Executive Administrative Coordinator Resume Example

• Accountable, open, mature and flexible.
• Contract position with UTMB Health, Galveston.
• I supported the executive vice president / chief business and finance officer, provided a broad range of highly responsible administrative services to guide the executive, the leadership team, and the department.
• Accomplishments Key accomplishments included: Responsible for daily calendar / meeting attendance for the executive Processed domestic travel for EVP Screened incoming calls and correspondence and respond independently when possible.
• Responded to all inquiries and complaints immediately.
• Organized meetings and events by arranging facilities and caterers, including issuing information and invitations.

• Coordinate the efforts of the University of Texas Systems Engineering in Healthcare Initiative, by supporting the Health Affairs Fellow in Systems Engineering.
• This includes set up and determining meeting dates for steering committee, including onsite meetings at each of the six University of Texas Healthcare Institutions.
• Responsible for the accepting of abstracts for grant funding as well as presentations at the annual conference.
• This includes communication between the steering committee and grant recipients, as well as drafting quarterly updates for the University of Texas Health Affairs office.
• Lead the annual conference sub-committee.
• Responsibilities include logistics, speaker recruitment, budget & financial awareness, travel and reimbursement.
• Key accomplishments include: Assists in designing, directing, implementing, and evaluating the systems engineering initiative.
• Participates in the development and implementation, coordination, monitoring, and evaluation of all aspects of the program.
• Support special projects related to the development of systems engineering-related training and implementation.
• Manages program to assure compliance with goals and objectives; expenditures and assures documentation of funds allocated/granted for the program administration.
• Interacts with faculty/staff in designing and coordinating curriculum materials.
• Responsible for the availability of space, tools, and other requirements associated with the training sessions and conference.
• Oversee the development of published materials.
• Assists in the recruitment and on-boarding of interns and sabbatical recipients.
• Screened incoming calls and correspondence and respond independently when possible.
• Responded to all inquiries and complaints immediately.
• Prepared confidential correspondence, reports and other complex documents.
• Typed memos, payment requests and other department forms and documents.
• Arranged complex and detailed travel plans and itineraries; compiled documents for travel-related meetings, as well as preparing the expense reports upon traveler's return.
• Organized programs, events, meetings or conferences by arranging facilities and caterers, including issuing information and invitations.
• Prepared agendas and minutes for meetings as requested.
• Managed inventory of office supplies, kitchen supplies, business cards, letterhead and other printed materials.
• Created and maintained interview scheduling templates.

Offered dedicated support to Director of Quality Measurement and Engineering, Project Managers, and Staff

Engineers in the Office of Performance Improvement by conducting research, crafting presentation materials,

and collaborating with multiple departments in improving overall quality and efficiency. Communicated regularly

with clients, vendors, and contractors, scheduling meetings and addressing concerns. Processed state/

professional registrations. Championed top-tier documentation standards, and developed fee proposals.

Prepared expense reports, conducted reconciliations, and resolved discrepancies. Excelled within demanding

environment, successfully balancing staff and client needs, and utilizing technical skills spanning Microsoft

Publisher and MS Visio, as well as MS PowerPoint and MS Excel.

Key accomplishments included:

• Responsible for daily calendar / meeting attendance for the executive

• Screened incoming calls and correspondence and respond independently when possible. Responded to all

inquiries and complaints immediately.

• Prepared confidential correspondence, reports and other complex documents. Typed memos, payment

requests and other department forms and documents.

• Arranged complex and detailed travel plans and itineraries; compiled documents for travel-related meetings,

as well as preparing the expense reports upon traveler's return.

• Organized programs, events, meetings or conferences by arranging facilities and caterers, including issuing

information and invitations.

• Prepared agendas and minutes for meetings as requested.

• Managed inventory of office supplies, kitchen supplies, business cards, letterhead and other printed materials.

• Created and maintained interview scheduling templates.

• Mentored and provided back up to two administrative assistants within the departments of Quality / Industrial

Engineering and Clinical Operations Informatics.

• Provided back up and support to the Operations Manager within The Office of Performance Improvement

• Responsible for monthly reconciliation of funds for each of several cost centers.

• Coordinated and attended (as note taker) meetings with executive level attendance.

