Administrative Operations & Coordination Specialist

Valerie A. Saenz

********@***.*** 915-***-****

https://www.linkedin.com/in/valerie-saenz-a8945436

Summary

Enthusiastic and driven professional with strong teamwork and collaboration abilities, adept at completing tasks in various settings and committed to achieving company goals.

Proficient in event planning, staff training, and equipment operation, with expertise in maintaining a clean, safe, and organized workspace and the ability to adapt to different environments.

Possesses robust problem-solving skills and a proven track record of building strong relationships with clients and team members, focused on supporting team success and achieving positive results.

Leadership and staff management experience includes directing and working alongside leadership teams, management, and employees to deliver exceptional customer service.

Reliable and detail-oriented with the ability to handle multiple tasks and priorities. Broad experience encompasses office management, accounting, accounts receivable, invoicing, dispatching, database management, quoting / Salesforce teams and contract management.

Skills:

Budget & Financial data entry support

Invoice Management, SAP, ERP, Accounts payable / receivables

Office/Project Management

Purchasing/P-Card: IT/material equipment & supplies

Document/Security control employee access & badges

Customer/Human Services support timekeeping, interviewing, and onboarding

Calendar management: Skype, Teams, Zoom

Remote work experience collaborating with remote teams across multiple time zones.

Microsoft Suite – Word, Excel, PowerPoint, Outlook

WORK EXPERIENCE:

The University of Texas at El Paso Dec 2024-March 2025

Business Coordinator / Controlled Space Enterprise 40Hrs F/T – 3-6month contract

Administrative support to the department for various office functions.

●Prepare and review financial statements, purchase requisitions and budget reports with management personnel, confidential correspondence, reports, and other complex documents, to include program/dept. purchase requisitions.

●Oversee staff access to restricted areas, schedule and maintain daily calendars for meetings, interviews, and trainings.

●Provide administrative support to an individual, team, department or group in an organization.

●Schedule and coordinate meetings, travel, and other group activities.

●Manage expense reporting, invoicing, inventory, purchase requisitions, accounts payable and other routine processes.

●Use of People Soft System; processes payment vouchers for training or education reimbursements.

●Tracks work orders for budget preparation, maintaining databases and spreadsheet files.

Raytheon Technologies May 2019–Oct 2024

Administrative Associate/Coordinator 40Hrs F/T

Administrative support for MDO, Quality Control and Logistics departments in finance, HR, security, and purchasing.

●Support daily operations, procurement of GBS/overhead items, and manage shipping/receiving materials for projects or units.

●Assist suppliers, programs, and support staff with resolving material shortages along with purchasing, shipments, and delivery within MDO site, including department uniforms, smocks, supplies and services.

●Communicate daily with internal and external customers about programs, audits, events, and travel to Raytheon and customer locations.

●Serve as the point of contact with other RTX El Paso sites in Finance, Security, Safety, and IT, handling internal announcements and notifications.

●Assist with new hire onboarding, ensuring employees obtain and maintain Ft. Bliss security badge base passes annually, and provide IT support and PPE safety gear.

●Coordinate travel, meetings, tours, conferences, seminars, and reserve conference rooms, workstations, and equipment.

●Customer logistic support - Shipping/Receiving seamless flow of materials and products, meeting customer expectations, and enhancing overall supply chain efficiency.

●Point of contact for billing issues, accounts payable, purchase orders, meetings, visitors, supplies, and maintaining equipment and parts at the MDO and other departments/programs.

●Manage weekly maintenance of uniforms, smocks, and shop supplies/services.

●Manage domestic and travel arrangements, ensuring timely submission of airfare, workshops, training, memberships, and mileage reports to meet Concur & AmEx deadlines.

●Create and manage Concur credit card expenses and reconcile all charges/credits promptly for MDO and other departments.

●Schedule and maintain daily calendars for meetings, interviews, and training sessions, prioritizing tasks to resolve conflicts efficiently for management, customers, and programs.

●Remote work experience collaborating with remote teams across multiple time zones.

Rio Vista Behavioral Health Hospital Feb 2019 - May 2019

Medical Secretary/Admin 40Hrs F/T

Administrative Support for Behavioral Hospital Faculty and Staff

●Maintain confidentiality by updating Doctor's medical records, credentials, and licenses in the EMR system.

●Merge Personal Identification (PID) numbers with patient records daily for admissions.

●Create and update new and current patient case records daily/weekly, ensuring confidentiality.

●Manage incoming files of patients transferred from other facilities and maintain in/out records daily/weekly/monthly.

●Maintain department calendar and staff meetings for directors, doctors, staff, and patients.

●Assist HR with new hire packages, transfer, and termination records, payroll, benefits, and severance compensation if applicable.

Texas Tech University Health Science Center Sept. 2016 - Feb 2019

Medical Secretary/Admin Support 40Hrs F/T

Provide administrative support to the Pediatric Endocrinology department for faculty and staff.

●Verify that all faculty credentials, including Texas Medical License, DEA License, Board Certification, ACLS, PALS, NRP, and BLS, are renewed and up-to-date to ensure compliance.

●Assist with new faculty onboarding, including gathering credentialing documents, ensuring legal consistency with hire dates, scheduling orientations, and training (computer, EMR, dictation, ACLS), and completing online training (compliance, HIPAA, electronic access, and hospital tour).

●Coordinate travel and events for medical faculty and staff to attend training, meetings, symposiums, and offsite conferences and presentations.

●Work with hospital medical staff to manage doctors' schedules, and patient appointments ensuring confidentiality of sensitive information.

West Texas Community Supervision Correction Dec. 2015 - Sept. 2016

SECRETARY (WTCSCD) 40Hrs F/T

Provide administrative and clerical support for DPS, FBI and Adult probation Officers, staff, and internal depts.

●Enters and updates case records, as needed using Odyssey. Merges Personal Identification (PID) numbers, for multiple cases on the same offender, using ODYSSEY while ensuring confidentiality of all sensitive information.

●Logged in confidential case files in/out of the office, tracking client’s information daily for departments, with various reports and correspondence through court system.

●Created & closed case files for a variety of branches from the County’s main data list for the Texas Department of Public Safety (DPS) and Federal Bureau of Investigation (FBI) and adult probation office; track and record clients service hours and activities accurately, and submitted verified service documentation to the restitution office in a timely manner.

●Prepared purchase requisitions status of requisitions, client invoices, ordering supplies and maintaining test equipment for client accurate results.

EDUCATION:

Bachelor of science in business administration University of Texas at El Paso Dec 2008

Concentration – Management GPA: 2.70

Associate of business administration El Paso Community College May 2005

Concentration – Business GPA: 2.85

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