Administrative Specialist
Resume:
VANESSA T. HENSCHEL
Manassas, VA 20112
Mobile: 703-***-****
Email: ****************@*****.***
U.S. Citizenship: Yes
Federal Experience: Yes, Federal
SECURITY CLEARANCE: Secret (Active)
OBJECTIVE: To obtain a full-time position within the government contracting sector where I can contribute my skills and grow within a mission-driven organization. SUMMARY: Focused and highly motivated management professional with 20+ years of extensive experience in administrative operations, proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Access database, Outlook, Publisher, SharePoint, and Outlook) Adobe Acrobat Professional, database management systems, benefits administration, and statistical analysis to develop comprehensive programs based on the agencies needs and mission of the agency. A highly effective interpersonal communicator, who builds strong relationships, is innovative and energetic, seeking an administrative position. Strong leadership, critical thinking, analytical, and decision-making skills.
AREAS OF EXPERTISE:
• Time Management • Payroll/Timekeeping
• Human Resource Management • Government Purchase Card Program
• Process Improvement • Project Management software & Business System
• Executive Correspondence Management
• Budget Analysis
• Self-Management/Teamwork
• Manages and Organizes Information
• Organizational Leadership
• Policies and Procedure
PROFESSIONAL EXPERIENCE:
Agreement Management Specialist (GS-12) SEPT 2023 – Present (Remote) Office of the Vice President for Finance and Administration Office Full Time (40hrs./week) 4301 Jones Bridge Road, Bethesda, MD 20814
Supervisor: Michelle Sweeney (Agreements Chief); 240-***-**** Senior Leadership Support
I provide dedicated support to leadership by managing different calendars for our department, prioritize meetings, and prepare sensitive agreement communications while ensuring confidentiality.
I supported the success of our Senior Leadership and customers by responding to internal and external customers emails/phone inquiries were addressed professionally by close of P a g e 2 9
business day. Maintained strong organizational skills to manage multiple tasks efficiently while providing timely updates and clear communications on evolving situations. This fiscal year, I had the amazing opportunity to collaborate with the Accounting Department on completing de-obligations. I first started working on de-obligations in May 2024, and recently, I helped clear approximately five years’ worth of administrative back log work. It was incredibly exciting to be part of such a major accomplishment. Through this process, I learned so much about the departments and how our work connects. Although, I’m back to focusing on agreements, I’m thrilled to continue supporting de-obligations as well. Working closely with other department has been a rewarding experience, and I’m truly grateful for the chance to grow and build strong working relationships. Recently, I’m back on agreements and I consistently update both the principal investigators, and administrative support on agreement statuses through all communication channels, both internal and external customers. Additionally, I utilize the Agreements tracker to provide status updates to the agreements team and anyone involved. I also keep my supervisor informed of my progress, issues, and ask questions when needed. Administrative and Project Support
During this year, I've learned a lot on a larger scale and that had given me an abundance of experience in areas that I might have not dealt with. I have continued to maintain the Agreements database, Executed Funding Agreements, and Funding Agreements in Process database. I also continued to gather, obtained, and track agreements at USU. I am committed to continuous learning and constantly strive to expand my knowledge base. I maintain a strong work ethic, ensuring that my contribution is stored with the designated Agreements folder, categorized under “Working Agreements – Vanessa.” My work is readily available to the agreements team in the event of an absence or change in assignment. I perform periodic inventory of the files and documents within my folder and personal drive. I also constantly remove outdated materials and folders within the drive I also coordinate inter-agency agreements including Training Affiliation Agreements (TAA) and Memorandum of Understanding Agreements (MOU); complete the process of the negotiation and drafting process, perform research, and manage each agreement from initiation through execution and renewal tracking. I also created an Access Database for our 2600 agreements for better tracking and database information reports. Communication and Liaison Support
I proactively communicate information with the internal and external stakeholders. I communicate through emails, phone calls, text messages, Microsoft Teams, and Google Chat. I work well with others, actively engaging with stakeholders. Serves as the primary liaison between executives, faculty, university advisors, internal and external stakes holders; facilitate clear communication, maintain professional relationships, and ensure cross-functional collaboration across department and external agencies with the Federal Government while maintaining a positive demeanor.