• Procurement card holder for the department, responsible for monthly reconciliation of expenses.

• Trained in Lawson Requisition system, providing ability to place / track orders and service requests for the

department.

• Entered data and documents as updates into the departmental SharePoint site.

• Perioperative Enterprise Offered dedicated support to two directors within the Perioperative Enterprise Division.
• Supported the Director of Main Operating Room Nursing as well as the Operations Director for the department.
• Provided administrative support to the Perioperative executives in a variety of capacities including telephone coverage, photocopying, mail handling, supplies control, processing of letters/correspondence, maintaining files, events/ meeting planning, arranging travel plans and report generation.
• Key accomplishments included: Responsible for daily calendar / meeting attendance for the two executives Screened incoming calls and correspondence and respond independently when possible.
• Responded to all inquiries and complaints immediately.
• Prepared confidential correspondence, reports and other complex documents.
• Typed memos, payment requests and other department forms and documents.
• Arranged complex and detailed travel plans and itineraries; compiled documents for travel-related meetings, as well as preparing the expense reports upon traveler's return.
• Organized programs, events, meetings or conferences by arranging facilities and caterers, including issuing information and invitations.
• Prepared agendas and minutes for meetings as requested.
• Managed inventory of office supplies, kitchen supplies, business cards, letterhead and other printed materials.
• Created and maintained interview scheduling templates.
• Maintained confidentiality of all Perioperative Enterprise personnel.

• Contract position with UTMB Galveston.
• Streamlined office operations for marked productivity gains, creating standardized documents, highly accessible filing system, and detailed Outlook database storing client/vendor information.
• Optimized billing processes, resolved delinquent accounts, and utilized PeopleSoft Procurement system expertise in tracking AR/AP, profits, and overhead.
• Key accomplishments included: Increased efficiency through producing office standard documents for invoices, contracts, company letterhead, and business cards.
• Recognized for financial acumen, successfully managing AP/AR, invoicing, and vendor accounts, conducting due diligence and reconciliations, and creating targeted reports.
• Offered dedicated service to clients/vendors, and continually identified new opportunities.
• Fielded calls pertaining to equipment distribution and repair of biomedical equipment through the hospital and campus.
• Customer service was critical.
• The position called for fielding any call that became escalated or demanded questions answered.
• Responsible for all shipping and receiving of the department.
• This included web-based scheduling and detailing of shipments going out or coming into the department.
• Tracked purchase orders both through the corporate website portal and locally for credit card purchases.
• Along with this duty came the task of reconciling the monthly billing statements from the hospital, vendors and credit card companies.

• Main focus was daily front office activity for a real estate office consisting of 35 independently contracted realtors.
• Key accomplishments included: Customer service, receptionist of multi-line phone system, faxing, scanning and emailing of documents and contracts, word processing, maintaining website entries for office website as well as the multiple listing service websites.
• Front line in the new hire process.
• Assisted them with their new hire paperwork, schedule of new hire training and basic orientation of the office location for agents and trained new staff members myself.
• Responsible for all the secretarial duties for 35 sales agents.
• These duties included entering and maintaining listings on three websites, researching tax and zoning information, proofreading contracts and correspondence, preparing articles for newsletter and production of newsletter as well as producing brochures for the listed homes.
• Responsible for calculation of the sales agent's commission disbursements and checks for closing of properties.
• Additional responsibilities included editing, creating and maintaining the advertising of properties in four different newspaper publications.
• Specific duties to the sales manager included: maintaining calendar, setting meetings by coordinating venue and catering, researching land areas and plat maps, researching and presenting tax information and zoning, checking and responding to all email correspondence.

• Responsible for all management and daily store operations.
• Key accomplishments included: Provided customer service by measuring feet and assisting in matching accessories to shoes and outfits.
• Breaking down shipment, processing shipment onto the shelves, setting displays with shoes accessories and marketing, cash handling and register operation.
• Manager duties included scheduling up to six employees and staying within a given payroll, attending meetings to pass information along to store team.
• Additional manager duties included: assisting in store inventory audits, interviewing/testing for new staff associates, new hire orientation, training of new employees and completing their new hire paperwork, loss prevention and assigning duties to store team and holding them accountable for their actions.