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executive assistant administrative analyst office manager resume example with 20+ years of experience

Jessica Claire
Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
Home: (555) 432-1000 - Cell: - resumesample@example.com - : - -
Executive Profile
I am goal-driven, compassionate, and with over 20 years of related, experience in a fast-paced hospital setting and corporate setting (11 years at executive level). I have an outstanding ability to learn quickly and retain data. To utilize my management and administrative skills and gain new experiences and tools in the healthcare field. I am willing to learn new techniques and procedures. My ability to work independently and as a team member is to be highly commended. I am skilled in dealing with administrators and all levels of executive management and sensitive issues in a caring and professional manner. I am able to delegate and prioritize at a moment's notice. I am a self-motivated administration professional with exceptional interpersonal and organizational skills. I pride myself on my problem-solving abilities using initiative and persistence, and always maintain integrity and loyalty. Experience supervising/managing, training and recruiting support staff At least five years of experience supporting senior academic/medical faculty in an academic medical center/school of medicine Proficient in multi- tasking with exceptional follow-through and project completion. Demonstrated track record of successfully managing personnel, facility operations, and administration while providing excellent patient care. Strong communication, organizational, and problem solving skills.
Skill Highlights
  • Staff Training and Development
  • Team Coordination & Leadership
  • Staff Evaluations
  • Decision Making & Problem Solving
  • Time Management
  • Familiar with medical terminology and clinical procedures
  • Possess excellent management and leadership skills Word, Excel, M/S Office, Outlook, Power Point, HBS Web Clock, Internet Literate, Access, PC, MAC, MCCS, MX Transcribe, Centricity Physician Systems, Access, Audience Response
  • System, Verinform Residency Management System, AMION schedule
Professional Experience
02/2014 to Current
Executive Assistant/Administrative Analyst/Office Manager State Of North Dakota Kulm, ND,
  • Assistant to the Chair/Office manager for the Department of Surgery.
  • Under the direction of the Chair, Associate Chair, and CAO, serve as manager for the staff along with the Chair’s office and programs directed by the Chair’s office.
  • Provide administrative support to the Chair.
  • Train, manager, and recruit new office staff.
  • Manage complex schedule and heavy correspondence for the Chair.
  • Oversee all internal and external activities to determine priorities.
  • Triage heavy incoming calls and act as liaison.
  • Responsible for daily operations of the Chair.
  • Heavy communication with faculty, chairs, deans, other senior leadership within UCSF, and other governmental agencies.
  • Manage multiple tasks and constant changing of priorities at any given time.
  • Able to communicate effectively and professionally at all times.
  • Direct and coordinate work flow and priorities of the chair.
  • Event planner for departmental events internal and external.
  • Interacted with patient donors and recipients.
  • Arranging/ booking of complex international and national travel for the chair to UC-related and non-related conferences.
07/2013 to 02/2014
Executive Administrative Analyst/Manager State Of Nebraska York, NE,
  • Under direction of Chair and CAO, provide front line administrative support to Vice-.
  • Chair's office and assigned senior faculty.
  • Oversight of Quality Programs for the Department.
  • Serve as the manager for the staff assigned to 120 faculty, CRNA, examining and staff physicians.
  • Heavy calendaring, schedule of group meetings, calls, and regular recurring meetings at UCLA.
  • Arrange/oversee the coordination of travel needs and subsequent reimbursements.
  • Maintain and update CV and assist with the preparation of the merit and dossier promotions.
  • Coordinate the preparation of manuscripts for book chapters and articles in peer reviews journals. Compose, edit, and word process confidential correspondence. Prepare presentation/lecture materials and handouts needed for UCLA and Visiting Professors invitations and other Universities and organizations.
  • Manage others involved in preparation of these materials as assigned.
  • Manage and coordinate the administration of CME Grand Rounds lecture series.
  • Preparation of monthly agendas, coordination, formatting, and training in the use of interactive Audience Response Systems, travel, honorariums, and reimbursements of guest speakers.
  • Manage and monitor the MD CI-CARE program by distributing feedback cards to patients and their families.
  • Draft thank you letters as needed.
  • Monitor Verinform Resident duty hours.
  • Manage work study students assigned to the Chair's office.
  • As needed, assist with special projects as assigned by the CAO for the hospital, department, or Dean's office.
  • Assist CAO and/or residency coordinator to prepare material needed for periodic accreditation review of medical, educational, and/or other departmental programs.
  • Interview, provide recommendations for hiring new faculty assistants.
  • Provide orientation and training of new faculty assistants.
