Executive Assistant to NUWC Leadership
Resume:
Sueann Marie Costa
Somerset, Massachusetts 02726-2901
508-***-**** ******.*****@*****.***
FEDERAL SERVICE:
Naval Underwater Warfare Center (NUWC) Newport, RI Administrative Officer 2020 – Present
Duties, Accomplishments and Related Skills:
Currently serving as Executive Assistant for the Head of Corporate Operations (10), Deputy Corporate Operations (10B), the Commanding Officer (00), Executive Officer (XO), supporting the Technical Director (TD), Deputy Technical Deputy (TDB) and Operations Business Director (OBD) for the Naval Underwater Warfare Center (NUWC). Responsible for administrative support activities such as timekeeping, travel, security, safety, move coordination, manpower, and personnel actions.
• Able to multi-task in a fast pace office environment. Assist and anticipate needs for information and prepare material for supervisor’s immediate needs.
• Receive all visitors, phone calls and emails for codes 00, 10, XO, TD, TDB, and OBD, assisting myself if possible or determining who could best assist and directing/forwarding to the proper subject matter expert within the organization.
• Proficient in maintaining various Executive calendars and scheduling appointments and meetings for the aforementioned leadership.
• Draft, revise, and format both internal and external outgoing administrative correspondence, including various types of memorandums, business letters, letters of appreciation, endorsements, SF- 50 forms, grievance letters, decision letters, appointment letters, designation letters, etc. In generating these documents, I ensure proper formatting and grammar, and confirm the correct enclosures and references are provided.
• Review and appropriately route incoming administrative correspondence as well as awards packages, bi-weekly pay waivers, Level Descriptor Addendums, Cooperative Research and Development Agreements (CRADA), Memorandum of Agreements (MOA), Division Newport Instructions, etc. Proficient in maintaining an efficient filing system using records management guidelines. This includes tracking of all correspondence routed through the Executive Office, as well as maintaining a digital record-keeping system organized by Standard Subject Identification Code (SSIC) number and type of document for each Department.
• Provide copies and print outs as necessary for meeting and visits.
• Scan documents to a digital format for record keeping.
• Serve as Time Keeper for Codes 00, TD, TDB, 10 and 10B, ensuring each individual’s timecard is accurately recorded and certified in a timely manner.
• Prepare requisitions for minor and major procurements.
• Proficient in creating and preparing travel arrangements on Defense Travel System (DTS), booking flights, hotels, rental cars, and contacting SATO as needed. Prepare and track travel vouchers in DTS.
• Prepare travel folders for Executives. This includes a cover sheet with the itinerary for flight, hotel, and rental car information. Also included in the folder are any maps, agendas, invitations, RSVP confirmations, name tags, etc. that will be needed on the trip.
• Prepare training requests for conference attendance and course activity.
• Reserve and set up conference rooms for Executive staff and high-level visitors, also supporting high- level visits with refreshments and lunches when necessary.
• Assist Corporate Operations Head with Demonstration (DEMO) program reviews; including scheduling meetings, documentation prep, and review of final packages. Page 2 of 4
• Provide guidance and training to Department administrative assistants to explain reporting requirements and procedures for preparing correspondence.
• Assist temporary (fill-in) administrative assistants with procedural aspects of the Executive Office.
• Proficient in creating high-impact PowerPoint presentations for the Commanding Officer and Technical Director’s All-Hands meetings, which are live streamed to the entire workforce.
• Print Bios, background & agendas for all distinguished visits. Assume 00/10/X0/TD/TDB/OBD will be with VIPs entire agenda (block their calendars). Print & log Thank you letter to visitors for coming to NUWC (small SES letterhead). Provide copies and print outs as necessary for meetings and visits.
• Work closely with Code Deputy Department Head (10B) in receiving incoming Biweeklies from varies codes, ensuring they are processed through leadership, then scanned into a digital format, resulting in Code 01 paying each member. A detailed tracker is updated daily/weekly to ensure a smooth process from beginning to end. I am in charge of this program with the Deputy Department Head.
• Serve as Time Keeper for Codes 10, 10B, 00, TD, TDB and OBD, ensuring each individual’s timecard is accurately recorded and certified in a timely manner.
• Work closely with Labor and Employee Relations, Code (1014) with Retirements, in setting up and tracking retirements and career service ceremonies. Ensuring CAPT has all read a heads and certificates before each ceremony takes place at headquarters in B990, 6th floor lobby.
• Interpret regulations to determine necessity for changes in various administrative support programs.
• Reserve and set up conference rooms for Executive staff and high-level visitors, also supporting Protocol Officer with high-level visits with refreshments and lunches when necessary. MILITARY SERVICE:
Otis Air National Guard Buzzards Bay, MA
Human Resources Specialist 1998 – 2020
Duties, Accomplishments and Related Skills:
Duties included: Performed a full range of personnel and customer services for 102nd Intelligence Wing. Additional Duty: Served as a Unit Career Advisor for the Wing Staff.
