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Customer Service Administrative Assistant

Lemon Grove, CA
August 07, 2012

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Clarissa White

**** *** ***** *****, ***** Grove, California 91945 Contact: 619-***-****

Email: ______________________________________________________________________________

Exceptional organizational, interpersonal, written/verbal communication and customer service skills.

Strong Microsoft Word, Excel, PowerPoint and electronic mail system skills.

Ability to coordinate multiple projects, prioritize workload and meet deadlines.

Highly motivated self-starter with a strong work ethic who takes initiative with minimal supervision.

Demonstrates ability to maintain confidentiality.

Administrative Assistant II

Assist in fiscal, human resources and administrative procedures. Provide basic support for all facilities needs including submitting online work request for non-urgent building alterations, repairs, maintenance, cleaning, or sign fabrication services, calling the customer relations service referral desk for urgent requests, submitting customer service requests for all departmental telecom needs, processing rental recharge journals, handling non-instructional room reservation requests, coordinating key issuances, maintaining departmental key log and lock boxes, and assuring keys are returned. Research and analyze disbursements policies to determine appropriate applications. Work with faculty, staff, undergraduate, graduate students, foreign visitors and the university community. Prepare events and make travel arrangements. Process payment authorizations. Process reimbursements for entertainment and travel. Distribute mail. Process low and high value purchase orders. Post payments. Communicate with outside vendors. Maintain employee files. Generate timesheets. Enter payroll into electronic system. Monitor vacation/sick leave for staff. Responsible for all yearly fiscal closing deadlines. Prepare new hire paperwork for grads, students and staff. Coordinate the new hire orientations. Assist in the completion of new hire, rehire and volunteer forms for students. Conduct Interviews. Monitor work study balances. Request stop payments and special checks. Update appointments and review actions in PPS for grads, visitors and student workers. Post jobs for both staff and students. Assist with faculty recruitments. Assist international faculty with renewing their visa statuses. Serve as point of contact for all student and staff payroll issues. Reconcile operating ledgers and receipts against invoices. Assist business officer with maintaining daily calendar. Process all gift processing forms and daily cash/check deposits. Create and maintain electronic filing system for quick retrieval of documents. Order various office supplies and equipment. Assist academic counselors with Upward Bound and Upward Bound Math & Science Summer program. Assist counselors with grant proposals for yearly TRIO activities. Review event budgets with event coordinators. Review encumbrances and lift liens on ledgers. Monitor direct/indirect expenditures and recharges. Reconcile all receipts. Distribute all incoming mail. Attend department meetings. Arrange catering services. Update data in electronic system. Create spreadsheets and memos for office manager. Express card reconciling. Assist with calling various clinics. Track inventory of office supplies. Answer and triage incoming calls. Pull charts. Update patient records, prescriptions, and diagnosis using PCIS/IDX/LabTracker. Review medical records for completeness and accuracy. Schedule and confirm patient appointments. Request authorizations. Update patient demographics. Create spreadsheets and memos. Manage physicians’/nurses calendars. Organize chart notes and lab results. Transcribe doctor’s notes. Enter lab orders. Maintain high level of confidentiality. Prepare patient charts for daily clinics and consultations. Transport medical record files to clinics. Maintain indexes. Work on special projects as needed. Interact with physicians’ and nurses in order to meet deadlines. Provide general administrative support to office.

Administrative Assistant I

Update files using a scanner to input/ delete information on pregnant/post-partum patients. Answer a multi-line telephone system. Use of intercom paging. Direct and screen calls. Monitored the volume of daily incoming calls throughout the office. Assisted benefits office with miscellaneous projects.

Work History

2005 - Present: University of California, San Diego

Fiscal & Facilities Asst.

January 2012- Present: International Relations of Graduate Studies Office (Dean’s Office)

Financial Asst

August 2011- January 2012: Moore’s Cancer Center Smokers Cessation Business Office

HR Assistant/ Financial Mgr. Assistant

October 2006- August 2011: Conrad Prebys Music Center

HR Manager/Financial Assistant

October 2005-October 2006: Trio Outreach Program

Senior Clerk

February 2005- October 2005: Liver Transplant Office

Volunteer work

2000 Copley Family YMCA

2011- UC San Diego Black Staff Association


Ashford University

Palomar College

Hoover High School

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