Administrator / Facilities Division Director Resume Example Wcg

ADMINISTRATOR / FACILITIES DIVISION DIRECTOR

Summary

ADMINISTRATOR / OFFICE MANAGER

Skills

Advanced MS Office Suite knowledge
Meticulous attention to detail
Strong problem solver
Self-directed

Dedicated team player
Resourceful
Strong interpersonal skills
Meeting planning

Experience

Administrator / Facilities Division DirectorApr 2014 to Current
Wcg － Florham Park , NJ

Work closely with the Facilities Division Director and senior management in strategic planning and related activities to meet program and business needs for the Facilities Division programs.
Assess administrative support needs of divisional and institutional operational programs and develop administrative staffing plans to meet needs effectively and efficiently.
Delegate tasks and lead administrative staff members who provide support services in travel arrangements; meeting and event coordination; document, report, proposal, manuscript and presentation preparation and coordination; and other required business services.
Oversee the full range of event coordination services for the Facilities Leaders Team meetings, program and division reviews, operational/research seminars, and other conferences and high-level meetings.
Budget management for these events; serve as a liaison between the Facilities Division Director and other LBNL and DOE management offices.
Serve as prime internal consultant and external spokesperson on all matters involving administration and business services for divisional operations programs.
Interface with a wide variety of internal and external resources including Finance, Human Resources, Public Affairs, EH&S, Protective Services, Laboratory Directorate, division/senior LBNL management, and other governmental agencies and organizations including DOE, SC, LANL, LLNL UCOP.
Prepare, organize and refine information for laboratory annual plan, and other high-profile reports and proposals.
Compose, edit and prepare responses on behalf of the Facilities Division Director and senior management team as needed, including sensitive and strictly confidential items, such as technical reports, union negotiations/strategy positions, employee and labor relations matters, and presentations using a wide range of computer applications, as appropriate.
Directly support the Facilities Division Director and senior management team, identify, triage and resolve a broad range of highly complex, unique and sensitive division operational and administrative issues through use of initiative, sound judgment and decision making skills.
Respond to and ensure effective communication between the Facilities Director, senior management and a broad range of individuals within the National Laboratories, UC campuses and external organizations.
Manage Performance Review process.
Oversee fiscal management of various division accounts including employee activities fund, directors discretionary fund, and review and evaluate accounts with appropriate financial and management staff.
Perform special assignments and projects as needed; created the Emergency Response Manual and Records Management process to improve user efficiency.

EXECUTIVE ASSISTANT / CRD Division DirectorSep 2011 to Apr 2014
Ice Consulting － South San Francisco , CA

Provide executive level support for the CRD Director and back-up support for the Associate Laboratory Director of Computing Sciences.
Assist division management with travel and itinerary planning, meeting logistics, presentation materials and other individualized support.
Serve as single point of contact for communication issues on the director's behalf.
Provide a full range of administrative support to all staff within the Division.
Schedule one on one meetings and groups with internal or external attendees.
Prepare confidential documents related to performance management, budgets and research proposals.
Ensure logistical needs in coordinating with schedules, directions and institutional requirements.
Prepare and edit correspondence, research proposals and other technical documents.
Provide support to technical leads and managers by interacting with institutional systems and processes.
Maintain and organize division level information and data needed by the Division Director and senior management within the Division in the areas of proposals, budgets.
financial analysis, staffing plans and assignments.
Extract, interpret and synthesize information for presentations and charts for the Division Director and management.
Maintain an understanding of division resources and business functions to provide assistance to the Division Director.
Successful event execution, including all communication planning, briefing and review; logistics; and trouble-shooting.
Maintain a calendar of events and implemented a system that enables and anticipates long-term planning and effective event management for the lab's meetings, conferences and events.
Identify all aspects of event risk assessment and crisis management planning strategies.
Collaboration with hotels and restaurants, audio/visuals, conference room setup and hospitality.

EXECUTIVE ASSISTANT Division DirectorNov 2007 to Sep 2011
Lawrence Berkeley National Laboratory － City , STATE

Under limited direction, provide executive level administrative support to the Division Director of the National Energy Research Scientific Computing (NERSC) Division.
Track key business or project issues for managers.
Provide status updates to managers and other members of the staff on priorities, schedule and deadline changes.
Maintain communication and updates which occur through web-based tools.
Responsible for drafting, editing and proofing memos, web pages, correspondence, reports and proposals before distribution.
Served as single-point-of contact for internal and external communications with the Division.
Prepared, and organized meeting materials.
Proactively coordinated activities and deliverables with other key staff members prior to deadlines.
Act as primary lead for all logistical details related to reviews, meetings, and conferences with strategic or significant impact.
Interacted with high level guests, DOE management and other visitors as required.
Exercised independent judgment in determining schedule priorities for Division Director.
Provided detailed schedules, itineraries and meeting agendas.
Prepared complicated travel itineraries, scheduled airline flights and arranged hotel accommodations for Division Director and preparation of reimbursement paperwork.
Resolved issues around unallowable expenses or problems with reimbursement requests.

