Adia Doores Ruffin
Supervisory Writer-Editor Executive Secretariat Office at Federal Railroad Administration- Claim this Profile
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Bio
Gary N.
Adia has a wide variety of skills including interpersonal communications, organizing, office communications, and project management. Adia can easily accomplish many tasks especially multiple tasks which is often required in today’s business environment. I have witnessed Adia work with many software programs with ease. Adia is capable of completing tasks with an added flair of excellence.
Gary N.
Adia has a wide variety of skills including interpersonal communications, organizing, office communications, and project management. Adia can easily accomplish many tasks especially multiple tasks which is often required in today’s business environment. I have witnessed Adia work with many software programs with ease. Adia is capable of completing tasks with an added flair of excellence.
Gary N.
Adia has a wide variety of skills including interpersonal communications, organizing, office communications, and project management. Adia can easily accomplish many tasks especially multiple tasks which is often required in today’s business environment. I have witnessed Adia work with many software programs with ease. Adia is capable of completing tasks with an added flair of excellence.
Gary N.
Adia has a wide variety of skills including interpersonal communications, organizing, office communications, and project management. Adia can easily accomplish many tasks especially multiple tasks which is often required in today’s business environment. I have witnessed Adia work with many software programs with ease. Adia is capable of completing tasks with an added flair of excellence.
Credentials
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Human Resource Management
University of Maryland University College
Experience
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Federal Railroad Administration
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United States
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Government Administration
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500 - 600 Employee
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Supervisory Writer-Editor Executive Secretariat Office
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Jul 2020 - Present
Provides sound leadership and operational oversight for the Executive Secretariat (ExecSec) Office and direct support to the Administrator, Deputy Administrator, and Senior Executive Leaders within FRA. Responsible for supervising the ExecSec team to ensure all external correspondence and controlled documents reflect the views of the Administrator, Deputy Administrator, and U.S. Secretary of Transportation and meet the highest standards for written English communication style, grammar, accuracy, and timeliness. Show less
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U.S. Department of Homeland Security
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Government Administration
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700 & Above Employee
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Team Lead-Outreach for the Intelligence Training Optimization Division
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Feb 2020 - Jul 2020
Provide sound and functional leadership in a Team Lead capacity under the Mission Support Services Branch (MSS) within the ITOD Division. Serves as a Subject Matter Expert (SME) in all Outreach initiatives for MSS and ITOD. Provide advice to supervisors/leadership of significant issues and challenges related to work accomplishment in a timely manner. Assist Branch Chief and ITOD Leadership in developing and administering the DHS Intelligence Enterprise (IE) Training Optimization Initiative (TOI) objectives and goal in creating a unified DHS intelligence training program. Serve as “acting” Branch Chief as required, fulfilling delegated functional leadership responsibilities on behalf of the Branch Chief. Establish communication and outreach efforts to effectively coordinate training strategies, policies, procedures, and guidelines to enhance intelligence training operations and efficiencies. Promote and market the DHS Intelligence Enterprise TOI to internal and external customers to include federal, State and local, tribal, territorial and private sector partners (FSLTTPS). Prepare briefings and talking points on behalf of leadership for presentation to senior leaders, FSLTTPS partners and stakeholders, and congressional committees. Lead branch level projects and activities demonstrating innovation and initiative in accomplishing delegated tasks in compliance with deadlines and Intelligence Community (IC) training guidelines and requirements. Apply high level of analytical ability, sound judgment, discretion, and knowledge of principles, concepts, policies, and objectives relevant to ITOD missions. Show less
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Deputy Chief
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Aug 2018 - Feb 2020
Operate as the administrator for the TRTL system providing efficient customer support on all administrative and technical issues, requested and routine system changes/upgrades. Attend daily meeting with Deputy Chief of Staff, providing an overview of incoming and existing task status. Mentor and train new and existing staff on Intelligence and Analysis (I&A) policy and procedures and external DHS Components policy and procedures. Primary point of contact for new employee onboarding and intern processing for I&A Executive Secretariat (ExecSec). Provide analytical and evaluating techniques, sound judgment and discretion in reviewing incoming tasks for appropriate office and component dissemination. Demonstrate sound leadership to I&A ExecSec team members, providing clear guidance on all aspects of organizational policies, programs, and processes for highly-visible activities/tasks. Establish and execute plans of action on organizational policies, programs, and processes related to executive-level task management for I&A. Successfully manage high-volume workloads by establishing effective time-management practices. Determine scope, volume, classification/sensitivity of documents and work to be performed within prescribed DHS protocol. Provide proof-reading, editing, and overall review of correspondence requiring leadership’s approval and signature. Act as a liaison between the Under Secretary, DHS Components, and other IC agencies. Provide effective oral and written communication skills ensuring accurate and timely transmission of information to components. Show less
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Management and Program Analyst
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Oct 2016 - Feb 2020