Graduate Medical Education Program Administrator (GS-11) JUL 2018 – SEPT 2023 Directorate of Education Full Time (40 hrs./week)
Fort Belvoir Community Hospital, Fort Belvoir, VA
Supervisor: Dr. Robert Manaker (GME Chief); 571-***-**** Organizational Leadership
P a g e 3 9
As the Lead Administrator to the Graduate Medical Education, provides strategic advice and assistance to the managers, selecting officials, senior-level management, applicants, employees, students, preceptors, and other internal/external stake holders. Process Improvement, and Human Capital Management regarding military and civilian personnel on routine to complex issues. Improved workplace climate and promotes positive culture with exemplary internal/external customer service, effective communication, strong interpersonal skills, implementation of weekly and monthly team-building events. Manages calendar, and serves as the Lead GME Administrator.
Manage the on-boarding, off-boarding, and initiation of background investigations and security clearances for Medical Students, Interns, Residents, Fellows, and others. This requires the coordination of complex processes with prospective students. As the Trusted Agent, I work with Personnel Security to collect sensitive information such as personally identifiable information (PII) for Medical Students, Interns, Residents, and Fellows ensuring all information is confidentially managed appropriately. Assist with Defense Travel System for military staff. Serve as the DOD Trusted Agent Sponsor System (TASS) and submit and process various SAP governance, risk and compliance (GRC) requests, including but not limited to role requests and update user master record requests. Helps with Risk and Compliance solution enables our organizations to manage regulations and compliance and remove any risk in managing organizations' key operations.
Manage the GME office spaces, planning and related activities for the National Capital Region area.
Project Management / Process Improvement
As the Lead GME Administrator, I have successfully implemented an interagency agreement between schools and for students that rotate in the workplace at a Military Treatment Facility. One of my strongest attributes is my ability to adapt in an ever-changing work environment. I consistently address any issues brought to my attention and make the necessary accommodations in order to fulfill the vision and mission of the department and facility. I approach all things with the mindset that we are fulfilling an improvement to the Fort Belvoir Community Hospital, Health Professional Trainees (HPT), civilians, volunteer staff, and to the military internal and external stakeholders. I have streamlined and improved the in-process/out- process on a large scale. I have created a presentation to assist civilian trainees on how to schedule and manage appointments through RAPIDS. This presentation has been successful in expediting the process, as trainees no longer expend a day of their rotation traveling to the RAPIDS center and waiting to receive their CAC card in order to obtain computer access for their rotation. Due to the changing times and issues on going in the world due to COVID-19, I have altered my process and always try my best to accommodate to the situation. I have taken a great deal of initiative to help the students with all of their needs with background investigations, paperwork, and I extremely responsive to emails. Working with the Graduate Medical students and outside agencies is a highly collaborative effort that requires constant communication and good relations. I always make it a point to establish good rapport from a professional and personal standpoint with all those that I encounter. As the Agreements Manager, I work independently to draft, evaluate, modify, route correspondences, and make updates to our Agreements with the local and state Universities, also including Prince William County government programs for the LPN program. I use my discretion to determine if further review is needed from the Legal Office. The types of contracts P a g e 4 9
include Training Affiliation Agreements (TAA), and Memorandum of Agreements (MOA). I am very mindful of the timeliness and deadlines, making sure the agreements are executed as agreed upon and I have streamlined the process of all agreements within our department. I have developed, implement, and maintain an agreement tracking system that will keep leadership entirely up to date on agreement obligations. I also maintain agreement records, files, databases, and history.
Human Resource Information System Spec. (GS-0201-09 target 11) Oct 2017 – Jul 2018 Human Resource Business Management Division Full Time (40 hrs./week) VA Pittsburgh Healthcare System
Supervisor: Joanna Weber; 412-***-****
Applied knowledge of various contract types (fixed, cost reimbursement, etc.) and a large number of diverse commodities, services, and organizations to advise and assist program managers on pre- and post- award functions. Utilized strong interpersonal skills to communicate, build collaborate partnerships, facilitate, and provide Human Resource planning support and information through development and submission of supporting documentation (i.e., Statement of Work, Quote, Request for Quotation (RFQ), Requests for Information (RFI), Requests for Proposal (RFP), Performance of Work, Independent Government Cost Estimate, Contracting Officer Representative (COR) Appointment Letter, etc.) up to the point of solicitation. Evaluated requisitions to determine sufficiency of purchase description, statement of work, specifications and drawings to conduct the procurement. Establishing and maintaining positive customer relations and interactions by assessing needs, providing assistance, resolving problems, satisfying expectations, and providing quality products and services.
Provides administrative coordination of on boarding employees to make sure paperwork is completed and documented with the HR System.