EXECUTIVE ASSISTANTMay 2006 to Nov 2007
Lawrence Berkeley National Laboratory － City , STATE

Represented in a professional manner the Director's front office to a wide range of high-level visitors from international and national organizations and to Lab employees.
Handled numerous telephone and in-person inquiries and assure that the reception area is a welcoming environment.
Responsible for tracking Director's mail, letters of recommendation, photos, and other miscellaneous requests.
Reviewed and archived various office files and records in accordance with Laboratory and DOE records management policy and procedure.
Provided support and assistance to Chief of Staff for the Directorate.
Filed incoming and outgoing correspondence in adherence to current Directorate archived policies and procedures.
Arranged for special needs of visitors including parking, transportation, hospitality, etc.
Responsible for greeting and welcoming all visitors to the Director's Office, including high-level external guests.
Coordinated logistical arrangements for the Director's meetings, conferences, and other senior-level meetings including Annual Reviews of Divisions.
Developed and maintained workshops, conferences, and meetings.
Take meeting minutes as needed.
Composed professional, executive-level business correspondence.
Responsible for correspondence to international, DOE, and internal Lab recipients using complex mailing lists with discretion and good judgment.

OFFICE MANAGER / EXECUTIVE ASSISTANTDec 2004 to May 2006
Smart Design － City , STATE

Established & maintained protocol for meetings & resource scheduling.
Advised IT/when changes and updates to the intranet's Office Management section are required.
Assisted staff in making travel arrangements and maintained vendor relationships so that quality and cost efficient standards are met.
Identified, and coordinated repairs to base building and work with building owner on maintenance issues as needed.
Maintained security system, ensuring all office equipment is in good working order and staff trained to use them.
Prepared annual operating budget.
Provided detailed account to Finance and Legal Team Leader of equipment annually.
Dispensed and coordinated input of petty cash.
Provide support for making sure video-conference and Audio/Video equipment is available and in working order.
Conducted payroll processing, benefits administration, employee files, and new employee orientation.
Responsible for accounting functions such as A/P, A/R, Purchasing.
Assisted with preparation of marketing materials and market research.
Shareholder and Board communications, special event planning.
IT Support (Telephone Systems, Computer Backups, Website & Email Management).

NORTHERN CALIFORNIA AREA MANAGERJun 2000 to Jun 2003
Merrill Corporation － City , STATE

Managed multiple locations for leading outsourcer of office services to law firms and investment banks.
Responsible for P&L of business unit encompassing four staffed locations (up to 27 employees) and three equipment-only locations in the San Francisco-Sacramento area.
Supervised four client services managers.
Used human resources management principles, including performance management, team building, training/development to ensure efficiency, profitability and client satisfaction.
Worked directly with Executive Director/Management Partner of leading client firms including Morrison Foerster (two locations), CSFB, Morgan Miller & Blair, Filice, Brown, Eassa & McLeod, Citadel Investment Group.
Directed operations providing full-service administrative function to clients, including high-volume copying, mail, fax, reception, conference set-up, records management.
Responsible for all site set-up activities, including hiring and training manager and staff, leasing and installing equipment.
Conducted regular meetings with clients.
Reviewed monthly reports for each site, verified accuracy of invoices and tracking of billable vs.
non-billable costs.
Troubleshot and resolved billing disputes and discrepancies.
Monitored client costs and volumes, negotiated contract changes or equipment upgrades.
Identified opportunities to change and expand services provided to clients.

DOCUMENT PROCESSING/GRAPHICS MANAGERFeb 1998 to Dec 1999
Marsh, Inc － City , STATE

Managed all desktop publishing and document processing in three San Francisco locations for world's largest insurance broker.
Directed development of creative, innovative, quality and effective communication materials including proposals, brochures, manuals, speeches, slide shows, videos and stewardship reports for client and prospective client presentations.
Provided writing, editing and/or graphics design expertise to projects.
Supervised 12 staff.
Planned, coordinated and administered job development and training programs.
Developed and implemented goals, objectives, policies, procedures and work standards.
Developed and implemented goals, objectives, policies, procedures and work standards.
Conducted performance evaluations.
Participated in recruitment and hiring.

Education and Training

MS94Academy of Art College － City, StateWord/PowerPoint/Excel, Learn It - San Francisco, California, 2012-2013 Photoshop, Illustrator, Learn It, San Francisco, California,

Skills

HTML, Dreamweaver, Adobe Photoshop, Adobe PageMaker, Adobe Illustrator, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Smartsheet

Resume Overview

School Attended

Academy of Art College

Job Titles Held:

Administrator / Facilities Division Director
EXECUTIVE ASSISTANT / CRD Division Director
EXECUTIVE ASSISTANT Division Director
EXECUTIVE ASSISTANT
OFFICE MANAGER / EXECUTIVE ASSISTANT
NORTHERN CALIFORNIA AREA MANAGER
DOCUMENT PROCESSING/GRAPHICS MANAGER

Degrees

MS 94

Administrator / Facilities Division Director Resume Example

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