acting cip management specialist executive assistant ii resume example with 20+ years of experience

Jessica Claire
  • , , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
  • Home: (555) 432-1000
  • Cell:

Executive Assistant II with diverse background in business management. Facilitates multiple projects simultaneously. Strong knowledge of Contract Management and Procurement Services. Communicative and team-oriented with proficiency in SharePoint. Skilled at close work with senior executive Team. Considered valuable, punctual employee with outstanding contract management and procurement skills.. Excellent research, project support and organizational abilities.

  • Successful experience preparing traditional and collaborative A/E and Construction contracts for Capital Improvement Programs (CIP).
  • Ability to manage multiple simultaneous A/E and Construction contract administration functions.
  • Strong analytical, planning, organizational skills, and ability to manage/coordinate multiple contract administration initiatives.
  • Exceptional attention to detail.
  • Excellent written and verbal communication skills.
  • Working knowledge using SharePoint and Nintex workflow.
  • Utilizes personal computer and strong working knowledge of applicable software programs, (i.e. MS Word, Excel, PowerPoint, Outlook, MS Visio, etc.).
  • People skills
  • Friendly, positive attitude
Acting CIP Management Specialist/Executive Assistant II, 11/2010 to Current
Columbia UniversityNew York, , DC
  • Provides contract management administration, procurement support and coordination to Engineering Leadership ensuring daily functional efficiency of the department in line with the overall objectives and goals of the organization. Specific responsibilities include the following:
  • Serves as the Point of Contact (POC) for Environmental Quality & Operations Committee Meeting
  • Coordinates with COO, Board Secretary, Procurement, Engineering with board-related documents such as fact sheets, board resolutions, agendas, presentations, meeting minutes, etc
  • Formats, finalizes, and distributes meeting minutes, project reports, and memos including tracking to completion
  • Monitors and tracks operational expenses and budget
  • Assists in establishing the A/E and Construction contract administration standards from execution through contract close out with an emphasis on business process improvements and optimization
  • Manages the CIPIM contract approval, monitoring, and execution tools (e.g., SharePoint Contract Award and Modification Dashboard)
  • Responsible for the approval process of contracts being processed in SharePoint and/or Oracle Unifier
  • Provides guidance to develop workflow efficiencies for contracts processing and execution between Engineering and Capital Procurement Departments
  • Develops and provides training to Engineering, Operations, Capital Procurement, and other DC Water stakeholders on the contract award and modification processes, procedures, and requirements
  • Assists Capital Procurement department with contract management and oversight/audit of the A/E and construction contracts
  • Supervises and coordinates the development of contract documents and advertisements for A/E and construction services
  • Assists Project Managers in preparing and timely processing A/E and Construction contracts for execution including A/E agreements, A/E supplemental agreements, task orders and change orders
  • Manages the development and maintenance of standard operating procedures related to A/E and Construction contract award and modifications administration
  • Reconciles expense reports using the new Oracle ERP system
  • Assists with contract payment application and invoice processing as needed
  • Other duties and projects as assigned at the discretion of the Manager, CIP Contract Management Services.
Program Coordinator, 02/2010 to 11/2010
1St United Credit UnionPleasanton, , DC
  • Provided support to the project manager and project engineers to ensure they are meeting quality, client satisfaction, and revenue/profitability targets for DC Water Biosolids Project office. The project consists of 4 projects, Main Process Train (MPT), Final Dewatering, Combined Heat and Power (CHP), and Site Preparation; Specific responsibilities include the following:
  • Act as a resource for project managers, project team members, and employees on the project team
  • Assisted in developing Monthly Progress Report to the client
  • Coordinated and scheduled meetings
  • Drafted meeting minutes, project reports, presentations, and memos
  • Handled word processing requests and report production in support of technical staff/projects
  • Coordinated all office equipment maintenance
  • Maintained project, contract, and vendor files – both electronic and “hard” copies
  • Tracked project deliverables; updated project and task schedules; meeting schedules
  • Participated in development and implementation of electronic program controls
  • Developed protocols for the filing system/document management and control to support day to day operations
  • Coordinated sub-contractors and others across Brown & Caldwell working on the Biosolids Project
  • Assisted the Program Controls Manager with project financial reporting as needed
Sr. Technical Specialist, 11/1999 to 04/2009
Social & Scientific Systems, IncCity, , MD
  • Assisted programmers in designing and testing automated data collection systems; provided data capturing and verification support for applications in the areas of conference registration, Health and Human Services, Primary Care Networks, Food and Drug Administration, Mental Health Patient Characteristics, and Attributes (including location) of mental health organizations; managed, selected and trained data capture staff/new hires; required to carry out research activities according to the mental health protocol, such as literature review, recruitment of participants and data collection, set-up database and analyze data; disseminated results and conclusions by the preparation of presentations, reports etc Specific responsibilities include the following:
  • Manipulated Cardiff Teleform System optical character recognition hardware and software
  • Designed, tested, and implemented Teleform instruments
  • Produced graphical data reports from database
  • Coordinated project input functions with editing and error-resolution activities
  • Maintained archives of survey protocols as received from the field
  • Produced materials for mass mailings, data dictionaries and performed quality control tasks
  • Coordinated materials for meetings and training sessions and other activities within the organization
  • Ran queries using Access; wrote SQL scripts to inspect data
  • Data management of medical data for Department of Substance Abuse & Mental Health Services Administration (SAMHSA) National MH Information Center database

  • Designed forms using Teleform software for data collection
  • Assisted in the preparation of project procedure manuals and other materials for healthcare professionals
  • Conducted individual staff trainings in areas of technical support and process implementation
  • Documented circumstances during data collection that may impact data quality and offer suggestions to database administration support team to remedy discrepancies
  • Performed as the key member of a team tasked to develop methods and strategies in the effort of data warehousing, accuracy, and security
  • Performed maintenance to the system for the operational area
  • Prepared monthly newsletter and distribution via internet, e-mail and postal mailing
  • Researched and contacted mental health organizations regarding facilities contact information and organization statuses
Education and Training
: , Expected in 01/2018 to Montgomery Community College - ITI - Germantown, MD,
: Management, Expected in 01/1991 to Chamberlain Career Center - Washington DC,
: Business Management, Expected in to University of Maryland Global Campus (UMGC) - Adelphi, MD,
Microsoft SharePoint Technologies I, II and III; Cardiff Teleform; Automated Forms Design (2000); SQL Programming (2003); SAS Institute: SAS Programming I (2004); PeopleWare Pro (2005); EEO Compliance & Harassment Prevention (2004); Security Awareness Program (2006),

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Resume Overview

School Attended

  • Montgomery Community College - ITI
  • Chamberlain Career Center
  • University of Maryland Global Campus (UMGC)

Job Titles Held:

  • Acting CIP Management Specialist/Executive Assistant II
  • Program Coordinator
  • Sr. Technical Specialist


  • Some College (No Degree)

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