Monitored and managed performance of HR resource systems such as: Human Resource System (HR SMART), RCA Access Database, and the Electronic Official Personnel Folder (eOPF), it is an E-Government initiative developed for all federal agencies by the Office of Personnel Management (OPM) to manage and administer the Official Personnel Folder process and to provide employees access to their individual file through a secure Internet connection. Coding awards, loading the Performance Appraisals to the eOPF system while providing Supervisor’s training on how to complete the yearly evaluations for their employees. Assisted with the development of a comprehensive enterprise-wide automated system to prepare and track actions. Reviewed billing invoices micros purchases on a weekly basis. Contacted appropriate vendors or companies to resolve problems. Monitored contract performance for progress and/or problem areas and provided recommended courses of actions as necessary. Ensured workload was properly managed to complete assigned work in order to meet deadlines and timeframes.
Served as the Certified Contracting Officer (COR) Representative on a centralized HR team for the HR department. Made purchases up to the micro-purchase threshold of
$10,000 on a weekly basis in accordance with “The Federal Acquisition Certifications for Contracting Officers Technical Representatives.” Also utilized a Purchase Card On-line system for the management, runs reports on a control funds system in VISTA, oversight and reconciliation of Government Purchase Card transactions. Prioritized purchases to ensure that advertisements for government positions were maintained. Always maintained my COR P a g e 5 9
certification, made sure it is up to date and all the trainings that needed to be completed. Reviewed invoices for proper billing of the of payments and either approve or disapprove payment to the Vendor. Monitors progress of the advertisements and the workflow. Obtained COR certification and COR training, designed and implemented process improvement initiatives and projects within the Human Resource Division, and other offices as assigned.
Composes professional, executive-level written correspondence on behalf of the HR Director such as policy letters, memorandums, replies to Congressional inquiries, publications, information papers, PowerPoint briefs, transcriptions, meeting minutes, appointment memos, award citations and justifications. Develops publications, manages HR SharePoint website. Creates ad hoc and recurring reports via Microsoft Office 365 software and automated systems.
Advises and assists employees and managers on effective methods of recruitment and staffing, workforce development, succession planning, retention, recruitment, staffing, training, position management, performance management (DPMAP), compensation, based on interpretation of written policy, guidance or procedures. Promotes compliance to Federal and DA laws/policies and a cohesive workforce. Provides management recommendations on corrective actions for performance and conduct issues. Provides administrative coordination of onboarding of new employees and ensuring that their paperwork is completed. Explains to employees their rights and obligations.
Program Specialist/VISN 4 Domain Manager (GS-0301-09) Dec 2015 – Oct 2017 Department of Education Full Time (40 hrs./week)
VA Pittsburgh Healthcare System
Supervisor: Carmella Dearmon; 412-***-****
Advisor to the Chief of Staff and the Director’s on the collection, compilation, and tracking of data, education funding/planning, and statistical information in support of the service line programs and information technology. VA policy, Military, and Civilian personnel recruitment career development on the VA Medical Center level. Developed and implemented multiple process improvement to teach the Talent Management System Administrators their new administrative roles while serving as the VISN 4 TMS Domain Manager. Successfully maintained the TMS Administrators accounts for over 500 VA staff members and 4,000 Pittsburgh VAMC training profiles for the employees. Provides data of the Medical Center with reports of staff members and VISN 4 education reports/delinquent TMS trainings and make sure all trainings are in compliance of the VAMC. Works collaboratively with leadership, healthcare providers, and staff members to developed training class; VA 101, Just Culture, VA Voices, and Prevention and Management of Disruptive Behavior (PMDB). Created and standardized the NEW TMS Standard Operating Procedures (SOP) for the new users and the subject matter expert for the new TMS system. Meet regularly with Supervisors and Program Managers to improve the systems of internal monitoring that identifies organizational issues.
