Senior Administrative Coordinator

GREGORIA (GINA) CHAVARRIA

Senior Administrative

Coordinator

PROFILE

CONTACT

As a Senior Administrative Coordinator at the University of Texas McGovern Medical School. I’m committed to supporting my team and streamlining processes to keep everything running smoothly. I’m passionate about ensuring accuracy in record management, maintaining compliance, and fostering a positive work environment. My goal is to contribute to the success of the company by providing strong administrative support and helping to drive efficiency and collaboration.

832-***-**** – Mobile

*****.****.*@*****.***

LinkedIn Profile

www.linkedin.com/in/gregoria-chavarria-4b0960112

EXPERIENCE

KEY SKILLS

UT Health Science Center Houston

McGovern Medical School Department of Surgery Sr. Administrative Coordinator

June 2023 - Present

Bilingual (Spanish)

Adobe Writeable

Amion

Coupa

Excel

FMS

HCM

Peoplesoft

PowerPoint

One Drive

SDR Work Center

SharePoint

Taleo

Teams

Zoom

WebEx

Word

UT Share

Visio

FML coordinator

Pass Transactions including funding changes, new position numbers and additional pay

Taleo Recruitment including onboarding, interviews and posting positions

Process Credentialing for Memorial Hermann and UTP

Manage calendars, including invites, conference calls, appointments, and meetings

Processing PO’s and BPO

Handling reimbursements/travel arrangements for Physicians (5) and APP (9)

Create organizational charts

VSP coordinator

Manage records of equipment and departmental keys

Reviews and processes actions (appointments, promotions, separations, etc.), ensuring timely approval

Handle sensitive and confidential personnel issue.

Providing administrative support across departments.

Supports the onboard of new administrative assistants through shared training and support

Develop spreadsheets to track and organize budget and departmental data.

Administrative liaison for both internal/external on business and financial matters, including purchasing, personnel, facilities, and operations.

Order departmental supplies

UT Southwestern

MG Revenue Cycle Sr. Administrative Assistant

July 2021 – June 2023

Schedule interviews, meetings, and rooms; arrange refreshments/equipment

Order office supplies and computer equipment

Manage membership reimbursements and rewards redemption

Process IAR requests in ServiceNow and reconcile OneCard transactions

Create agendas and prepare meeting notes

Update organizational charts and manage department budget spreadsheets (844110)

Update and maintain vendor spreadsheets

Oversee the onboarding, extension, and termination of contingent workers

Order floral arrangements

Support employee engagement activities

Assist front desk as needed

Create SOP manuals

EDUCATION

Charles H. Milby High School

Diploma Received June 2000

Focus on Business Administration

UT of Permian Basin

Former Student

Working towards a Bachelor’s Degree

EXPERIENCE CONTINUED

UT Arlington

Information Security Office Administrative Assistant II

November 2020 – July 2021

Process Time and Labor

Organize meetings and coordinate with departments on administrative, purchasing, operations, and facility matters

Arrange travel and handle expense reimbursements

Maintain the Business Continuity Plan

Manage front office operations

Manage onboarding and employment changes for new hires

Utilize EProcurement for purchasing office supplies

Perform monthly reconciliations and inventory of office equipment and supplies

Manage Accounts Payable and Financial Overview in PeopleSoft

Use UT Share for relevant tasks

UT Health Science Center Houston

McGovern Medical School Department of Surgery Sr. Support Assistant

July 2016 – November 2020

Process Time and Labor

Perform data entry for Risk Management hours

Expense reimbursements for multiple Faculty

Administrative support of faculty in the General Surgery

Manage Amion data entry for Southwest hospital and other departments as required

Organize call pay calculations

Maintain organizational charts

Prepare and distribute meeting notes

Schedule meetings, book rooms, invite participants, arrange refreshments, and equipment

Manage calendars, including invites, conference calls, appointments, and meetings

Arrange travel for doctors and maintain employee distribution lists

Organize spreadsheets for the DMO

Prepare correspondence, presentations, and meeting agendas

Screen calls, direct visitors, manage office supplies and equipment

Train support staff and handle administrative issues related to purchasing, facilities, and operations

