administrative coordinator resume example with 5+ years of experience

Jessica Claire
  • , , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
  • H: (555) 432-1000
  • C:
  • Date of Birth:
  • India:
  • :
  • single:
  • :

Focused Administrative leader offering 4 years of superior performance in administrative and leadership roles. Committed to delivering high-quality executive support and coordinating all internal and external operations. Well-versed in implementing process improvements to increase efficiency, maintaining compliance with payroll operations while adhering to deadlines, and solving diverse company and employee problems. Familiar with recordkeeping and reporting requirements. Accuracy-driven administrator proficient in handling payroll needs for more than 120 MD-PhD and XDBio Students.

  • Languages- Korean and English
  • Time Management
  • Multitasking and Organization
  • Fast-learning
  • Employee File Maintenance
  • Bi-Weekly Payroll Management
  • Pay Adjustments and Resolving Payroll Problems
  • Travel Administration and Expense Reimbursements
  • Event Planning- Corporate team building workshops, Weddings (5), Corporate Functions
  • Immigration- Experienced in applying for and obtaining multiple visas and work authorizations
Administrative Coordinator, 03/2022 - Current
Black Box Network Services NJ, State,
  • Maintaining a positive public image of the MSTP and XDBio programs by creating a professional dynamic.
  • Maintain office and kitchen inventory including tracking and purchasing inventory
  • Triage incoming communications (calls, emails, letters) by responding to questions and/or referring/transferring to appropriate staff or offices
  • Support all program events by issuing invitations, managing RSVPs, creating attendance lists, securing space, coordinating transportation, scheduling AV, ordering food, distributing materials, managing videoconferencing, etc.
  • Facilitate brand ambassadorship of the MSTP program within and on behalf of the institution by procuring program branded jackets, pens, bags, and additional paraphernalia.
  • Large scale coordination of registration, travel, and accommodations for MSTP recruitment events across the country. Travel with students and the head of the program to ensure that events place the program in a positive coming position for potential students.
  • Safe practice of privacy and confidentiality methods enabling the access of information by students and program faculty using OneDrive and secure communication platforms.
  • Create and maintain budget tracking and filing systems for General Funds, F30 fellowships, and philanthropic accounts, to include monthly budget for actual analysis and accurate allocation of costs among accounts.
  • Review of ERA commons accounts and applications of students prior to submission of funding requests to the NIH.
  • Run and disseminate monthly and quarterly budget reports
  • Process all human resources transactions for students in the MDPHD and XDBio programs including initial hiring, status changes, etc.
  • Familiar with SAP including creating payroll positions and processing supplemental pay during lapses or bonus periods.
  • Process initial and revised payroll for students of MSTP and XDBio programs, to include initial support and changes during the year.
  • Track expiring payroll funding sources and secure updated sources from departmental contacts to ensure no break in pay
  • Proficiency using CONCUR to process expense reimbursements for students, office staff, and program faculty/staff
Executive Assistant, 09/2019 - 01/2021
Children's National Medical Center Clinton, MD,
  • Gatekeeper of the highly complex schedules of multiple senior executives across the US, Korea, China, and India
  • Organized travel arrangements, expense reports, and reimbursements as well as personally facilitated passport and visa applications for high-level executives and their families
  • Initiated novel, department-wide ventures at headquarters to deliver optimal efficiency and improved employee satisfaction
  • Copy-editor for multiple, international social media campaigns increasing customer interactions
  • Bridged logistical gaps for visiting executives by acting as an interim assistant while visiting headquarters
  • Streamline office workflow and reporting strategies from entry-level employees to executives to clearly communicate expectations and performance in both directions
  • Maintained a flexible work schedule being available around the clock to assist as problems developed in multiple time zones
  • Proficient in Workday, iAccounting, Microsoft Suites, and G-Suites
Medical Secretary, 10/2018 - 04/2019
University Of Utah Murray, UT,
  • Acted as the compassionate face of the Allegheny General Hospital Surgical ICU for both patients and visitors
  • Originated, maintained, and archived patient medical charts improving access for patients and providers according to HIPAA regulations
  • EPIC-proficient to check consult orders, physician contacts, patient order requirements, patient progress, billing reports, and nightly charge nurse reports
  • Filled operating gaps in function by procuring blood products, IV products, and medicine for caregivers
  • Ensured an up-to-date, safe environment for patients, visitors, and staff by maintaining full stocks of supplies for the floor in the moments between caring for people
  • Critical, timely communication skills with doctors and medical staff ensuring maximal hospital functioning
Student Technician, 04/2015 - 05/2018
Lake Health Willowick, OH,
  • Served in the roles of sound crew, assistant sound designer, and sound chief engineer for eight college plays
  • Communicated with directors, supervisor, and cast and crew members on details pertaining to production
  • Rapidly adapted to and within a constantly evolving team environment requiring trust and accountability
Education and Training
Bachelor of Arts: Sociology, Expected in 05/2018
Grove City College - Grove City, PA,
Status -

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Resume Overview

School Attended

  • Grove City College

Job Titles Held:

  • Administrative Coordinator
  • Executive Assistant
  • Medical Secretary
  • Student Technician


  • Bachelor of Arts

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