mar 2019

ADMINISTRATIVE ADMINISTRATIVE, ASSISTANT HUMAN RESOURCE MANAGEMENT

Provided top-notch support to the Chief Human Capital Officer, Division Director, Deputy Director, and Programs Support Manager. Strategically improved administrative functions to enhance division operations and efficiency.

Monitored congressional correspondence and action items to guarantee timely responses and compliance with protocols.

Ensured the overall accuracy of personnel action documents to reduce processing errors and enhance workflow efficiency.

Managed complex calendars for the Division Director, creating professional correspondence to facilitate effective communication.

AGI Mission Support Services, Inc. Silver Spring, MD Mar 2018 – Jun 2018

ADMINISTRATIVE ASSISTANT

Competently functioned as an HR Assistant and employed full-cycle human resource processes, including recruiting.

Improved candidate quality and application rates by developing, authoring, and screening job descriptions in alignment with company needs and standards.

Reduced hiring risks by performing in-depth background and reference checks to verify qualifications and suitability for positions.

US Security Associates Fairfax, VA May 2017 – Mar 2018

ADMINISTRATIVE ASSISTANT

Enhanced the overall functioning of the Emergency Department of the new Women's and Children's Unit of the hospital by efficiently coordinating patient flow, managing schedules, and facilitating communication between medical staff and patients.

Ensured timely and accurate data entry while overseeing the patient check-in and registration process.

Information Systems Corporation Bethesda, MD Jan 2017 – May 2017

ADMINISTRATIVE ASSISTANT (Contractor)

Played an integral role in supplying necessary administrative support to the Program Manager while functioning as the security point of contact for access to case files and data, including Personally Identifiable Information (PII).

Maintained file security and compliance by utilizing a list of authorized employees to monitor and verify access requests, ensuring that only authorized personnel could view sensitive files.

PROFESSIONAL WORK EXPERIENCE continued

Accounted for updating case files for management, reviewing Public Trust Clearance credentials using SalesForce and DocuSign software, and authoring and sending required letters for the Social Security Administration (SSA) contract Auditors.

National Association of Student Financial Aid Association (NASFA) Washington, D.C. Jun 2016 – Jan 2017

ADMINISTRATIVE ASSISTANT

Offered comprehensive administrative support to the Vice President to ensure workflow ran smoothly on a daily basis.

Efficiently handled the Vice President’s time by managing the calendar and coordinating meetings, projects, and special events.

Kept the Vice President on task by monitoring emails and maintaining a list of outstanding items that required immediate attention.

Private Family Martinsburg, WV Oct 2015 – Jun 2016

CAREGIVER TO ELDERLY PARENT

Assisted elderly parent with daily activities, ensuring their personal hygiene and dressing needs were met. Offered companionship by engaging in preferred activities, including TV shows and dining outings.

Ensured safe mobility for the parent in various settings and facilitated timely transportation to medical appointments and other essential errands while maintaining a sanitary and organized environment.

Engaged the parent with stimulating conversations, entertainment, and reading sessions, dedicatedly enhanced quality of life through compassionate, effective care, demonstrating genuine empathy and commitment.

National Institutes of Health (NIH) Bethesda, MD Jan 2014 – Oct 2015

Clinical Data Manager

Coordinated with partners and resources to ensure all activities are completed promptly. Guided cross-functional teams to apply dynamic and creative approaches in the life cycle of clinical trial data.

Comprehended and translated clinical team objectives into operational actions and maximized available technical platforms to assist in coordination, planning, and completing objectives.

Enforced consistency and integrity while providing administrative research support to Research Physicians and Nurses.

Federal Communication Commission Washington, D.C. Mar-2009 – Mar 2013

INFORMATION TECHNOLOGY SPECIALIST (Federal Employee GS 13)

Ensured seamless operations and provided prompt resolutions to inquiries through comprehensive research on various computer systems, servers, applications, and databases to swiftly identify and resolve issues.

Optimized overall workflow by coordinating with internal teams and external stakeholders and facilitating clear and timely communications on behalf of the Chief Information Officer (CIO).

Delivered significant technical support for President George W. Bush's airplane communications system and the Secure Video Teleconference System (SVTC), the first of its kind to be implemented at the White House.

Successfully coordinated a high-level meeting involving President Bush's cabinet members at the Old Executive Building, earning a $1,800 Monetary Award for outstanding contribution to the efficiency and success of the meeting.

Ensured efficient user and device management across multiple systems by administering user access permissions, configuring security settings, and implementing best practices for device management across Google Workspace, Active Directory, Group Policy, and other applications.

Protected sensitive data and smooth operations during client visits by managing IT communications and facilities operations.

EDUCATION & CERTIFICATION

Certificate – Health Unit Coordinator (HUC) Montgomery College, Rockville, MD

Computer Science Studies Montgomery College, Rockville, MD

Vocational Studies Allegany County Vocational School, Cumberland, MD

High School Diploma Fort Hill High School, Cumberland, MD

VOLUNTEER EXPERIENCE

Volunteer John's Hopkins Hospital, Bethesda, MD

TECHNICAL SKILLS

Microsoft Office Suite (Word, Excel, PowerPoint) SharePoint C-suite HRIS Ariba Adobe Healthcare EHR Systems (Cerner Millennium)

*Possess an active Secret Security Clearance

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