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administrative assistant to the chairman resume example with 10+ years of experience

Jessica Claire
, , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - resumesample@example.com - - -
Professional Summary

Accomplished, high-level Administrative Assistant/Operations Manager with experience addressing various business office needs through file and document management, inventory allocation and technical training. Proficient in maintaining stringent financial controls and timelines. Diplomatic and professional when communicating with stellar time management and multitasking expertise.

Skills
  • Office Equipment Operation
  • Professional and Courteous
  • Schedule Management
  • Appointment Coordination
  • Meticulous Attention to Detail
  • Research and Analytical Skills
  • Database and Client Management Systems
  • Microsoft Office Suite
  • Multi-Line Telephone Systems
  • Report Preparation
  • Multitasking and Time Management
  • Document and File Management
Work History
09/2021 to Current
Administrative Assistant to the Chairman Chapters Health System Sebring, FL,
  • Human resource management, payroll, administration of department's overall budget for each fiscal year
  • Work closely with Chairman to resolve sensitive faculty and student issues including conflict resolution
  • Interpret and transmit administrative directives and policies throughout department
  • Conduct research and foster effective communication on new initiatives, grant applications, funding sources, and projects related
  • Foster healthy workplace relationships among faculty, management, and students
  • Oversee allocation and distribution of department's budget by preparing justifications and estimates for departmental needs
  • Initiate requisitions and monitor other departmental expenses
  • Timekeeper and payroll coordinator
  • Initiate and process hiring
  • Serve on more than 10 search committees for various college wide positions
  • Coordinate student and departmental meetings, workshops, specific office functions, leadership conferences and retreats
  • Prepare agenda and meeting minutes
  • Order office supplies and equipment
  • Process reimbursements for off-campus travel and mileage expenses.
  • Coordinated travel arrangements by booking airfare, hotel and ground transportation.
  • Restocked supplies and placed purchase orders to maintain adequate stock levels.
  • Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
  • Interact with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
  • Answer multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
  • Managed Access databases converting complex data into easy-to-interpret data.
  • Monitor Chairman's work calendar and schedule appointments, meetings and travel.
12/2016 to 09/2021
Department Secretary Barrett Business Services Keizer, OR,

Work closely with Dean/Associate Vice President to resolve sensitive HR issues including conflict resolution. Interpret and transmit administrative directives and policies throughout department. Conduct research and foster effective communication on new initiatives, grant applications, funding sources, and projects related. Foster healthy workplace relationships among employees, management, and students.

· Researched, developed, prepared, and monitored departmental budget. Oversee allocation and distribution of $900,000 budget by preparing budget justifications and estimates for departmental needs. Initiate requisitions and monitor other departmental expenses. Analyze and audit grant proposals, and budgets.

· Responsible for supervision, training, coaching, and development of the administrative staff team and numerous student workers.

· Timekeeper and payroll coordinator.

· Initiate and process hiring. Serve on search committees for various college wide positions.

· Coordinate student and departmental meetings, workshops, specific office functions, leadership conferences and retreats. Prepare agenda and meeting minutes.

· Order office supplies and equipment. Maintain service contracts with vendors.

· Process reimbursements for off-campus travel and mileage expenses.

Work closely with the Dean/Associate Vice President to resolve sensitive HR issues including conflict resolution

  • Interpret and transmit administrative directives and policies throughout department. Conduct research and foster effective communication on new initiatives, grant applications, funding sources, and projects related
  • Foster healthy workplace relationships among employees, management, and students
  • Researched, developed, prepared, and monitored departmental budget. Oversee the allocation and distribution of $900,000 budget by preparing budget justifications and estimates for departmental needs
  • Initiate requisitions and monitor other departmental expenses. Analyze and audit grant proposals, and budgets
  • Responsible for supervision, training, coaching, and development of the administrative staff team and numerous student workers
  • Timekeeper and payroll coordinator
  • Initiate and process hiring. Serve on search committees for various college wide positions
  • Coordinate student and departmental meetings, workshops, specific office functions, leadership conferences and retreats. Prepare agenda and meeting minutes
  • Order office supplies and equipment. Maintain service contracts with vendors
  • Process reimbursements for off-campus travel and mileage expenses
  • Prepared and proofread documentation, spreadsheets and presentations for department use.
  • Managed two employees for office reception area
09/2010 to 06/2016
HR Personnel Assistant Rochester City School District City, STATE,

Coordinated employee complaints and grievances

  • Responsible for reparation, analysis, negotiation, and review of District contracts
  • Review accuracy of required documents received to initiate contract process
  • Ensure all contract requests are supported by appropriate grant funding sources
  • Assist with implementing new internal procedures for processing contracts with community and vendors
  • Liaison between vendors and attorneys to address questions regarding process
  • Draft agreements, confidential correspondence, and various forms
  • Maintain and enter information into contract database for creation of purchase orders for invoicing
  • Prepare and maintain contract documentation for fiscal school years for auditing purposes
  • Schedule and arrange meetings as needed to resolve outstanding issues surrounding contract process
  • Provide informational reports to attorneys for meetings with various department administrators upon request.
  • Filed paperwork, sorted and delivered mail, and maintained office organization.
  • Delivered friendly assistance with new hires throughout interviewing and hiring process.
  • Recruited and screened qualified potential employees.
  • Sparked productivity by setting itineraries and scheduling appointments.
  • Assisted with on-boarding process of [Number] new hires.
  • Efficiently delivered personnel information to management for speedy corrective action.
  • Prepared monthly, weekly and daily logs using Microsoft Office Suite.
  • Managed employee exit interviews and paperwork.
09/2010 to 08/2013
Legal Secretary Rochester City School District City, STATE,
  • Responsible for preparation, analysis, negotiation, and review of District contracts. Review for accuracy of required documents in order to initiate contract process. Ensure that all contract requests were supported by appropriate funding sources
  • Assist with implementing new internal procedures processing contracts within internal community and with vendors
  • Address inquiries from vendors and attorneys regarding contract process
  • Draft agreements, confidential correspondence, and various forms
  • Maintain and enter information into contract database for creation of purchase orders for invoicing
  • Prepare and maintain contract documentation for fiscal school years for auditing purposes
  • Schedule and arrange meetings as needed to resolve outstanding issues surrounding contract process
  • Provide informational reports to attorneys for meetings with various department administrators upon request
  • Obtained signatures from attorneys for legal documents.
Education
Expected in 06/2021 to to
Human Resource Management, B.S.: Human Resource Management
SUNY Empire State College - New York,
GPA:
Expected in 10/2018 to to
Certificate:
United Way African American Leadership Development - Rochester, NY,
GPA:
Expected in 06/2013 to to
Liberal Arts, A.S: Liberal Arts
Monroe Community College - Rochester, NY
GPA:
Affiliations
Experienced, professional human resources professional. Possesses excellent oral and written communication skills, customer service, highly organized and possesses a strong dexterity with computer technology. MCC Wellness Council MCC African American Affinity Group MCC Inclusion, Diversity, Equity and Accountability Committee MCC Equity & Inclusion Hiring Taskforce (2017) American Association of Women in Community Colleges Women’s Council member American Red Cross Biomedical Committee

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Resume Overview

School Attended

  • SUNY Empire State College
  • United Way African American Leadership Development
  • Monroe Community College

Job Titles Held:

  • Administrative Assistant to the Chairman
  • Department Secretary
  • HR Personnel Assistant
  • Legal Secretary

Degrees

  • Human Resource Management, B.S.
  • Certificate
  • Liberal Arts, A.S

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