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program coordinator executive assistant resume example with 11+ years of experience

Jessica Claire
, , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - resumesample@example.com - : - -
Professional Summary

Senior Program Coordinator with advanced-level expertise in Healthcare Administration. Manages all aspects of program development, including financial management and strategic planning. Demonstrated leadership skills leveraged to drive teams toward success and sustain organizational missions. Quick-witted , professional with outstanding social grace and a professional and friendly demeanor. Clear written and verbal communication skills with an outstanding attention to detail. Specialties include program development, event planning, and team building.

Skills
  • Critical thinking skills
  • Planning abilities
  • Outstanding communication skills
  • Goal Setting and Process improvement
  • Proactive mindset
  • Project coordination
  • Data management skills
Work History
01/2015 to Current
Program Coordinator/Executive Assistant Department Of The Treasury Harrisburg, PA,
  • Process, onboard & supervise all University of Texas at Houston (UTH) Fellows & Observers.

Schedule Resident/Fellow yearly interviews (match)

  • Schedule all local and out of town speakers for Division of Internal Medicine Grand Rounds. How many?
  • Process & reimburse through Concur System. ???
  • Review Resident/Fellow resumes with Fellowship Director. How Many????
  • .
  • Coordinate and schedule Invasive managemen cases (Cardiac Catheterizations, Cardiac MRI & Electrophysiology Pacemaker) cases at various TMC hospitals.???
  • Facilitate Cardiology Grand Rounds, Updates in Cardiology & Monday conferences.
  • Confirm location, order catering, invite speaker, ensure technical services & develop promotional material including posters, flyers and online visual media.
  • Coordinate Annual Ceremonies/events. what are they????
  • Coordinate Annual Ceremonies/events. what are they???? ty attendance by department and to improve attendance trend.Grand Round by and department
  • Provide administrative support to department Chair and eight clinical and research faculty members (coordinate travel, registration, and lodging arrangemente )for w
  • Provide administrative support to
  • Maintain faculty’s Outlook calendar & update CV’s.
  • Maintain faculty licensure such as Department of Public Safety, Drug Enforcement Administration, Texas Medical License and other licensure as needed according to regulatory standards.
  • Support Department Administrator.
  • Process faculty travel & expenses through Concur.
  • Coordinate new employee onboarding, including office set up, phone and pager request, position specific manual and coordination of orientation.
  • Prepared paperwork and assisted with clerical duties such as answering phones, data entry input and responding to emails.
  • Organized meetings and scheduled events.
  • Implemented practices and policies to keep staff members on task and prioritize duties.
  • Supported planning and coordination of [Type] program and associated activities.
  • Tracked [Program Name] expenditures.
  • Built robust professional relationships with [Type] organizations by maintaining communication and delivering targeted solutions to boost efficiency and minimize discrepancies.
  • Provided ongoing direction and leadership for program operations.
  • Scheduled and supervised staff meetings to discuss new ideas and update participants on program details and milestones.
  • Gathered and organized all printed materials required for program participation.
  • Orchestrated smooth and efficient program development by collaborating cross-functionally across departments.
  • Addressed and resolved technical, financial and operational concerns by working with team members and directors.
  • Designed program implementation and maintenance plan, including ensuring availability of appropriate resources.
  • Assisted with community resources, including healthcare, mental health, appointment scheduling, insurance and food stamps.
  • Entered data in [Type] system and handled database maintenance.
  • Supervised [Number] of professional and administrative personnel.
  • Prepared monthly reports for upper management including P&L and sales trends.
  • Developed and organized routine and special programming by factoring in slot timing, demographics and other important parameters.
  • Oversaw [Number] projects each year from concept through final delivery.
  • Reserved classrooms and meeting rooms across campus for program activities and managed room list.
  • Motivated and directed staff to align operations with organizational mission using [Skill] and [Technique].
  • Led onboarding activities for [Number] student employees to equip staff in daily responsibilities.
  • Pitched and built new programming strategies and one-off feature shows to boost audience interests and diversify offerings.
