Administrative Assistant

ADMINISTRATIVE ASSISTANT

PROFESSIONAL SUMMARY *Have always been able to use my organizational skills to assist in multi-tasking, setting up new offices and propose ways to streamline office procedures.

* Have created and implemented forms to streamline certain office procedures and cut overhead costs within the USAISR RCQM office

* Was first employee to introduce available option of tele-commuting at Pre-Employment, Inc.

* Was first contractor hired to assist in office setup for USAF Combat Related Special Compensation Program at Randolph AFB, TX

* Organized and set up Shift Commander's Office for newly implemented 13 hour shift personnel at Bexar County Sheriff's Office

* Initiated and help organize benefit to raise funds for BCSO detention officers whose families were victims of flood

* Eliminated 5 year back log for USAF Coronary Artery Risk Evaluation Program within one year and received USAF Sustained Superior Performance Award

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EXPERIENCE Administrative Assisant 9/22/2008 - Present

MacAulay Brown, Inc. Fort Sam Houston, TX

Oct 11 to present: full range of administrative support to three additional sections - Occupational Health, Safety and Command Headquarters including but not limited to scanning, travel support, printing, mail, facilities and equipment, records, forms, files, spreadsheets and transcription.

Specific support to each section:

Occupational Health – Health spreadsheet updates and data file management, review and revision of OCC Health forms when necessary.

Safety Officer – preparation of appointment letters, safety meeting recording and transcription requiring Company Commander’s signature, official safety officer administrative back-up for in/out processing, Safety intranet website reviewer suggesting necessary or potential updates, organization and updating of safety files and binders.

Headquarters – spreadsheets management and maintenance of Command policies, MOA’s and MOU’s located in official binder, generation of contract personnel files for new hires, external visitor escort within ISR.

Modified administrative support to RCQM section - maintain Excel spreadsheets and databases essential to monitor the various stages of protocols for funding purposes. Prepare and process ISR Command Approval Letters for protocol studies that have been approved by USAMRMC IRB and/or BAMC IRB. Compile audio and visual reservations as needed. Coordinate all aspects of travel for invited scientists (travel voucher, flight, hotel, transportation and honorarium) and assist RCQM personnel with travel arrangements. Upload current credentials to local share drives. Manage interactive AKO website which includes 1900+ personnel credentials.

RCQM Sep 08 - Oct 11 Deliver office documents to appropriate Command Suites to obtain required review and signatures, distribute inner-office mail. Send bi-weekly reminders to GS personnel for timesheet completion, verify information and obtain required signatures. Create and maintain Excel and Word spreadsheets and databases essential to monitor the various stages of protocol status, CITI certifications, Curriculum Vitaes, travel arrangements. Create new Word forms as needed. Create and implement email templates for the registration of individuals for the Collaborative Institutional Training Initiative (CITI) course for participation in human research. Send renewal notifications when necessary. Coordinate CITI certification and registration bi-yearly for the Trauma Nurse Coordinator (TNC) teams and the Joint Combat Casualty Research Teams (JC2RT) participants. Prepare and process ISR Command Approval Letters for protocol studies that have been approved by USAMRMC IRB and/or BAMC IRB. Prepare master files for new studies, process closed studies for archiving, file all protocol related documents. Process monthly BAMC IRB meeting minutes and file in appropriate protocol folders. Compile audio and visual reservations as needed. Maintain a general supply cabinet for office personnel, order supplies when needed and prepare shipping packages and requests. Coordinate all aspects of travel for invited scientists (travel voucher, flight, hotel, transportation, honorarium) and assist RCQM personnel with travel arrangements. Format and transcribe correspondence as needed. (e.g. communications, printing, graphics, library or publications services, mail, facilities and equipment, transportation, records, forms, reports, space and property management). Work directly with USAMRMC IRB Director in creation and initiation of interactive AKO website which provides the USAMRMC IRB access to 2000+ USAISR RCQM human research personnel credentials. Created and implemented an “Overview” page which automatically calculates the various stages of the all working Human and Theatre protocols and quarterly approval counts. Upload documents into IRBNet website pertaining to ongoing protocols. Beginning Oct 2011, I also provide administrative support to Safety Officer, Occupational Health Nurse and Command Executive Director's Assistant.