• Unit Career Advisor, responsibilities included guiding Airmen in making informed decisions about their military careers, such as career path counseling, reenlistments, retraining, and specialty job opportunities. Advised squadron commanders and supervisors on enlisted force management and professional development program opportunities, laws and regulations. Managed the administration of key training programs such as the First Term Airmen Course.
• Formulated, developed and directed the implementation of policies and procedures and letters of designations affecting Personnel functions.
• Created, maintained, and audited personnel records.
• Advised customers on human resources regulations (e.g., Title 5, U.S. Code, Office of Personnel Management [OPM]).
• Ensured compliance with personnel policies, directives, and procedures.
• Prepared, controlled, and processed Special Orders for enlistments, reenlistments, promotions, demotions, awards, AT, MPA, Mobilization Orders.
• Maintained control and established a suspense system to ensure a timely receipt of all OPRs and EPR’s from raters.
• Trained in Data Base Management, Word, Excel, Access, Outlook, Power Point and Integration of systems. Utilize software: ARCNet, ATAAPS, Arows, AFTR, DTS, IMR-ASIMS, MILpds, PRDA, Mypers, VPC.
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• Supervisory Manager: Lead, directed and mentored three (3) Air Force personnel staff to achieve maximum output.
• Developed plans and milestones for projects by establishing internal procedures to secure adequate control of deadlines, progress reports, and directives by using own initiative in developing procedures.
• Coordinated with customers on human resources operations.
• Created guides and handouts for human resources training for the Command Support Staff section.
• Served on various committees and implementation teams as a roll-out of special programs. Collaborated with personnel specialists in finding solutions to management problems arising out of changes in work which may have an impacted jobs and employees. Coordinator of several POA&M’s for base Wing Commander Change of Commands.
• Monitored retention programs and provided statistical analysis to senior leaders.
• Consulted with internal customers to discuss study findings and coordinated resolutions to human resources operating problems.
• GPC Admin for Customer Support Staff, tracked, analyzed Airmen’s government credit card deficiencies.
• Briefed senior leaders on business and financial management policy updates and recurring financial status reports.
• Assessed and conducted information analysis to determine proper information flow, which resulted in creating an excel personnel program that tracked promotions, separations, retirements, retention bonuses, trainings and retraining’s. This tracker identified problems and the HR team was able to come up with solutions to correct the actions.
• Assisted customers in software applications for commonly used office automation applications. Worked with the Human Resource Manager in processing performance appraisals and QSI and SSI awards.
• Established and maintained office records for Customer Support Section.
• Defined format and published local forms, administrative publications, and correspondence.
• Performed and assisted in planning and programming functions such as wartime and contingency needs, resource management, appraisals, and prepared support agreements. Established and maintained office records.
• Processed, controlled, and delivered administrative communications and mail.
• Pay Administration: Managed Logistics scheduling in lieu of the supervisor and on line certification for biweekly input of data of 25 full-time members.
• In charge tracking overtime, leave requests, and AROWS duties. Monitored Government Travel Card program by ensuring cards were active and tracked illegal purchases according to Air Force rules and regulations.
Otis Air National Guard Buzzards Bay, MA
Family Program Specialist: (Special Duty Assignment) 2010 – 2012
• Executed day-to-day and project specific communications outreach for the Wing Family Readiness programs.
• Managed communication both internal and external outreach, family deployment cycle contact, Family Readiness Group programs, newsletters, online and oral communications.
• Directed social media campaign for Wing programs.
• Assisted manager with preparation and performance of both standard and special family & volunteer special events and programs.
• Coordinated and supported units, families, members, and the state Deployment Cycle Support Team regarding Yellow Ribbon Reintegration event attendance, preparation and support, including orders and vouchers.
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• Supported Unit Compliance Inspection preparations for Air & Family Readiness programs to include creation of files plans and Emergency Family Assistance Control requirements.
• Maintained daily client contact and activity logs on Air & Family Readiness program online tracking system.
Otis Air National Guard Buzzards Bay, MA
Technical Order Distribution Office Manager: (Special Duty Assignment) 2006 –2008
• Monitored, requisitioned, and distributed all technical orders and supplements, for aircraft, equipment, Vehicle Operations, Supply, Fire Department, Weather, and aircrew operations sections throughout the wing.
• Performed monthly inspections and provided technical oversight for over 42 work center accounts. Conducted weekly staff assistance visits and hands on training to the accounts throughout the wing and the base.
• Kept over 9,000 aircraft Technical Orders current and available, ensuring homeland defense and the flight safety of the F-15 aircraft.
• In charge of timecards and payroll for all Quality Assurance office personnel.
• In charge of ordering GSA office supplies and maintenance of the copier.
• Drafted and typed correspondence, reports, and messages in final forms.
• Maintained budget, expenditures, and prepared annual budget paperwork.
• Procured supplies, equipment, and services in accordance with current regulations. EDUCATION:
Bridgewater State University Bridgewater, MA
Bachelor of Science: Humanities and Social Sciences 2002
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