Jessica Claire
, , 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - - -
Professional Summary

Self-motivated Administrative Coordinator with thorough competence in handling diverse administrative functions, including [Task] and[Task]. Proven history of effectively managing competing priorities in fast-paced and rapidly changing environments. Committed to providing superior administrative support. Experienced Office Management and Administration Professional with 15 years of experience optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence. Organized Office Manager with over [Number] years of experience in [Industry] field. Prioritize projects and multitask effectively to achieve project goals. Methodical and detail-oriented team player with expertise in [Area of expertise]. Offering these skills and strong work ethic.

  • Recruitment and Hiring
  • Report Preparation and Analysis
  • Regulatory Compliance
  • Microsoft Office Suite
  • Decision Making
  • Schedule Coordination
  • Staff Development and Training
  • Team Management and Supervision
  • Complex Problem Solving
  • Microsoft Office
Work History
07/2015 to Current
  • Provide comprehensive administrative support to the Cerebrovascular Stroke Center.
  • Track Paid Time Off (PTO) requests for clinical and administrative teams.
  • Process weekly payroll and timesheets for clinical and administrative staff.
  • Organize and facilitate meetings, conferences and other special events as required.
  • Coordinates and oversees the day-to-day management of supplies, equipment as appropriate to include maintenance, inventory, management, logistics and related activities.
  • Support the department in problem solving and project planning/coordination to ensure efficient service.
  • Manages onboarding of new faculty and staff, Sail point requests: coordinates human resources transactions.
  • Maintain departmental faculty and employee files, and ensure compliance with regulatory standards.
  • Partners with upper management in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals and objectives are accomplished on time and within budget.
  • Manages office operations and performs all administrative duties as needed.
  • Interact with vendors as it relates to billing and collections.
  • Prepared detailed documents and reports in adherence administrative processes.
  • Worked closely with others to accomplish timely invoicing and accounts receivables.
  • Coordinated [Number] meetings per [Timespan] by reserving conference rooms and sending electronic meeting invitations to participants.
  • Collaborated with [Type] and [Type] departments to achieve [Result].
  • Collaborated in timely processing of billing and accounts receivables.
  • Transcribed meeting minutes for management's records.
  • Coached new employees on administrative procedures, company policies and performance standards.
  • Arranged rapid office equipment repair and maintenance with vendors.
  • Offered office-wide [Type] software support and training, including troubleshooting issues and optimizing usage.
  • Monitored [Job title]'s work calendar and scheduled appointments, meetings and travel.
  • Processed invoices and expenses using [Software] to facilitate on-time payment.
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
  • Organized weekly staff meetings and logged minutes for corporate records.
  • Maintained staff directory and company policy handbook for human resources department.
07/2015 to 07/2019
ADMINISTRATIVE ASSISTANT II University Of California Agriculture And Natural Resources, CA,
  • Provide comprehensive administrative support to the Director of Cerebrovascular Center and Vice Chairman of Neurosurgery.
  • Manage physician’s calendar including internal and external meetings, lectures, and appointments ensuring optimal scheduling is done to maximize time and efficiency.
  • Filter all administrative requests distributing projects, materials, and inquiries to the correct people to ensure prompt service and follow up.
  • Coordinate surgeon’s clinical and OR/IR schedule.
  • Oversee inventory of office supplies; purchase supplies and equipment needed.
  • Arrange detailed travel plans and accommodations.
  • Prepare travel reimbursements.
  • Coordinated travel arrangements, including booking airfare, hotel and ground transportation.
10/2006 to 07/2015
  • Handled a wide range of administrative projects to support the Lab Director and Lab Manger, for the Division of Pulmonary, Critical Care and Sleep Medicine Pulmonary Function Lab.
  • Proficient in all front desk operations including registering new patients, updating the patient database, verifying insurance, billing, and providing testing instructions.
  • Ordered/maintained laboratory materials required for Pulmonary Function Testing and supplies related to office functions taking precautions to stay within budget.
  • Developed promotional materials for the pulmonary rehabilitation program aiming to increase physician referrals and general patient traffic.
  • Reviewed patient charts two weeks prior to appointment time to ensure patients had completed all diagnostic and imaging requests prior to their appointment improving patient no show rates by 50%.
Expected in 2016
Bachelor: Business – Health Administration
Berkeley College - New York, NY
Professional Working

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