Senior Research Coordinator 5/2/2006 - 9/19/2008

Pre-Employment, Inc. San Antonio TX

Senior Research Coordinator • Work directly with president of company • Assist president of company with maintaining and updating company operation manual. • Provide sales information to potential clients and set up new client accounts. • Accountable for maintaining an up-to-date company client information database. • Review all incoming requests, assign and distribute accordingly to appropriate personnel. • Coordinate job assignments with my assistant to ensure minimal turnaround time for clients. • Conduct background searches, including criminal, motor vehicle, credit history, SS traces, employment and education verification, professional license verification and report drug results. • Train new employees for position of Jr. Research Coordinators. • Maintain, inventory and order all office supplies. • Manage and refer all incoming telephone calls and greet all visitors.

Data Processing Specialist 10/11/2003 - 4/14/2006

Lockheed Martin Corporation Brooks AFB, TX

Initial contractor hired to assist the CRSC office in the rapidly expanding demand of requests for assistance to the program by veterans • Review all incoming applications and delegate for processing • Responsible for all incoming and outgoing mail • Create and maintain data worksheets used by office personnel and management for weekly office statistics • Create and maintain spreadsheets to monitor office funds • Monitored and maintained office supply inventory • Assist customers by telephone and in person, schedule and conduct outreach events with service members of all military branches • Quality Assurance audits of all applicant files • Maintain file room of 15,000+ files • Provide and perform minor computer assistance troubleshooting to co-workers • Created an up-to-date training manual and trained all new data processors • Provide input on the automated answering system for the Randolph Air Force Base CRSC program • Monitor and update administrative and personal data from various sources • Direct contact with VA representatives in order to obtain veteran information • Work directly with military personnel

Processing Clerk III 6/13/1988 - 6/16/2000

County of Bexar San Antonio, TX

Office Assistant III • Receptionist duties, process incoming and outgoing mail, customer service via telephone and in person • Complete administrative support for three Extension Agents of TAEX in all facets of program operations for nine ongoing major programs Processing Clerk II • Assist in the structure and incorporation of new 13 hour shift of approximately 100 employees in accordance with Bexar County Adult Detention Office policies for detention officers and civilians • Provide assistance to shift commander of Bexar County Sheriff’s Office (BCSO) to include audit time and attendance • Schedule training and vacancy interviews, process employee evaluations, compile disciplinary actions, update personal information files, prepare shift rosters for officers and supervisors to include light duty personnel, process leave requests • Create, update and maintain criminal history records, prepare court documents, process inmates and necessary paperwork through all stages of booking in accordance to Bexar County Adult Detention Center Inmate policies • Creating an up to date company training manual. Provide customer service at front desk and to accept and process all bail bonds.

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EDUCATION Associate 12/2013

Ashford University Online Clinton, Iowa

Some College Coursework Completed 6/1982

San Antonio College San Antonio, Texas

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ADDITIONAL INFORMATION 1.Worked directly with the Director, Institutional Review Board Office (IRBO) Office of Research Protections (ORP) US Army Medical Research and Materiel Command in the creation and initiation of a new website on AKO which provides the USAMRMC IRB access to all USAISR RCQM human research personnel credentials. This involved the uploading of 1700+ Human Research CITI Certifications and Curriculum Vitae. I requested and obtained clearance to the website for RCQM office personnel. I also created and distributed an SOP. This was done in addition to other daily assigned duties and is now maintained daily.

2.Alleviated RCQM office overhead demand for copy paper by creating and implementing a monthly request to surrounding Task Area Managers for paper contribution toward the common area printer.

3.Worked directly with Red Cross Summer Teen Volunteer. I provided overall office training and familiarization of various RCQM databases. Created and implemented RCQM Certificate of Appreciation and a Volunteer Timesheet to track and confirm number of hours worked.

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Adobe Acrobat Intermediate Currently used 8 years

MS Internet Explorer Intermediate Currently used 5 years

Windows 7 Expert Currently used 2 years

XP Intermediate Currently used 1 years

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