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Jessica Claire
  • Montgomery Street, San Francisco, CA XXX5
  • Home: (555) 432-1000
  • Cell:
  • resumesample@example.com
Summary

Executive Level Administrative Assistant that provides support for Senior Level Administration & Operations, which includes advanced levels of support in Government Travel preparation (CGE), Timekeeping (ITAS), Microsoft Office, Records Management, Database Management, Purchasing, Website Input, Audio Visual Support.

Highlights
  • Travel Preparation (CGE)
  • Timekeeper (ITAS)
  • Microsoft Office proficiency
  • Database Management
  • Time management
  • Flexible
  • Professional and mature
  • Customer service-oriented
Accomplishments

Recognized for playing an instrumental role in the TTC Office Production.

Supported the Technology Transfer Center through personal document management, calendar organization and collateral preparation for meetings.


Experience
Administrative Assistant II (Contractor), 11/2010 to 2016
SAI/NIH National Cancer Institute (NCI)City, STATE,
  • Provides direct Administrative Support to the Director, Associate Directors, Management Officer, Unit Supervisors and other TTC staff.
  • Serves as liaison to staff and outside sources by providing timely advice for procedures, reports, and other administrative matters to implement TTC's policies, directives and instructions.
  • Use Microsoft office to create correspondence, spreadsheets, PowerPoint presentations.
  • Concur Government Edition (CGE) - Overall responsible for domestic & international travel preparation for Shady Grove Technology Transfer Office. Provide remote assistance to our Frederick office. Gather, prepare and review all necessary forms and information from traveler to book travel and reimburse authorized expenses. Create authorizations & vouchers and submitting for final approval. Contact OMEGA World Travel as needed for to assistance book hotels, flights and/or rental cars.
  • Integrated Time & Attendance System (ITAS) Monitor time and attendance records. Run ITAS audits to manage any discrepancies in conjunction with DFAS.
  • Purchase Order Tracking System (POTS) - Prepare purchase orders that procure, authorize, record and justify all office expenses. Examples include: ordering business cards, purchasing office equipment & supplies, process trainings and other misc. items. Assists in purchasing the equipment and supplies for the office by ascertaining the needs of the staff and consolidating requests for the organization as a whole.
  • Monitors and maintains a variety of supplies and forms for the office.
  • AgilQuest's OnBoard - Main contact for the coordination of all TTC conferences and meetings, and arranges any IT support. Main contact for scheduling and organizing WebEx and video conference meetings.
  • WIKI - Manages & Updates Internal Office Website with TTC's policies, directives and instructions.
  • Filemaker - Use database to locate CRADA's and contacts for finalization of documents.
  • SOFIE (Status of Funds Internet Edition) - Utilizes database for monthly budget and financial reports. This system allocates the funding for purchases made in the TTC.
  • Maintains Property Control. Coordinates property passes for items leaving TTC office. Ensures that inventories are accounted for according to the schedule. Arranges for new hardware and equipment to have property identification tags or decals.
  • Contact Vendors as needed for Office Equipment, Trainings, Hardware & Software.
  • Route, review, and distribute regular mail, correspondence, FED EX or UPS packages and other office communications in accordance with TTC office procedures.
  • Maintain office files and records in accordance with established systems and TTC's specific office needs.
  • Screens all visitors, routes telephone calls and answers procedural or administrative questions. Professionally greets, welcomes and directs visitors and staff.
  • Submit Express Service Tickets for office maintenance, Create IT support helpdesk tickets for hardware/software repairs and requests.
  • Utilize Fax Machine, scanners and other multipurpose units.
Logistics Coordinator (Contractor), 02/2010 to 08/2010
EMPLOY R SOLUTIONS/Office Of The Assistant Secretary For Preparedness And Emergency Response (ASPR)City, STATE,
  • GOVTRIP - Prepare all travel in GOVTRIP for travelers responding to missions relating to public health and medical emergencies, whether resulting from acts of nature, accidents or terrorism ensuring that all travelers adhere to government regulations and per diems.
  • Contacting various airlines, rental car companies and hotels to book flights and hotels.
  • Primary contact for modifications to Authorizations and Vouchers.
  • Create, modify, update and do mail merges in internal secured databases consisting of traveler's itinerary information using Microsoft Office.
  • Provide on site call center support to travelers checking on status of delayed flights, hotels, tickets, or reimbursement of funds.
  • Create and process forms for registration, reimbursement, honoraria, invoices, and other forms as needed.
  • Daily staff meeting coordinator.
Program Staff Assistant, 10/2005 to 03/2006
STG INTERNATIONAL/Office For Civil Rights (OCR)City, STATE,
  • Government Contractor - Department of Health & Human Services (HHS), Office for Civil Rights (OCR) Primary Administrative support to Principal Deputy Director of Office for Civil Rights.
  • Microsoft Office) Use Microsoft office to create correspondence, spreadsheets, presentations.
  • Managed the classification, handling, and preparation of OCR correspondence for the HHS Secretary's, OCR Director's, and Principal Deputy Director's signatures.
  • GOVTRIP) Prepare all travel in GOVTRIP for six Regional Managers.
  • ensuring that all travelers adhere to government regulations and per diems.
  • Contacting various airlines, rental car companies and hotels to book flights and hotels.
  • Primary contact for modifications to Authorizations and Vouchers.
  • Managed the classification of information and data entry requirements for OCR's correspondence control system, the Program Information Management System (PIMS).
  • Manage scheduling, organization, and coordination of videoconference meetings between headquarters and regional staff.
  • Screen all visitors, routes telephone calls and answers procedural or administrative questions.
  • Professionally greets, welcomes and directs visitors and staff.
  • Take minutes in staff meetings.
Training

NIH 2015 Records Management Training (12/21/15)

NIH NCITimekeeper Leave Discrepancy Training (9/10/15)

NIH Domestic Travel Refresher (5/11/15)

NIH EEO Training for Employees (12/04/14)

HHS Funded Conference vs Non-Funded Conference Attendance (11/20/14)

NIH Advanced ITAS for Timekeepers (11/14/14)

NIH 2014 Records Management Training (10/28/14)

NIH CGE Supplemental Classroom Training (10/21/14)

NIH CGE Basic Functionality (10/08/14)

NIH LMS Local Learning Registrar (4/15/14)

NIH Domestic Travel (05/11)

NIH Basic Time & Attendance Using ITAS (4/4/11)

Education
AAS: Information Technology, Expected in
Kaplan University - Ft. Lauderdale, FL
GPA:

Information Technology

Network Information Technology Certificate (35 College Credits): Information Systems, Expected in 2005
TESST College of Technology - Alexandria, VA
GPA:
Skills

Administrative Support, book, budget, business cards, call center, Cancer, Hardware, conferences, Data Entry, Databases, Department of Health, Fax Machine, Filemaker, financial reports, forms, Funds, Government, Information Technology, IT support, meetings, mail, Microsoft Office, PowerPoint presentations, Monitors, Network, Office Equipment, organizing, policies, presentations, public health, purchasing, Express, repairs, scanners, scheduling, spreadsheets, telephone, timekeeping, video conferencing, Website

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Resume Overview

School Attended

  • Kaplan University
  • TESST College of Technology

Job Titles Held:

  • Administrative Assistant II (Contractor)
  • Logistics Coordinator (Contractor)
  • Program Staff Assistant

Degrees

  • AAS
  • Network Information Technology Certificate (35 College Credits)

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