UT School of Nursing

Student Affairs Sr. Support Assistant

July 2014 – July 2016

Direct callers, visitors, and students to the appropriate department

Process accounts payable and update student payment information

Mail scholarship information to prospective students

Answer inquiries about all degree programs offered at the University

Use EProcurement to complete office purchasing requirements

Organize and maintain office equipment and supplies inventory

Manage Accounts Payable in PeopleSoft

Maintain Financial records in PeopleSoft

Update student enrollment information

Fortis College / MedVance Institute

Admissions Admissions Coordinator/Assistant Registrar

December 2009 – June 2014

Create and prepare documentation for audits to maintain accreditations with various agencies

Collaborate with supervisors and regional directors on reports

Input daily attendance and post externship hours

Create addendums for compliance and verify education records

Manage student information spreadsheets

Schedule classes and update student status changes

Oversee front office operations including personnel

Greet prospective students and assist with admissions inquiries

Run reports and assist the Director of Admissions with various projects

Manage mass mailouts and mail merge documents

Manage Student enrollment paperwork

Input contact information for high school and adult programs

Perform heavy data entry and order department supplies

EXPERIENCE CONTINUED

YMCA-Houston

Welcome Center Front Desk

June 2009 – December 2009

Greeting customers with a friendly and professional demeanor, ensuring a smooth check-in and check-out experience. Attention to detail and accurately handle data entry, ensuring all customer information is recorded promptly and correctly. Additionally, maintaining a neat and orderly environment, contributing to a positive and welcoming atmosphere for both customers and colleagues.

Protherm Services Group

Account Receivables Billing Clerk

January 2008 – November 2008

Responsible for running reports from the accounting system and reconciling invoices with Shell personnel. I entered data into the Shell system to ensure payment for services rendered by the company. Additionally, I researched payments made by Shell and reviewed the payments posted by Protherm. I also tracked materials invoiced by third-party companies. Meeting daily and weekly deadlines was crucial, and I consistently performed heavy data entry while working extensively in Excel to maintain accurate records and streamline financial processes.

Redstone Institute/ Westwood Aviation Institute

Admissions/Student Services Admissions Support and Student Support Coordinator

January 2008 – November 2008

Efficiently greeted visitors and answered multiple phone lines, providing bilingual support to assist both staff and prospective students. I evaluated student folders and ensured data accuracy through diligent maintenance of hygiene reports. I also conducted research within student records and directed current students to the appropriate departments. Additionally, I assisted with emergency procedures and played a key role in preparing for orientation, graduation, and special events. I was responsible for ordering supplies for the department and managing the FedEx account, while performing heavy data entry tasks to support operational efficiency

Certified Staffing

Temporary Position Administrative Assistant

April 2005 – November 2005

Managed patient check-ins and check-outs, scheduled appointments, and efficiently answered multiple phone lines. Provided bilingual services to both patients and employees, ensuring clear communication in English and Spanish. I also explained and reviewed eligibility forms with patients, offering assistance in both languages. Additionally, I handled heavy data entry tasks to maintain accurate records and support office operations

A-Temps STAFFING

Temporary Position Harris County Hospital District/ Harris County Tax Office Office Support Specialist

July 2001 – April 2002

Register voters and performed heavy data entry to ensure accurate records. I was responsible for filing and retrieving customer information, as well as creating and implementing a new filing system to improve efficiency. I also verified customer registration details and answered multiple phone lines, providing assistance and answering inquiries as needed.

REFERENCES

Dr. Richard Andrassy

Professor and Chair of the Department of Surgery - Senior Vice President for Clinical Affairs and Strategy

Office 713-***-**** – Cell 713-***-****

Email *******.********@***.***.***

Patricia Birkmeyer

Vice President for Clinical Business Affairs & Affiliation Management

Office 713-***-**** – Cell 409-***-****

Email ********.*.*********@***.***.***

Dr. David Kim

Associate Professor– Department of Acute Care Surgery

Office 713-***-**** – Cell 305-***-****

Email *****.*.***@***.***.***

Contact this candidate