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Administrative Assistant/Project Specialist Resume Example

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ADMINISTRATIVE ASSISTANT/PROJECT SPECIALIST
Summary

I am a self-motivated, detailed oriented individual with the ability to work in a team setting or independently looking for a position with a focus on generating an exceptional outcome and working towards an organization's objectives and goals. Thus, I have developed the skills necessary to interact professionally with a diverse group of individuals from upper level management executives and subject matter experts to maintenance and support staff personnel.

Skills
  • Greater than ten (10) years of office management in accounting, budget preparation, customer service, executive
  • Management support, policy and procedure development, project planning and preparation/monitoring, travel
  • Arrangements and reimbursements, vendor inventory - acquisitions and reporting, and vendor relations
  • Management.
  • More than three (3) years of experience in federal grant management and support.
  • Proficient in Microsoft Office Suites to included Word, Excel, PowerPoint and a working knowledge of Access. People
  • First Personnel System, Inventoria Stock Manager, Adobe Acrobat Professional and Photoshop.
  • Accounting, Excel
  • Accounts payables, Mail
  • Acquisitions, Office
  • Administrative, Microsoft Office Suites
  • Adobe Acrobat, PowerPoint
  • Photoshop, Word
  • Advertising, Newsletter
  • Air Force, Office management
  • Analyst, Page 2
  • Brochure, Personnel
  • Budget preparation, Police
  • Budgets, Policies
  • Conferences, Posters
  • Customer service, Procedure development
  • Executive, Project planning
  • Mmanagement, Receiving
  • Executive Management, Reporting
  • Senior management, Research
  • Filing, Seminars
  • Funds, Systems Analyst
  • Government, Telephone
  • Human Resource, Time management
  • Indexing, Transportation
  • Information Technology, Travel arrangements
  • Internal Auditor, Travel
  • Interpretation, Aarrangements
  • Inventory, Type
  • Law Enforcement, Vendor relations
  • Director, Website development
  • Materials, Website
  • Mediation, Written
  • Meetings, Year-end
  • Access
Experience
Administrative Assistant/Project Specialist
August 2015 to CurrentUniversity of Florida - UF Health Information Technology － Gainesville, FL
  • Responsible for receiving and reviewing all incoming written and pertinent electronic communications addressed to the Office of the CIO.
  • Work independently with UF Health colleges and institutes, the University of Florida, and UF Health Shands, to prepare correspondence and responses, many of which are confidential, complex, technical, and contain sensitive issues.
  • Serve on the SWAT and Celebration Committees as a senior management liaison.
  • Schedules, coordinates, and arranges a variety of events - conferences, meetings, seminars, annual holiday events and retreats for the CIO and UF Health IT (UFH IT).
  • These projects traverse three missions of healthcare, research and education and providing ongoing support for the same.
  • Assists with the overall management and operation of the Office of the CIO by performing a variety of administrative and support duties requiring an extensive working knowledge of the University of Florida and UF Health, as well as being mindful of the ever changing and complex evolving environment and culture.
  • Additionally, I research a variety of complex materials in the process of interpreting policies and regulations as they relate to particular inquiries from the general public, the University of Florida and UF Health Shands constituencies.
  • Arranges and schedules ongoing committee meetings, as well as routine meetings with internal and external parties, including, but not limited to college deans, institute directors, department chairs, administrative personnel and IT professionals.
  • Prepares agendas and takes minutes at meetings as required.
  • Creates and produces brochure type programs, invitations, posters, nametags, place cards for various functions, produces UFH IT newsletter and serves as a liaison with the public, faculty, and University of Florida and UF Health Shands constituencies to share knowledge about UF Health.
  • Schedules and coordinates all travel arrangements and necessary travel authorizations and reimbursement for the Office of the CIO.
  • Responsible for processing all expenditures/invoices/payments regarding expense accounts (i.e.
  • Travel memberships, subscriptions, licensure requirements, etc.) as well as manages bill payment for Office of the CIO.
  • Schedules and maintains the calendar of appointments and events for the CIO, along with many discrete project related activities.
  • As well as coordinate the schedule and time commitments of the CIO by establishing priorities and making independent decisions regarding time management.
  • Prepares and edits correspondence and prepares presentation materials for various national society, UF Health and University of Florida audiences.