  • Managed web content updates and ongoing site maintenance to provide students with easy information access.
  • Organized and managed program development from conception through successful execution.
  • Maintained tight production timetables and quality standards to give audiences exceptional offerings.
  • Tracked department course registrations and class lists via [Type] software.
  • Set and oversaw yearly $[Amount] budget to cover [Number] hours of new station programming.
  • Handled shipping logistics for large mailings to [Number] recipients [Timeframe].
06/2010 to 01/2015
Program Manager Engineering Consulting Services, Ltd. Williamsburg, VA,
  • Perform attendance audits & prepare weekly timesheets for employees.
  • Developed new evaluation initiative to assist teams in accomplishing target goals.
  • Submit proposal to leadership to include suggested time frame, budget and suggested outcome.
  • Perform annual evaluation for employees.
  • Facilitate onboarding components for perspective employee hires including drug tests, background checks, and educational evaluation.
  • Provide continuous training to personal service representatives as policies and procedures were updated.
  • Assist staff with developmental goals through weekly meetings and shadowing sessions.
  • Handle logistics to department specifications, including coordination and set up, catering, weekly manager meetings and trainings.
  • Contact vendor & order office supplies, call in maintenance orders, update computer systems as necessary.
  • Planned, tracked, measured and reported on a variety of projects throughout the entire project development life cycle.
  • Created and presented data using MS Excel spreadsheets and other MS Office tools.
  • Monitored progress of programs, using and applying programming documents, program directives, funding documents and other program material.
  • Resolved problems and provided solutions to customers by communicating requirements to subordinates.
  • Coached team members on productivity strategies, policy updates and performance improvement plans to accomplish challenging goals.
  • Orchestrated smooth and efficient program development by collaborating cross-functionally across departments.
  • Oversaw [Number] projects each year from concept through final delivery.
  • Analyzed and interpreted impact of federal, state and local legislation on company's internal structure.
  • Pitched and built new programming strategies and one-off feature shows to boost audience interests and diversify offerings.
  • Directed [Number] simultaneous projects to boost business opportunities by [Number]%.
  • Participated in LEAN and Six Sigma events and routinely looked for processes to apply LEAN concepts.
  • Maintained tight production timetables and quality standards to give audiences exceptional offerings.
  • Managed [Number] senior-level technical project managers in creating solutions for divisional customers.
  • Oversaw development, implementation and maintenance of [Number] processes within IT framework.
  • Executed and managed assigned production programs valued at $[Number].
  • Verified that design, operation and IT systems complied with applicable regulations.
  • Defined classification levels for all types of information and data, including privacy, PCI, quality systems, trade secrets and intellectual property.
  • Evaluated and provided use cases for pilot of [Type] software.
  • Established and implemented global security processes.
08/2011 to 10/2012
Administrative Assistant Engineering Consulting Services, Ltd. Wilmington, NC,
  • Responsible for the organization and coordination of hotel and restaurant operations.
  • Organized orientation and training of new staff members of hotel and restaurant.
  • Prepare materials and provide assistance for conferences & meetings.
  • Maintained office calendar to coordinate work flow and meetings.
  • Maintained confidentiality in all aspects of client, staff and agency.
  • Coordinates, organizes, and carries out the day-to-day activities.
  • Screen incoming calls, schedule appointments and maintain calendar.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Executed record filing system to improve document organization and management.
  • Sorted and distributed office mail and recorded incoming shipments for corporate records.
  • Restocked supplies and placed purchase orders to maintain adequate stock levels.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
  • Handled client correspondence and tracked records to foster office efficiency.
  • Processed invoices and expenses using QuickBooks to facilitate on-time payment.
  • Coached new employees on administrative procedures, company policies and performance standards.
  • Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
  • Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
  • Monitored supervisor's work calendar and scheduled appointments, meetings and travel.