Deliver exceptional customer service to internal I&A offices on the Task Regulating and Tracking for Leadership (TRTL) system. Operate as the administrator for the TRTL system providing efficient customer support on all administrative and technical issues, requested and routine system changes/upgrades. Prepare daily task reports for internal I&A offices reflecting critical suspense data and overdue tasks. Serve as a team lead on the highest performing portfolio within I&A ESEC. Mentor and train new and existing staff on I&A ESEC policy and procedures. Provide analytical and evaluating techniques, sound judgment and discretion in reviewing incoming tasks for appropriate office and component dissemination. Demonstrate sound leadership to ESEC team members, providing clear guidance on all aspects of organizational policies, programs, and processes for highly-visible activities/tasks. Establish and execute plans of action on organizational policies, programs, and processes related to executive-level task management for I&A. Successfully manage high-volume workloads by establishing effective time-management practices. Determine scope, volume, classification/sensitivity of documents and work to be performed within prescribed DHS protocol. Provide proof-reading, editing, and overall review of correspondence requiring leadership’s approval and signature. Act as a liaison between the Under Secretary, DHS Components, and other IC agencies. Provide effective oral and written communication skills ensuring accurate and timely transmission of information to components. •Quality Control: Managed large volume of agency tasks in a high-volume environment, requiring accurate component dissemination, while providing excellent customer service utilizing TRTL. Deliver comprehensive and specialized high-level organizational and communication management. Show less
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Azimuth Corporation
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United States
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Government Administration
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1 - 100 Employee
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Senior Management Analyst (Project Manager)
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Apr 2015 - Oct 2016
Developed business methods and procedures, including administrative systems, file systems, office systems, process flows, and production schedules to support the Correspondence and Task Management System (CATMS) implementation. Defined the agencies’ administrative requirements, gather and validate process flows and functions in close connection with executive level staff and other defense program offices. Prepared weekly action reports of critical suspense data, weekly reconciliation between internal/external program offices of pending/overdue actions, and identified discrepancies to government personnel. Conducted training of agency staff members in proper preparation of signature packages using the suspense tracking system. Assisted government personnel with the development of policy for document control processes/procedures and the suspense management system. Applied comprehensive knowledge of the organization and functions, analyzes current procedures, conduct various studies such as work flow measurements, identify problems or issues encountered, analyze findings, and make recommendations to leadership. Established the correspondence control office responsible for proof-reading, editing, and processing all agency correspondence for internal and external coordination and distribution. Provided quality control of all agency staff actions to ensure uniformity and highest possible professional standards. Act as the subject matter expert on agency correspondence policy and procedures. Supervised CATMS team on day to day activity ensuring milestones are accomplished and workflow productivity is completed skillfully and in a timely manner. •Leadership: Go-to department lead tasked with explaining intricate aspects of department and agency procedures and policy guidelines to senior-level officials and peers, contributing to improved understanding of critical issues at play to better inform operational decisions and improve work product. Show less
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Visionary Consulting Partners, LLC
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Pentagon
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Senior Correspondence Analyst III
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Jan 2014 - Apr 2015
Government Contractor supporting Office of Health Affairs (HA) Implemented proactive document control strategy via SACC-P system to assure proper handling of highly sensitive data. Produce multiple reports used by senior-level employees in support of critical internal and external objectives. Optimize department efficiency by asserting direct control of compliance initiatives - ongoing policy training, maintaining up-to-date agency standards information and strict monitoring of incoming/outgoing documents to ensure adherence to procedural guidelines and best practices. •Quality Control: Managed large volume of agency correspondence in high-stakes environment, requiring accurate chain of custody to appropriate staff, while maintaining regulatory quality standards. •Data Management: Active accounting of highly-sensitive internal/external documents and appropriate access levels of staff to improve efficiency in handling time-sensitive information •Leadership: Go-to department lead tasked with explaining intricate aspects of department and agency procedures and policy guidelines to senior-level officials and peers, contributing to improved understanding of critical issues at play to better inform operational decisions and improve work product. •Process Improvement: Overhauled electronic correspondence management system to improve internal routing efficiency and mitigate potential issues from incorrectly routed requests. Show less
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Alion Science and Technology
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United States
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Defense and Space Manufacturing
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700 & Above Employee
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Correspondence Analyst
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Apr 2013 - Jan 2014