  • Review workload, evaluate performance and make recommendations for disciplinary actions, if necessary, for all faculty assistants in the department.
  • Approved requests for vacation leave and approve timesheets through HBS Time Clock system.
  • Arrange for vacation and sick leave coverage as necessary.
  • Manage and train support staff, including but not limited to work study students.
  • Direct and coordinate work flow and priorities when there are multiple conflicting deadlines from multiple faculty members.
  • Event planner for such events as alumni reception at annual Anesthesiology meeting.
  • Photographer/Manager Department website.
  • Maintaining lectures schedules and all pertinent information to website and monthly online calendar.
07/2008 to 07/2013
Executive Assistant Administrative Manager UCLA Department Of Anesthesiology City, STATE,
  • Assistant to the Chair/Executive Vice President UCLA Health System, Assistant to the Chair/Manager.
  • Under the general direction of the Chair and CAO, serve as the manager for the staff assigned to 120 faculty, CRNA, examining and staff physicians, along with the Chair's office and the programs directed by the Chair's office.
  • Administrative support to the Chair, Vice Chairs, and other assigned faculty as well.
  • Train, manage, and recruit new staff for the department clinical faculty members, and physicians in the department.
  • Coordinate scheduling needs, including but not limited to all requested individual/group meetings, calls, events and regularly recurring meetings.
  • Coordinate national/international boards/committees/groups in which the Chair is a participant or serves as Chair of the board/committee group.
  • Process reimbursements for the Chair, Visiting Professor and Faculty candidates.
  • Provide accurate, concise and complete daily and weekly reports to the Chair detailing resolution of issues and outstanding action items.
  • Maintain and update CV and assist with the preparation of the merit and dossier promotions.
  • Coordinate the preparation of manuscripts for book chapters and articles in peer reviews journals.
  • Compose, edit, and word process confidential correspondence.
  • Prepare presentation/lecture materials and handouts needed for UCLA and Visiting Professors invitations and other Universities and organizations.
  • Manage others involved in preparation of these materials as assigned.
  • Manage the administration of Wednesday Grand Rounds lecture series, including, but not limited to the preparation of monthly agendas, coordination, formatting, and training in the use of interactive audience response systems, travel, honorariums, and reimbursements of guest speakers.
  • Manage and monitor the MD CI-CARE program by distributing feedback cards to patients and their families.
  • Draft thank you letters as needed.
  • Arrange and prepare for monthly practice plan and faculty meetings.
  • Transcribe and distribute minutes to faculty.
  • Coordinate the assignment of new faculty cubicles and mailboxes.
  • Monitor Verinform Resident duty hours Manage and supervise work study students assigned to the Chair's office.
  • As needed, assist with special projects as assigned by the CAO for the hospital, department, or Dean's office.
  • Assist CAO and/or residency coordinator to prepare material needed for periodic accreditation review of medical, educational, and/or other departmental programs.
  • Interview, provide recommendations for hiring new faculty assistants.
  • Provide orientation and training of new faculty assistants.
  • Review workload, evaluate performance and make recommendations for disciplinary actions, if necessary, for all faculty assistants in the department.
  • Approved requests for vacation leave and approve timesheets.
  • Arrange for vacation and sick leave coverage as necessary.
  • Manage and train support staff, including but not limited to work study students.
  • Direct and coordinate work flow and priorities when there are multiple conflicting deadlines from multiple faculty members.
03/2007 to 07/2008
Executive Administrative Analyst/Billing & Coding University Vascular Associates/Vascular Management Associates City, STATE,
  • Billing and coding associate for vascular surgery practice/vascular management practice (three vascular surgeons).
  • Payment entry, collections, sending out monthly billing statements to patients and handling outstanding collections.
  • Charge entry and daily deposits of monies collected from patients and insurance companies.
  • Obtain authorizations for patient visits, any diagnostic testing needed and surgeries.
  • Handling of sending out all insurance claims.
  • Update of patient information to include insurance verification and demographics.
  • In charge of all work comp claims and dealing with worker's compensation adjusters and nurse case managers for patients.
  • Heavy correspondence of appeal letters to insurance companies to obtain payment for procedure not initially paid for.
  • Training and assisting students in learning administrative/office duties.
  • Heavy multi-tasking involved.
  • In charge of obtaining funding for special events, dinners, parties.
  • Insurance verification prior to visits, surgeries, and all testing in office and off site.
02/2004 to 03/2007
Executive/Academic Assistant III UCLA Gonda (Goldschmied) Vascular Center City, STATE,
  • Assistant to four vascular surgeons (Dr's Sam Ahn, J.
  • Dennis Baker, Hugh Gelabert, and David Rigberg).
  • Heavy phones and correspondence.