Provided expert technical input for the development of the TMS system within the VA P a g e 6 9
Healthcare System. Updates and reviews the VA directory quarterly with access to accounts creation and termination. Modifies and tracks existing user access. Approved UAR forms, computer access to the TMS database, and menus. Possess extensive knowledge of the role of TMS (Talent Management System) within the structure of VAPHS, National Contractors, and VISN 4 as it applies to employee (including contractors) training and staff development. Technical experience developing a nation-wide TMS management administrator at all Veterans Administration Healthcare System (VAPHS) sites for the national VA contractors. Provides trainings to the facility TMS Administrators on policies and new processes related to the Federal Government trainings. Tracks deactivation in TMS of Script-Pro and WWTS contractors. Responsible for providing logistical, technical, and administrative support training modules for the VISN 4 and Pittsburgh Medical Center staff members such as tracking, training, and crediting trainings. Possess effective oral and written communications skills in order to communicate with medical center staff, members of the public and representatives from other federal agencies. Lead Administrative Program Assistant (GS-0303-07) Oct 2007 – Dec 2015 Department of the Pharmacy Full Time (40 hrs./week) VA Pittsburgh Healthcare System
Supervisor: Lauren Carradine; 412-***-****
Lead Time keeper and assisted employees by helping to resolve any issues with their time card. Entered time and attendance, validated time cards, ran an exception report on a weekly basis to make sure all leave is entered correctly for over 140 staff members. Assist with all timekeeping administrative and support services for senior leadership. Ensure that all Pharmacist licenses are maintained and up to date with the Board of Pharmacy and Drug Enforcement Agency (DEA).
Advise management of any issues and/or concerns that may arise within the department and other duties as assigned.
• Assisted the Education Departments in the handling, evaluating, and maintenance of Script-Pro and WWTS (Worldwide Technician Services) contractors by adding training modules to their TMS accounts. This process is required in order to assist the national contractors with their TMS accounts and make sure the contractors are up to date with their trainings. Over 1,300 Script- Pro/WWTS contractors have been assisted and moved to the PIH Domain and the numbers continue to grow daily.
• Serves as the primary timekeeping and travel systems for over 140 federal employees ensuring current timekeeping and travel rules, processes, and policies are followed. This includes developing processes and written policies. Handles all the Concur Travel and Expenses. Also, performs daily timekeeping activities and counsels, assists, and advises division timekeepers and employees on various matters pertaining to time and leave requirements in accordance with VA regulations.
• Responsible for providing logistical, technical, and administrative support training modules for the Pharmacy staff members such as tracking, training, and crediting trainings.
P a g e 7 9
• Secretary to the VISN 4 Pharmacy Board and completed meeting minutes. Arranges, prepares and setup all meetings/conferences/trainings for the Pharmacy Director, Supervisors, and pharmacy staff members.
• Ensures that correct procedures in the creation, tracking, monitoring, reviewing, editing, workflow managing of all pharmacy correspondences.
• Coordinates projects, correspondence, communications, and reports generated by the Pharmacy managers in order to establish and enhance the effectiveness of workflow throughout the pharmacy departments.
• Maintains custody and control of files containing administrative and general information, data, and statistics related to the pharmacy operations.
• Assists in Travels and trainings tracking on a spreadsheet. Serves as a liaison between payroll, Human Resources (HR) and other offices in coordination of the personnel management functions, space and equipment, calendar management, travel preparation/scheduling, software management, and records management.
• POC for Pharmacy trainings and Talent Management System, tracking systems
• Track and review equipment EE numbers for accountabilities. Maintaining inventory management, excess and surplus property management, and accountable and sensitive property management within the Pharmacy Dept.
• Tracked high-cost drugs and created a spreadsheet to track high-cost drugs
• Integrate, compute, compile, consolidate, and prepare drug budget estimates.
• Formulates data and performs workload studies as directed preparing charts and oral reports on own initiative to include recommended actions.
• Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the service line program and information technology.
• Assists in planning, analyzing, reviewing, and report of data/statistical results of program/project studies.
• Establishes protocols for incoming data, organized data sets, and retrieve computerized data.
• Possess extensive knowledge of the role of TMS (Talent Management System) within the structure of VAPHS, National Contractors, and VISN 4 as it applies to employee (including contractors) training and staff development.
• Technical experience developing a nation-wide TMS management administrator at all Veterans Administration Healthcare System (VAPHS) sites for over 1,500 National VA contractors.
• Conduct focused monitoring’s and tracking’s of TMS records, created and maintained by the pharmacy department, on a monthly basis as well as creating and maintaining existing TMS records.
• Performs the ongoing Controlled Substance Accountability monitor for pharmacy and submits reports on a monthly basis to the Controlled Substance Coordinator
• Maintains record system to track requests and distribution for the new key system for both Heinz and University Drive pharmacies. Pharmacy Support:
• Help with time management for the Chief of Pharmacy and the supervisors, manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare correspondence, presentations, and reports.
• Handle confidential information with discretion and professionalism. P a g e 8 9
• Manage office supply ordering schedule, organize digital and physical filing systems.