  • Arranged rapid office equipment repair and maintenance with vendors.
  • Monitored premises, screened visitors, updated logs and issued passes to maintain security.
  • Coordinated travel arrangements by booking airfare, hotel and ground transportation.
  • Scheduled office meetings and client appointments for staff teams.
  • Organized weekly staff meetings and logged minutes for corporate records.
  • Maintained staff directory and company policy handbook for human resources department.
  • Coordinated bookkeeping activities in QuickBooks and Lawson, including invoicing and accounts payable.
  • Created PowerPoint presentations for business development purposes.
  • Performed research to collect and record industry data.
  • Edited subcontractor proposals, project punch lists, transmittals and memorandums for organizational support.
  • Created detailed expense reports and requests for capital expenditures.
  • Generated reports and typed letters in Word and prepared PowerPoint presentations.
  • Managed Access databases converting complex data into easy-to-interpret data.
  • Offered office-wide software support and training, troubleshooting issues and optimizing usage.
06/2010 to 07/2011
Administrative Assistant Strayer University City, STATE,
  • Responsible for all front desk functions of the Dean’s office including: answering phones, greeting visitors, students and vendors.
  • Project a professional company image through in-person and phone interaction.
  • Prepare travel arrangements for Campus Dean.
  • Handled expense reports (Concur) for admissions officers and Campus Dean.
  • Coordinated shipping using UPS/FedEx.
  • Maintained hard copies and electronic filing systems.
  • Prepare, record and reconcile non-fellowship administrative and personnel related expenses for Graduate Studies.
  • Maintained office calendar for appointments, meetings, job fairs, conferences and conference calls for the Campus Dean.
  • Organize and maintain the documents, records, files and binders to include processing expense reports and maintain receipts.
  • Setup accommodations and arrangements for company visitors.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Executed record filing system to improve document organization and management.
  • Sorted and distributed office mail and recorded incoming shipments for corporate records.
  • Restocked supplies and placed purchase orders to maintain adequate stock levels.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
  • Handled client correspondence and tracked records to foster office efficiency.
  • Processed invoices and expenses using QuickBooks to facilitate on-time payment.
  • Coached new employees on administrative procedures, company policies and performance standards.
  • Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
  • Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
  • Monitored supervisor's work calendar and scheduled appointments, meetings and travel.
  • Arranged rapid office equipment repair and maintenance with vendors.
  • Monitored premises, screened visitors, updated logs and issued passes to maintain security.
  • Coordinated travel arrangements by booking airfare, hotel and ground transportation.
  • Scheduled office meetings and client appointments for staff teams.
  • Organized weekly staff meetings and logged minutes for corporate records.
  • Maintained staff directory and company policy handbook for human resources department.
  • Coordinated bookkeeping activities in QuickBooks and Lawson, including invoicing and accounts payable.
  • Created PowerPoint presentations for business development purposes.
  • Performed research to collect and record industry data.
  • Edited subcontractor proposals, project punch lists, transmittals and memorandums for organizational support.
  • Created detailed expense reports and requests for capital expenditures.
  • Generated reports and typed letters in Word and prepared PowerPoint presentations.
  • Managed Access databases converting complex data into easy-to-interpret data.
  • Offered office-wide software support and training, troubleshooting issues and optimizing usage.
Education
Expected in to to
Bachelor of Science: Business Administration
Central State University - Wilberforce, OH
GPA:
Expected in 05/2023 to to
Masters: Health Administration
Texas Women’s University - Houston, TX,
GPA:
Affiliations
Organization for Women, MD Anderson Cancer Center American College of Healthcare Executives National Association of Health Services Executives Student Healthcare Administration Organization (SHAO) Houston Chapter, Texas Women’s University

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Resume Overview

School Attended

  • Central State University
  • Texas Women’s University

Job Titles Held:

  • Program Coordinator/Executive Assistant
  • Program Manager
  • Administrative Assistant
  • Administrative Assistant

Degrees

  • Bachelor of Science
  • Masters

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