Office Administrator/ Supervisor

BELINDA VIGIL-LUEVANO

505-***-**** ************@*****.***

Executive/Administrative Assistant

A hardworking administrative professional, with over 20 years of experience managing administrative offices, processes, managing budgets and accounting. I am looking to expand my experience with my Criminology degree and become a Substance Abuse and Alcohol Counselor. Education

CNM Albuquerque, Associates Degree, Criminology, In Process CNM Albuquerque, Associates Degree, Human

Services, In Process

PROFESSIONAL EXPERIENCE

New Mexico Human Services Department- Data Entry Specialist (Contract Position), May 2023- May 2025

Supported all clients, agency clients, vendors, and all staff (to include managing all incoming/outgoing emails, answering phones, clerical support, etc.).

Conducted thorough reviews of data entries to verify accuracy, completeness, and compliance with company standards.

Entered and maintained data from multiple sources into internal company databases with a high degree of accuracy and efficiency.

Supported ongoing data cleanup and verification initiatives to improve database accuracy and system functionality.

Collaborated cross-functionally with team members and departments to maintain consistency and integrity of shared data sets.

Handled sensitive and confidential information in accordance with HIPPA privacy regulations and company policies, ensuring data security at all times.

Responded to document processing requests, including printing, scanning, and faxing, in a timely and professional manner.

Facilitated the renewal of Medicaid and SNAP benefits for clients across the state, ensuring timely submission of required documentation and adherence to state eligibility guidelines. Parents Reaching Out- Office Administrator/ Conference Director, October 2014- January 2022

Manage front desk and provide friendly, constructive, and professional customer service to the public, current clients, agency clients, vendors, and all staff (to include managing all incoming/outgoing mail, answering phones, clerical support, etc.).

Support Executive Director to ensure support of the agency’s Board of Directors and organize Board meetings (preparing all documents for each Board member, ordering food, preparing travel arrangements, etc.).

Collaborate with the Director of Programs (or designate) to develop a staff manual with appropriate policies and procedures for staff for responding to clients calls, requests and complaints, travel, ordering supplies, and requesting publications for workshops.

Maintain, edit, publish and print inventory of all publications and supplies.

Manage professional relationships with all necessary vendors which include IT, office supply vendors, water delivery service, and all building maintenance staff/janitorial staff.

Maintain and organize all office supplies which includes assuring there is always sufficient number of supplies for all staff and volunteers at all times.

Coordinate regular building maintenance and maintain all relationships with inspectors to include Fire Marshall, alarm service and repair services.

Managing client database which includes running reports, making updates, and audits of data entry for staff.

Ensure that the agency’s technology is maintained and operational. Manage relationship with IT and serve as main point of contact for all IT issues on daily basis.

Support Program Manager in the planning and organization of events and coordination and training of volunteers for office and events.

Ensure that all areas of Parents Reaching Out are kept in a neat and organized manner and serve as point of contact for agency’s support staff.

Answering of phones, maintaining phone system, train staff and volunteers on use of phone system, voicemail set up, message retrieval and app options.

Welcoming and directing visitors to correct office or meeting room which include student tours, partner meetings, and orientations for medical students from UNM.

Create and maintain files and monthly spreadsheets/reports for the Assistive Technology program and Medically Fragile contracts.

Processed Medically Fragile and Assistive Technology applications weekly which included making purchasing from over 50 different vendors and websites of prior authorized budget items for clients with severe special needs or serious medical conditions.

Faxing, filing and organization of documents for all staff.

Manage and maintain master workshop documents for all programs and organize and assist staff in preparing all documents and supplies needed for staff and family workshops.

Managed and organized the Annual Family Leadership Conference for families and professional which brings over 400 attendees from all around the state of NM and some nationwide to provide informational workshops to families about Special Education, Healthcare and Early Intervention services that are available for people with special needs or disabilities.

