Administrative Assistant Project Manager

RENÉ RIVERS

**** *. ****** ****. • Los Angeles, CA 90006

Cell: 323-***-**** • E-mail: *********@*****.***

COMPUTER SKILLS:

PLATFORMS

• Windows 98, 2000, XP, Vista, Mac OS X, Windows 7

SOFTWARE

• FileMaker Pro

• Wordperfect

• Word

• Excel

• MS Publisher

• PowerPoint

• Outlook Express

• Quickbooks

• Microsoft Accounting Express

• Visio

• Access

EXPERIENCE:

HOUSE EAR INSTITUTE, Los Angeles, CA

Administrative Assistant, 12/2003 (Hired full-time, 03/01/2004) – 04/2009

Executive Assistant, 04/2009 – Present

Electrophysiology (03/2004 – 03/2008):

Administrative Assistant

• Report to Department Head

• Pull, file and log journal articles

• Process and document check requests and purchase orders

• Prepare monthly leave reports

• Assist with manuscript publications

• Assist with grants and contracts

• Answer phones as directed

• Pick up and distribute mail

• Compose correspondence

• Assist staff with hearing projects

• Pull patient charts, assign/reassign them in Medical Manager

Engineering Services (07/2006 – 11/2008):

Administrative Assistant

• Prepare check requests and purchase orders

• Assist staff with projects

• Order office and lab supplies

• Prepare monthly leave reports

• Develop and maintain monthly spreadsheet to track and monitor all expenses in Microsoft Excel

• Pick up and distribute payroll

• Provide budget updates

• Pick up and distribute mail

• Developed and maintain weekly activities log

• Assist with renewal of software as needed

Research Administration

Administrative Assistant (03/2008 – 04/2009)

Executive Assistant to EVP, Research and Research Administration (4/2009 – Present)

• Assist with updating scholar database

• Prepare check requests, purchase orders and other finance forms as needed

• In charge of ordering office supplies

• Pick up and deliver mail and payroll

• Answer phones and direct calls accordingly

• Assist with staff recruitment to include scheduling interviews, meetings, schedules, hotel accommodations, and escorting candidates to their meeting location, to also include coordination of their presentation

• I am in charge of the setup and coordination of the seminar series and workshops. I gather information, responsible for designing announcement flyers, work closely with caterers for arranging and scheduling lunches for the seminars and workshops

• Arrange hotel accommodations

• Process check requests and purchase orders to ensure timely payment.

• Ensure all information has been received for processing reimbursements of guest speakers.

• Assist with other events as needed

• Work with Creative Services in preparing specific poster boards to include Grants and Contract Awards and Employee of the Year.

Communication Neuroscience (11/2008 – 02/2009)

Administrative Assistant

• Prepare and process purchase orders, check requests, travel and petty cash requests

• Pick up and deliver mail

• Pick up and deliver payroll

• Monitor petty cash balances

• Process request for petty cash replenishing

• Update IRB Protocol records

• Assist with recruiting subjects for new studies

• Order office supplies

Library (9/2010 – Present)

Interim Librarian

• Open and close library

• Return books and journals back to shelves

• Assist physicians and scientists in locating journal articles found in library resources and/or online resources using USC Norris Library and Docline

• Monitor books checked in and out

• Oversee daily library functions

• Monitor EFTS balance

• Design new system to provide efficiency in checking out books and ensure timely

• Assist with DVD and video orders

• Assist with video, computer and internet use.

EXECUTIVE SERVICE CORPS OF SO. CALIFORNIA, Los Angeles, CA

Secretary/Executive Assistant, 06/1996 – 12/2003

• Composed correspondence and prepared packets to prospective clients, prepared project assessments, and final invoices and project reports to volunteers and clients.

• Implemented new filing system to better track and maintain client invoices and responsible for maintaining volunteer and client database files

• Prepared and mailed correspondence and minutes to Board members

• Assisted Project Manager with Headstart invoicing

• Instrumental in coordinating and scheduling volunteer training sessions including confirming attendance among consultants and speakers, preparing session materials, arranging for coffee and other refreshments, setting up catering services for lunch, and coordinating location.

• Designed invitations and program materials for special events

• Assisted in troubleshooting and solving computer problems involving internet and network problems

• Assisted in technology upgrades and setup of new systems and e-mail services

• Prepared PowerPoint presentations and transparencies for consultant meetings

• Interacted with financial institutions in updating officer information on various financial accounts

• Responsible for initiating equipment purchases, office supplies, and software.

• Managed petty cash, performed bookkeeping functions including AP/AR, invoicing, and spreadsheets

• Supervised and delegated assignments to one part-time clerical assistant

• Human resources functions included managing employee benefits, interviewing, and processing monthly payroll

BANK OF AMERICA, Glendale, CA

Bond Specialist, 02/1992 – 06/1996

(Division sold to out-of-state bank and location was closed)

• Supported the Customer Service Department preparing check replacement.

• Received an EPAP award for researching and clearing $2,762,282.04 of duplicate items on the IO3 reports. Received a special write-up from Seattle, Washington, Seafirst Bank Administration for successfully researching and resolving a SQCL Request regarding the status of missing coupons.

• Advanced to the DTC Processing Unit to provide support and backup support in data entry, and monitored and prevented incoming claims submitted by the Depository Trust Company, resulting in no claims being reported at the end of each processing.

• Participated in the 1995 Escheatment Process in the Financial Reporting Department.

• Processed and filmed incoming and outgoing mail.

• Performed data entry processing bonds, bearer and registered, and coupons on BBS and the Sunstar System.

• Responsible for requesting pre-conversion payments on items dating 1992 and prior.

• Created and implemented a tracking and filing system for all old bond and coupon payments requiring verification and the availability of funds.

• Participated in the 1994 Escheatment Process in the Financial Reporting Department

• Acted as teller on scheduled Bond Call periods.

EDUCATION:

Certificate of Completion (to be received), Los Angeles City College/Community Services

Bookkeeping/Account Certificate Course, One-Day Class, 03/21/08

An Introduction to QuickBooks

Los Angeles, CA 2008

Certificate of Completion, Abram Friedman: Computer Repair Technician Course

Los Angeles, CA 2005

Certificate of Completion, Century 21: Real Estate Principles

Hawthorne, CA 2003

Certificate of Completion, Banking Institute

Los Angeles, CA 1990

Certificate of Completion, Institute of Computer Training

Los Angeles, CA 1987

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