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Jessica Claire
, , 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - resumesample@example.com - -
Summary

Dedicated and meticulous Department Administrator with over 10 years of experience excelling at prioritizing, completing multiple tasks simultaneously, and achieving project goals. Flexible and focused team player with unique skillset to streamline operations from within.

Skills
  • Administrative management
  • Event coordination
  • Inventory and supply oversight
  • Scheduling and calendar management
  • Data entry
  • Working collaboratively
  • Flexible
  • Friendly, positive attitude
  • File and data retrieval systems
  • CRM and office management software
Experience
07/2019 to Current
Senior Department Administrator Rutgers University New Brunswick, NJ,

Provides senior-level administrative support to the Dean and Associate Deans; serves as a special projects coordinator for school-wide special events such as commencement, performances in New York City, and alumni/donor special events; oversees the day-to-day activities of the Dean’s office and coordinates the joint efforts of the staff; coordinate communication for Dean’s office, ensuring smooth communications between the various units of the school and the central administration as well as timely responses to university processes. Maintain a consistently high level of performance and demonstrate a high level of extreme discretion. Serve as the liaison to Chancellor's Office, Office of General Counsel, Academic Labor Relations, Human Resources, University Budget Office, Office of the VP for Finance and Administration, Audit, Risk Management, Office of Environmental Health and Safety, as well as other academic and administrative units. Provide training and guidance to department administrative support and faculty on the policies and processes for faculty promotion and reappointment cases. Responsible for review and proofing of tenure/promotion packets and for ensuring departments follow proper protocols and meet deadlines in a timely fashion; schedules tenure review committees; Provides comprehensive preparation and review of non-tenure track faculty reappointments and promotion cases, including the preparation of appointment/reappointment letters and contracts; conducts research on behalf of the Dean and Associate Dean to ensure they are fully informed of policies and procedures; coordinates and oversees all hard-copy storage and maintains all confidential files; attends faculty, staff and Executive Committee meetings and provides minutes to the Dean; prepares letters of offer for faculty and staff new hires as well as reappointment contracts for all full-time faculty; coordinates the sabbatical and competitive leave processes; prepares routine and more complex correspondence for the Dean and Associate Dean’s signature; coordinate the logistics of job searches for both faculty and staff. ROCS management for all faculty and staff searches and reclassifications for the Dean’s office, departments, and divisions. Ensures all candidates are disposed of accordingly and background checks are completed. Coordinates communications for the Dean’s office with the departments and central administration. Keeps track of staff timesheets, absence records and paid time off for all Deans Office, departments, and divisions staff. Assist with preparation of all Family Medical Leave ARS for staff. Primary coordinator for P4P/SCP process – prepares forms for Deans, schedules meetings, collects evaluations from departments by deadline. Oversees the day-to-day operations of the Dean’s office and coordinates joint efforts of the office staff; oversees the school work-study program; coordinates Civic Square Building facilities and custodial matters; oversees building receptionist; ensures that staff have equipment they need to function optimally; coordinates training of departmental staff on school-related matters and general university protocols and processes.

02/2010 to 07/2019
Senior Administrative Assistant/Special Projects Coordinator Columbia University New York, NY,

Provided senior-level administrative support to the Dean and Associate Dean; served as a special projects coordinator for school-wide special events such as commencement, performances in New York City, and alumni/donor special events; oversee the day-to-day operations of the Dean’s office and coordinates joint efforts of the office staff; coordinated the assignments of the school computer technician; oversee the school work-study program; with the Associate Dean coordinated Civic Square Building facilities and custodial matters; ensure that staff have equipment they need to function optimally; coordinated training of departmental staff on business-related matters and general university protocols and processes. Responsible for review and proofing of tenure/promotion packets and for ensuring departments follow proper protocols and meet deadlines in a timely fashion; schedule tenure review committees; conduct research on behalf of the Dean and Associate Dean to ensure they are properly informed of policies and procedures; coordinate and oversee all hard-copy storage and maintains all confidential files; attends faculty, staff and Executive Committee meetings and provides minutes to the Dean; prepares letters of offer for faculty and staff new hires as well as contracts for faculty; coordinates the sabbatical process; reviews and proofs all official documents emanating from the Dean’s office; prepares routine and more complex correspondence for the Dean and Associate Dean’s signature; and coordinate the logistics of job searches for both faculty and staff. Coordinates communications for the Dean’s office with the departments and central administration.

10/2008 to 02/2010
Development Assistant Mason Gross School Of The Arts City, STATE,

Provide general administrative support to the Director of Development. Key duties include scheduling meetings and

events, maintaining the events calendar, conducting basic donor prospect research, preparing donor records,

preparing routine reports and documents, collecting donor-related statistics, tracking prospects and gifts, fielding

phone calls and providing basic information to callers, data entry, providing planning assistance and logistical support

for major donor and school events, coordinating donor mailings, processing checks and tracking accounts.

Education and Training
Expected in 06/1989
High School Diploma:
St. John Villa Academy - Staten Island, NY,
GPA:
Certifications
  • Licensed Notary Public State of NJ

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School Attended

  • St. John Villa Academy

Job Titles Held:

  • Senior Department Administrator
  • Senior Administrative Assistant/Special Projects Coordinator
  • Development Assistant

Degrees

  • High School Diploma

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