Main point of contact for key note presenters, hotel, exhibitors, attendees, presenters, and schools for the organization of the Family Leadership Conference and also prepare travel arrangements for key notes and scholarship recipients. AFRICAN AMERICAN HEALTH & SOCIAL SERVICES- Executive Assistant/Administrative Assistant to the Executive Director, October 2013- June 2014 (Part Time Contract Position)

Provide executive administrative support to the Executive Director of the African American Health & Social Services.

Organized the National Black HIV and AIDS Awareness day, which included being the liaison to all vendors, scheduling and attending all organizing committee meetings, creating contracts for performers, creating budgets, creating all advertising materials such as banners and flyers for the events, also communication with different organizations for donations for the event and organizing volunteers for event.

Create advertisements for publications for the organization

Received my HIV Testing certification from the Department of Health.

Administered free HIV tests to community members

Organized and archived the filing system for the organization.

Attended community meetings for HIV and AIDS outreach. NM STATE OFFICE OF AFRICAN AMERICAN AFFAIRS- Executive Assistant/Administrative Assistant to the Executive Director, June 2012- June 2013

Provide executive administrative support to the Executive Director and all staff of the Office of African American Affairs.

Obtain quotes for office supplies and services for office equipment. Oversee supply inventory and maintenance of office equipment.

Attend Health Implementation Team meetings and prepare minutes for Deputy Director.

Supervise and train volunteer program staff which includes monitoring time, approving timesheets, giving tasks, and following up on progress.

Maintain and monitor meetings on Executive Director’s Outlook calendar.

Coordinate and assist staff in coordinating events which include communicating with event company, reserving rooms, invitations, decorations, set ups, ticket sales, and promotion.

Assist in maintaining website which includes being a liaison to web designer.

Create flyers and banners for office events- onsite or offsite.

Attends meetings with Executive Director and documented detailed minutes.

Manage and maintain conference room calendar for staff and outside agencies.

Develop email blast lists for Executive Director for correspondence and announcements. IDEAL-NM/HED/PED- Business Operations Specialist/Business-Office Manager, May 2010- June 2012

Provide administrative support to the Executive Director and all staff.

Coordinate, plan and organize all travel arrangements for all staff which include reimbursements, payments, and circulation the proper paperwork for approval through the Public Education Department.

Prepare correspondence, per Executive Directors request regarding the program for schools, parents, and other agencies.

Monitor and manage all budget accounts which include the revenues and expenditures from multiple funding sources.

Prepare, process, and track agency agreements, such as Memorandums of Understanding and Intergovernmental Agreements.

Create and track Professional Service Contracts from eTeachers, contractors and service providers.

UNM Department of Surgery Academic Office (Promoted/Transferred) - Administrative Assistant II/ Grants Coordinator, October 2010- February 2011 UNM OBGYN Urogynecology Academic Office (Promoted/Transferred) - Administrative Assistant II, April 2010- October 2010

UNM Internal Medicine Academic Office - Administrative Assistant II, October 2008 – April 2010 Sun Country Industries, Assistant Planning Coordinator, August 2005 August 2008 USDA Rural Development, Administrative Assistant, May 2004- August 2005 Pojoaque Family Practice, Administrative Assistant, October 2001- May 2003 Mac’s Services, Administrative Assistant, February 2000- October 2001 SKILLS

I have advanced experience in Microsoft Office, Outlook, and also advanced in Word, Excel, Power Point, Microsoft Imaging, Publisher, and Adobe Acrobat. I also have extensive experience in managing budgets with amounts over 3 million dollars which include invoicing, tracking and liaison to vendors and customers. I have done Medicaid billing in their portal for two statewide grants I managed for over 7 years. I utilize copy, fax, postage, and scanner equipment daily. Calculators and 10 key entries are used daily in all my positions. I maintain alphabetical/numerical file systems and manage multi-line telephone systems. I have excellent organization and multi-tasking skills in an office and team environment. I am also semi-bilingual in Spanish; I can read, write, and speak in English and read and speak some Spanish. I have completed my 45-hour child care certification through CNM in Albuquerque, NM. I am also CPR certified for adult, child, and infant.

References

Upon Request

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