Project Management Administrative Services

SUMMARY Dedicated Administrative Services Specialist with over 20 years of experience in administrative assistance, management and oversight. Proven expertise in project management, policy implementation, and team leadership, complemented by a strong ability to foster relationships with stakeholders to ensure optimal service delivery. Demonstrated success in enhancing operational efficiency and compliance while overseeing complex administrative functions. Ready to contribute valuable skills in managing conference logistics and support services to exceed objectives.

WORK EXPERIENCE

11/2023 – Present Program Manager, Right at School

Milpitas, CA

Oversee the Right at School Educator Team, including enrichment specialists and vendors, ensuring the delivery of an engaging and interactive educational experience.

Cultivates strong relationships with school administration, parents, and PTA organizations to provide optimal care for children while ensuring customer satisfaction.

Delivers the dynamic Right at School curriculum, supported homework completion, led fun fitness activities, and guided children during play.

Demonstrated positive guidance and effective classroom management to maintain the safety, well-being, and attention of all children.

Met and reported regularly to the Area Manager regarding program, site, and staff performance.

Ensured staff compliance with district-specific policies and procedures.

Organized program materials for lessons and activities, documenting attendance, incidents, and other observations.

Managed and ordered supplies as needed in alignment with the curriculum.

01/2021 – 11/2023 Time away from employment to care for elderly and ailing mother

03/2014 – 12/2020 Corporate Administrative Manager - Dialysis Administrative Services

Satellite Healthcare, San Jose, CA

Supervised and mentored Administrative Assistants and Coordinators in their assigned duties.

Directed corporate projects that involved administrative services.

Served as the Flu Vaccine Leader and Coordinator for the company.

Provided constructive feedback to Clinical Managers for performance reviews of Administrative Coordinators and Assistants.

Managed medical records scanning and storage for Satellite. Participated in the development, implementation, and oversight of SHC electronic health records.

Created and maintained policies and procedures regarding administrative services and medical records management.

Oversaw off-site medical records storage, involving implementation and training of all users.

Facilitated the development and standardization of all SHC's front office processes, both in-center and home patients.

Ensured compliance with policies and procedures and CMS Conditions for Coverage in supporting centers for survey readiness.

Responsible for the growth and development of all center administrative staff.

Served as a resource person and mediator/negotiator with other corporate services, including Billing, Finance/Purchasing, Information Services, Nutrition, Social Work, Clinical, and Technical services.

08/2004 – 06/2013 Manager of Admin and Training Services

Kaiser Permanente, Santa Clara, CA

Managed and directed all administrative functions for 6 Home Health and Hospice offices across 3 Bay Area locations.

Developed, reviewed, revised, and implemented departmental administrative policies and procedures.

Oversaw project management efforts, including office relocations, implementation of computer and software systems, and managing written and electronic medical records systems.

Prepared for survey readiness by participating in and compiling data and materials for surveys conducted by the Joint Commission, State Surveyors, and Kaiser Regional Offices.

Determined appropriate staffing needs to perform departmental functions effectively and efficiently.

Recruited, interviewed, hired, and evaluated administrative personnel.

Counseled, coached, and developed personnel, addressing strengths and areas for improvement.

Created and conducted in-service education programs for staff to enhance performance and maintain technical competence.

Facilitated effective departmental meetings to keep personnel informed and promote ongoing staff communication.

Participated in local meetings, task forces, and regional meetings to ensure departmental alignment with organizational goals.

Produced management information reports for Regional Offices and ensured compliance with departmental and organizational policies and procedures.

Prepared and submitted annual state reports, including budget analysis, variance tracking, and reporting.

Addressed patient concerns as needed.

08/2000 – 06/2004 Executive Administrative Assistant

Kaiser Permanente, Santa Clara, CA

Provided comprehensive administrative support for leaders and direct reports.

Maintained executive calendars, scheduling meetings, appointments, and travel itineraries.

Coordinated mail distribution, supplies, large mailings, expense reports, and all other administrative functions, including office renovations and relocations.

Processed and prepared paperwork, expense requests, and monitored expense funds effectively.

Organized and managed travel arrangements while preparing and tracking supervisor’s time-off requests and reports.

Took detailed minutes at meetings and prepared draft summaries for distribution.

Maintained office files and records, including those of a confidential nature.

Prepared a variety of documents utilizing Microsoft Word, PowerPoint, and Excel applications.

Composed routine letters and documents based on notes or oral directions.

Participated in staff training and coordinated assignments or projects effectively.

09/1997 – 06/2000 Manager of Medical Secretaries

Kaiser Permanente, San Jose, CA

Managed, supervised, and directed all departmental functions of the Medical Secretary Department.

Oversaw the preparation of insurance and disability forms for Kaiser patients.

Directed requests for medical records and releases of medical information to outside agencies, including subpoenas, disability forms, attorney inquiries, and records requests.

Designed, implemented, and evaluated forms, procedures, and systems to enhance service delivery and productivity across all departmental functions.

Performed patient relations duties with professionalism.

Monitored legal and technical requirements, staying current with changes in state and federal laws governing the release of medical information.

Established departmental goals and action plans to achieve them.

Determined appropriate staffing needs required to perform departmental functions effectively.

Recruited, interviewed, hired, and evaluated department personnel. Established and maintained the departmental operating budget.

Addressed patient concerns in appropriate contexts.

Conducted and attended local meetings and task forces, contributing to regional discussions.

EDUCATION Fort Vancouver High School, Vancouver, WA

Graduated with Honors

DeAnza Community College

Continuing Education courses

Other Applicable Experience:

Event Coordinator: Valley Christian HS Quest Classic Marching Band Show - 2013

School Site Council Member/Chairman – Hoover Middle School 2008-2011

School Site Council Member – Cory and Trace Elementary Schools 2005-2007

Secretary, Parent/Teacher Organization – Trace Elementary School – 2006-2007

Clinician/Consultant: Kamehameha Schools Color Guard – 1995-2010

Program Manager/Instructor: Santa Clara Vanguard Drum & Bugle Corps

Professional Certificates

Health Insurance Portability and Accountability Act (HIPAA) Privacy, Security and Breach Training

Leadership Development

Confidentiality and Release of Information Training

CHIA – Medical Legal Information ALL Health Information Personnel Should Know

California Healthcare Association - Consent Law Seminar

California Healthcare Association – Minors & Healthcare Law Seminar

CHIA – Avoid Legal Jeopardy Medical Legal Seminar

BLS for Healthcare Providers

OASIS (Outcomes and Assessment Information Set) Training

Annual Kaiser and Satellite Healthcare Core and Corporate Compliance training to include confidentiality laws, disaster preparedness training, Harassment in the Workplace, etc.

REFERENCES

Available upon request.

APPLICABLE SKILLS Proficiency in Microsoft Office Applications (Word, Excel, PowerPoint, Outlook)

Adobe Acrobat Pro

Clinical Documentation Systems Epic Electronic Medical Records Lotus Lotus Notes Word Processing and transcription

Advanced Document Preparation

and Presentations

Personnel Training & Supervisory Skills

Scheduling/Workflow Management

Administrative Project Management

Media/Presentation Equipment Travel planning and coordination

Expense Report preparation

Time tracking and payroll

Typing: 90 WPM Detail Oriented

Excellent Writing and editing skills Proofreading

Outstanding communication and Problem solving

organization skills

Confidentiality Customer satisfaction

Conflict resolution Interpersonal skills

Event planning

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