  • Screens telephone calls and answers questions that involve interpretation of policies and procedures and provide routine information to callers.
  • Maintains and organizes an internal filing system and indexing all incoming and electronic information that is often of a sensitive nature, with discretion.
Coordinator of Administrative Services
July 2012 to August 2015University of North Florida - Institute of Police Technology and Management － Tallahassee, FL
  • Facilitated all supporting activities for the Law Enforcement Liaison Program (LEL) to ensure daily program objectives were met.
  • Diane M.
  • Maxfield.
  • Page 2.
  • Served as the liaison between the Program Director, Law Enforcement Liaison staff, Florida Department of Transportation, and Institute of Police Technology & Management to accomplish annual program objectives.
  • Supported the Program Director with twelve (12) federal grant budgets to include grant development and mediation, quarterly and year-end reporting, and grant audit preparation.
  • Project planning and preparation of the Florida Law Enforcement Challenge Ceremony held annually in central Florida for roughly three hundred fifty (350) law enforcement officers.
  • Worked closely with the website development team to maintain, improve, and update LEL website.
  • Facilitated accounts payables and receivables to our fifty (50) vendors and nine (9) staff members.
  • Compiled and processed all promotional and award item orders.
  • Developed and maintained a positive working relationship with the program's fifty (50) vendors to ensure all orders were completed in a timely manner and within Federal regulation.
  • Process all purchase orders, invoices, pre-travel, disbursement and travel reimbursement paperwork.
  • Worked closely with Institute of Police Technology & Management's Project Coordinator to ensure all grant funds were accurately coded for reimbursement from the federal government.
  • Prepared all office correspondence and mail-outs for the four challenges awarded annually, which are mailed to approximately two hundred sixty (260) winning law enforcement agencies through-out the State of Florida.
  • Printed, organized and transmitted roughly sixty (60) award certificates to the winning challenge law enforcement agencies.
  • Maintained and inventoried all warehouse products for distribution to field LELs for award to law enforcement agencies.
  • Traveled throughout the State of Florida as needed and/or required.
Executive Manager Assistant
May 2007 to July 2012State of Florida-Florida Lottery － Tallahassee, FL
  • Worked closely with the Human Resource office to ensure personnel issues were conducted in a timely and accurate manner.
  • Trained all fifty (50) Information Technology staff in People First software for accurate and timely leave reporting.
  • Assist with People First reports and requests for personnel action.
  • Updated, maintained, and reviewed Chief Information Officer's calendar on a daily basis.
  • Scheduled the weekly staff meetings and annual conferences held by and for the Chief Information Officer.
  • Assembled and distributed quarterly reports to Executive Management and the Department's Internal Auditor.
  • Completed request for travel and reimbursement for travel paperwork for executive staff and track to completion.
  • Completed all purchase card orders and requisitions for supplies and I.T.
  • Equipment.
  • Designed, maintained, and updated Games Administration's statistical reports compiled to measure the performance of the Analyst in Games Administration.
  • Coordinated and oversaw work completed by Administrative Assist I and Administrative Assist II for Operations.
  • Coordinated the advertising and project planning for the annual Florida State Employees' Charitable Campaign and holiday programs for the Florida Lottery.
Education and Training
Bachelor of Arts (BA) : Business Administration and Management, FinanceKeiser University － Tallahassee, Florida
  • Systems Analyst
  • Air Force Reserves
    • Chanute Air Force Base, Chanute, Illinois
    DiplomaAmos P. Godby High School － Tallahassee, FL
    Activities and Honors
    Sigma Beta Delta, International Honor Society of Business, Management, and Administration Volunteer Experience: President, Leon High School Band Boosters (3 years) Annual Spring Carnival Coordinator, Astoria Park Elementary (2 years)
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    Resume Overview

    Companies Worked For:

    • University of Florida - UF Health Information Technology
    • University of North Florida - Institute of Police Technology and Management
    • State of Florida-Florida Lottery

    School Attended

    • Keiser University
    • Amos P. Godby High School

    Job Titles Held:

    • Administrative Assistant/Project Specialist
    • Coordinator of Administrative Services
    • Executive Manager Assistant

    Degrees

    • Bachelor of Arts (BA) : Business Administration and Management, Finance
      Systems AnalystAir Force Reserves
      Diploma

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