Government Contractor supporting Office of the Under Secretary of Defense Personal & Readiness (OUSD) P&R Responsible for high-level analysis of sensitive data in fast-paced environment, received and distributed to various federal offices – The White House, Congress, Department of Defense and the general public. Managed several multi-faceted agency functions (FOIA requests, federal issuances, program reporting, budget administration) both self-directed and within cross-functional teams. Developed proactive strategies for improving and streamlining internal communications process to mitigate risk of delayed action on high-priority requests. Influential in creating high turn-around rate for department on diligent response to Freedom of Information Act (FAIO) requests. Hands-on involvement in developing, reviewing and editing official documents requiring quick turn-around rate while ensuring strict alignment with issued agency protocols. •Time Management: Aggressive tracking of ongoing projects while managing expectations improved work-flow efficiency •Process Improvement: Restructured work flow process to assure higher turn-around rate on Freedom of Information Act (FAIO) requests. Show less
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CGI
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Canada
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IT Services and IT Consulting
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700 & Above Employee
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Executive Assistant
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Jul 2012 - Aug 2012
Government Contractor supporting Interpol Washington at the Department of Justice (DOJ) Developed and maintained all senior-level correspondence for signature, providing key guidance on issues, challenges involved with received requests. Organized and detailed management of executive officers’ domestic/international travel arrangements – logistics, approvals, facilitating special requests and ensuring 100% alignment with agency’s travel program guidelines. •Program Management: Reorganized internal process for travel requests to adopt more proactive cost-saving measures reducing overall costs by 5% •Document Management: Diligent maintenance of internal document management system created more efficient tracking system for auditing purposes. Show less
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GAP Solutions, Inc.
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United States
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Business Consulting and Services
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200 - 300 Employee
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Executive Administrative Assistant
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May 2012 - Jul 2012
Government Contractor supporting the National Institute of Health (NIH) Strategic delivery of solution-oriented services in client-facing role. Alert and responsive to solving daily challenges within project teams by successfully analyzing needs and engaging the right personal. Knowledgeable of agency guidelines to better inform and manage customer expectations while maintain highest degree of professionalism and positivity. •Customer Relationship Management: Highly sensitive to client needs, assuring quality and timely information to aid in consumer decision-making process. Show less
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SAIC
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United States
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IT Services and IT Consulting
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700 & Above Employee
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Management & Program Analyst
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Mar 2007 - Jan 2010
Government Contractor supporting the Federal Aviation Administration (FAA) Led training program for Safety Risk Management program technology system. Used in depth knowledge of federal aviation protocols and procedures to develop comprehensive training material (presentations, lesson plans and instructional guides) to train agency staff. •Process Improvement: Developed and delivered comprehensive training programs to assure adherence to critical Aviation Safety guidelines by end of fiscal year Show less
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CGH Technologies, Inc.
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United States
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IT Services and IT Consulting
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1 - 100 Employee
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Program Coordinator
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Jul 2003 - Sep 2006
Government Contractor supporting the Federal Aviation Administration (FAA) Responsible for program administrative support to 7-person team. Directed ongoing employee training on standard operating procedures to successfully achieve program objectives. Managed compliance program to assure adherence to quarterly and yearly agency goals. Utilized key knowledge of FAA guidelines and protocols in preparation and review of congressional reports and other regulatory reporting activities. Quality control administrator for all agency documents to ensure uniformity and highest possible professional standards. •Program Analysis/Evaluation: Rigorous documentation and development of training programs to instruct peers and senior-level employees on critical components of program objectives for successful audit. •Operational Support: Strategic redistribution and consolidation of key business support areas led to 10% workload reduction weekly across executive staff. Show less
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HENSEL PHELPS
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United States
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Construction
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700 & Above Employee
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Safety and Security Administrator
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Aug 2002 - Jul 2003
Coordinated security access program for employees requiring Pentagon credentials for worksite access. Responsible for safety training of all new employees to ensure comprehensive knowledge of all safety guidelines and specific project requirements. •Training Programs: Organized comprehensive training program that led to 50% reduction in workplace injuries. •Project Management: Aggressive project tracking of all in house and new projects, responsible for assuring timely completion and optimal cost-saving strategies for assigned projects. Show less
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Education
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2018 - 2021
University of Maryland Global Campus
Bachelor's degree, Human Resources Management -
2012 - 2013
University of Maryland University College
Certificate, Human Resources Management and Services -
2022 - 2023
University of Maryland Global Campus
Master's degree, Operations Management and Supervision
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