• Answer phone calls, screen inquiries, and manage email correspondence.
• Maintain office records, files, and databases, protect data and confidential information.
• Prepare and distribute meeting agendas and materials for the VISN 4 Board.
• Assist with special projects and initiatives as assigned.
• Provide research and analysis support as needed.
• Monitor and track action items and project deadlines.
• Office event management, coordinating logistics, preparing event materials, managing invitations, and schedule interviews in an organized manner.
• Serve as the primary point of contact for internal and external stakeholders.
• Facilitate communication and coordination between departments and external agencies.
• Maintain a professional and positive demeanor in all interactions EDUCATION:
• Administration of Justice (Associates of Applied Science Degree) – Northern Virginia Community College, Annadale, VA: May 1997, GPA 3.49, Cum Laude
• United States Air Force (Security Apprentice Course) – Lackland AFB, TX: Dec 1998, GPA 3.5
• Butler Community College – 3 credits, Algebra, Butler Community College, Pittsburgh, PA: May 2008, GPA 3.00
• Community College of Allegheny County (North Campus) – 3 credits, Computer Information Technology, Pittsburgh PA: May 2017, GPA 3.00 US Military Branch Service
• United States Air Force Reserve – Honorable Discharge, JUNE 1998- JUNE 2006 Served as a Security Forces Administrative Support Specialist in the United States Air Force Reserves, managing personnel records and communication tasks. REFRENCES
Name Title Phone Number Email Address
Tricia Rampersad Contract Specialist
(DOI/USGS)
571-***-**** - Cell **********@****.***
Robert
Manaker
Graduate
Medical ED.
CHIEF (DHA)
703-***-**** – Cell
571-***-**** - Work
******.*******.***@******.***
Amanda Gomez Budget Analyst
(DOI)
703-***-**** - Cell *******@****.***
Karen Eller Data MGMT.
(DHA/Retired)
757-***-**** - Cell *****.*****@*******.***
TRAINING
• Procurement Management
P a g e 9 9
• Project Management
• Market Research
• Simplified Acquisition Procedures
• Contracting Officer Representative (COR)
• Independent Government Cost Estimates (IGCE)
• Government Purchase Card/Micro-purchases
• Strategic Sourcing
• Integrated Professional & Pay System – Veterans Affairs
• Defense Travel System (DTS) AKA: Concur Travel System
• Effective Communication
HONORS/AWARDS:
• Outstanding Performance Review in 2025: Monetary Award
• Outstanding Performance Review in 2024: Monetary Award
• Outstanding Performance Review in 2023: Monetary Award
• Outstanding Performance Review in 2022: Monetary Award
• On the Spot Cash Award for Process Improvement Initiative 2022: Monetary Award
• Outstanding Performance Review in 2021: Monetary Award
• Culture of Excellence Award (Front Line Hero of the Month): Time Off Award
• Outstanding Performance Review in 2020: Pay/Step Increase Award
• Fort Belvoir Community Hospital ACE Award (04/2020) – Time Off Award
• Outstanding Performance Review in 2019: Monetary and Time Off Award
• Outstanding Performance Review in 2018: Monetary Award
• Outstanding Performance Review in 2017: Monetary Award
• Outstanding Performance Review in 2016: Monetary Award
• Outstanding Performance Review in 2015: Monetary Award
• Outstanding Performance Review in 2014: Monetary Award and Time Off Award
• Individual Cash Award for Process Improvement in 2014: Monetary Award
• Outstanding Performance Review in 2013: Monetary Award
• Outstanding Performance Review in 2012: Monetary Award and Time Off Award
• Outstanding Performance Review in 2011: Monetary Award and Time Off Award
• Individual Cash Award for Process Improvement in 2011: Monetary Award
• Outstanding Performance Review in 2010: Monetary Award and Time Off Award
• Outstanding Performance Review in 2009: Monetary Award and Time Off Award
• Outstanding Performance Review in 2008: Monetary Award and Time Off Award
• Outstanding Performance Review in 2007: Pay/Step Increase Award
• Outstanding Performance Review in 2006: Pay/Step Increase Award VOLUNTEER
• Volunteer, Department of Interior, U.S. Fish and Wildlife Service; Occoquan Bay National Wildlife Refuge (2019-Present)
• Den Leader/Treasurer of Cub Scout Pack 557, Butler, PA (2015-2017)
• Treasurer of Freeport High School Booster Club, Butler, PA (2012-2013)
Contact this candidate