Assistant Office
Resume:
TERRI WILLIAMS RUIZ
HOUSTON, TX 77042
********@***.***
Employment History
Office Manager, Office of Development and External Affairs (DEA)
Teacher’s College, Columbia University, New York, New York
April 2003 – December 2010
• Act as a resource person concerning departmental policies, procedures and needs:
• Enforce general office policies within Development (which includes Major Gifts, Research, Corporate and Foundation Relations, Alumni Services, Annual Fund, Special Events, External Affairs and Information Services.)
• Set up accounts and maintain relationships with various vendors such as temp agencies, cell phone carriers, office supply and equipment vendors, car services, printers, photographers, mailing services, messengers and restaurants/caterers.
• Purchase and ensure proper maintenance of office equipment – copier, fax, telephones, shredder, printers, etc. Also purchase of computers through CIS.
• Serve as Budget administrator for three major budgets totaling $2 million dollars: This includes making budget transfers and handling various requests from budget office as well as preparing budget reports for Vice President of Development and External Affairs and the Executive Director for Administration and Assistant to the Vice President.
• Prepare contract request for all vendors who provide service over $1000 in the fiscal year and work with Office of the General Counsel to finalize contracts.
• Review all vendor invoices and petty cash vouchers; approve and submit for payment.
• Manage vacation calendar for the department to assure that all areas are covered at all times.
• Prepare workspace for new employees and well as assuring they have access to the TC network. Prepare PAF’s and whatever else is needed.
• Make sure new administrative staff is introduced to TC policy as far as completing forms (petty cash vouchers, check requisitions, and purchase orders). Also introducing them to room assignments, catering, purchasing and duplicating.
• Schedule, prepare agenda, and record and distribute minutes from DEA Cabinet meetings.
• Interaction with trustees, donors, prospects and alumni as necessary.
• Review and edit, if necessary, the DEA classified section in the TC Directory.
• Provide first-line technical assistance to DEA on various software and hardware problems.
• Coordinate logistics for staff meetings and departmental events.
• Post job openings on various websites.
• Coordinate logistics for office moves, painting, repairs, cleaning,
• Interact with Facilities, Purchasing, CIS, Telecommunications and Media Services on DEA’s behalf.
• Coordinate office space for work study students.
• Oversee the purchase of office supplies including stationery.
• Handle travel plans and accommodations for Executive Director for Administration & Assistant to the VP as well the Senior Director for Development Programs & Services as needed.
• Reconcile and pay American Express bills for Executive Director for Administration & Assistant to the VP as well the Senior Director for Development Programs & Services.
• Other projects as assigned by Executive Director for Administration & Assistant to the VP as well the Senior Director for Development Programs & Services.
• Recruit and supervise the secretary/receptionist for the Office of Development;
• Assign, prioritize and supervise secretary/receptionist’s workload
• Make sure this position is covered during absences including getting the mail.
• Provide administrative support to the Vice President for Development and External Affairs in Executive Assistant’s absence as needed.
Major Gifts Assistant, Teacher’s College, Columbia University, New York, New York
May 1999 – March 2003
Provided administrative assistance and manage travel requirements for the Executive Director of Institutional Advancement and three Major Gift Officers; provided meeting preparation for Major Gift operations; acted as liaison between President’s Office and DEA; produced, tracked and edited pipelined prospect reports as needed; updated Banner with all prospect contact and prospect rating information; maintained mailing list and meeting schedule for the National Campaign Committee; produced and organized meeting materials for the National Campaign Committee.
Sponsorship Marketing Assistant, The New York Botanical Garden, Bronx, New York
June 1996 – May 1999
Compiled and maintained internal res research files, mailing lists, prospect contact database, and tracking documents; created and proofread internal/external correspondence and generate reports, proposals, sponsorship packages, and other printed materials as needed; assisted in coordinating arrangements for corporate sponsor/event underwriter meetings and visits to the Garden, including in-person contact and liaison; assisted in coordinating leadership, finances, program planning and logistics for Founders Award and Bronx Green-Up fundraising dinners; participated in evening and weekend events as needed ; handled office phones, messages, photocopying, faxing, and incoming/outgoing mail; processed purchase orders, office supply requests, petty cash, check requisitions, fund transfers, time sheets and gift transmittal forms; maintained Director's calendar and appointment schedule.
Stenographer Secretary III – Development Office, The New York Botanical Garden, Bronx, New York
June 1991 – June 1996
Provided secretarial support to the Associate Director of Development for Corporate Marketing; general office duties -- typing, filing, copying and answering telephones; word processing of memorandum, letters and proposals; maintained master lists of corporate donors; assisted in coordinating special events – seating, tracking income, logistics, and program planning; processed bills/check requests; organized workflow in priority order; coordinated and supervised office volunteers; scheduled meetings and tours with donors/prospects.
Stenographer Secretary II – Education Department, The New York Botanical Garden, Bronx, New York
March 1988 – June 1991
Provided secretarial support to the Director of Education and the Director of the School of Horticulture; general office duties -- typing, filing, copying and answering telephones; prepared and mailed contracts to all instructors (quarterly); liaison between students in the School of Horticulture and the Director of the School of Horticulture; prepared student schedules; scheduled meetings.
Education
Taylor Business Institute, New York, New York
Secretarial Sciences Major (1 year)
September 1980 – December 1981
Bronx Community College, Bronx, New York
Liberal Arts Major (30 Credits)
September 1978 – December 1979
Norman Thomas High School for Commercial Education, New York, New York
Secretarial Studies Major (H.S. Diploma Received)
September 1975 – June 1978
Computer Skills
Proficient in all MS Office applications; Internet usage; Raisers Edge and Banner database management systems.
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