  • Handling of all academic issues that include managing of calendar, CV's, travel reimbursements, meetings, seminars, and arranging of travel for the physician.
  • Non-academic issues include arranging of surgery schedules, preparation of clinic, obtain authorizations for visits, testing requested by physician and assist to coordinate necessary testing and insurance clearance.
  • Transfer of all clinic visits done in Word format to university mainframe system.
  • Triage calls between nurse practitioner and physicians.
  • Prioritize patient needs, scheduling new and follow-up appointments.
  • Collect and relay clinical information via telephone to and from the referring physician as needed.
  • Ensure all calls are returned, on the same day whenever possible.
  • Order and maintain office supplies including physician business cards.
  • Compose correspondence as necessary.
  • Compile reports for dispatch to referring physicians and billing.
  • Transcribe outpatient notes and letters.
  • Provide support for professional societies, which physicians may be a member/office of which may also including arranging of meetings.
  • Handled all worker's compensation patients and authorization inquiries.
  • Also handling Dr.
  • Wesley Moore's abdominal aortic aneurysm patients.
  • Duties include obtaining authorizations and scheduling of blood tests, CT /CTA scans, vascular lab testing, and follow-up appointments.
  • Scheduling, preparing collecting all med-legal documentation and payments per case.
  • Establishing priorities to meet workload.
  • Handled all aspects of obtaining funding for special events and in charge of planning, decorating, designing themes.
  • Arranged catering for events and concepts.
09/2002 to 02/2004
Administrative Assistant II UCLA Rehabilitation Services City, STATE,
  • Administrative Assistant II or physical therapy, occupational therapy, and prosthetics/orthotics department.
  • Extremely heavy phones and scheduling of multiple appointments (3,000+ per.
  • month).
  • Preparation of clinics for over 30 therapists.
  • Verified patients insurances and obtained authorizations prior to appointments.
  • Inputting of all information related to patients into database.
  • Handled all managed care authorizations from portal.
  • Calculated daily stats of all therapists' productivity for department log.
  • Assisted patients with any issues and concerns that may arise.
02/1999 to 09/2002
Executive Assistant/Instructor/Personal Assistant/Patient Service Representative Cedars Sinai Medical Care Foundation City, STATE,
  • Assistant to multiple physicians that included Internal Medicine, Gastroenterology, Rheumatology, Cosmetic Surgery, Dermatology, and many more.
  • Duties included heavy phones and correspondence, arranging meetings, physician clinics, and patient inquiries.
  • Assisted in training of new employees to serve as patient service representatives and organizing physician's practices.
05/1998 to 02/1999
Secretary Clinicare Chiropractic City, STATE,
  • Secretary to four chiropractors and one internal medicine physician.
  • Maintained daily operations of office.
  • Preparation of clinic.
  • Managed daily functions of office.
  • Ordered supplies and general upkeep of office equipment.
  • Obtained and verified insurance prior to visits.
  • Phones, correspondence, public relations for office.
02/1995 to 05/1998
Executive Assistant & consultant Stephen P. Grifka, MD, FACS City, STATE,
  • Busy Otolaryngology/facial plastic surgeon.
  • Scheduled meetings, arranged travel, liaison with clients that include high profile members of entertainment community.
  • Assisted with company functions/events and daily operations of office.
  • In charge of all advertising and promoting of physician's practice.
  • Marketing, public relations and promotions for office.
  • Handled all special events coordinating and event planning for office.
Education
Expected in 1989 to to
GRADUATE:
JOHN BURROUGHS HIGH SCHOOL - BURBANK, CA
GPA:
Expected in 1991 to to
:
LOS ANGELES VALLEY COLLEGE - VAN NUYS, CA
GPA:
Expected in 2017 to to
Bachelor of Science: Business
TIFFIN UNIVERSITY - Tiffin, OHIO
GPA:
Currently enrolled in Business Program.
Skills
  • academic
  • administrative
  • Administrative Assistant
  • Administrative support
  • advertising
  • Billing 
  • conferences
  • database
  • Decision Making
  • designing
  • direction
  • documentation
  • Staff Training
  • Event planner, special events
  • Internet Literate
  • Leadership, leadership skills, 
  • managing
  • Marketing
  • materials
  • medical terminology
  • Access, Excel, Office, Outlook, Power Point, Word
  • multi-tasking
  • office equipment, Office manager, organizing, orthotics, Photographer
  • Problem Solving
  • public relations
  • Quality
  • Scheduling seminars
  • Phones
  • Time Management,
  • Triage
  • website articles

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Resume Overview

School Attended

  • JOHN BURROUGHS HIGH SCHOOL
  • LOS ANGELES VALLEY COLLEGE
  • TIFFIN UNIVERSITY

Job Titles Held:

  • Executive Assistant/Administrative Analyst/Office Manager
  • Executive Administrative Analyst/Manager
  • Executive Assistant Administrative Manager
  • Executive Administrative Analyst/Billing & Coding
  • Executive/Academic Assistant III
  • Administrative Assistant II
  • Executive Assistant/Instructor/Personal Assistant/Patient Service Representative
  • Secretary
  • Executive Assistant & consultant

Degrees

  • GRADUATE
  • Bachelor of Science

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