Senior Administrative Specialist

• Nov 2022 - Present

NID Program Services Assist

• Oct 2019 - Dec 2022

Program Services Coordinator April 2020- Current Program Assistant - Oct 2019 - April 2020 Provide direct support for the Vice President and Associate Vice President of the Non-Infectious Diseases Provide Administrative, logistical and tactical support for program implementation within the Non-Infectious Disease program. Manage and maintain relationships with key stakeholders, principally programs department staff overseeing projects and program implementation Serves as a cross-departmental liaison to CDC Foundation business functions including finance, human resources, legal, compliance, etc. to facilitate project and program implementation. Identifies trends and communicate potential issues to promote and ensure continuous process improvement and the successful execution of projects and programs. Coordinate and plan logistical support for meetings and conferences Coordinate logistical International and Domestic travel Support and coordinate hiring for field employee and open positions within the department Process all approved purchasing and procurement request Maintain records of donors Register Guest for meetings and visits Gather and submit supply request for the NID team. Represent the CDC Foundation at administrative, logistical, and tactical meeting with internal and external stakeholders. Assist and participate in and/or leads special projects and other duties as assigned. Maintain Sharepoint files for NID Department. Show less

Business Services Coordinator

• Mar 2018 - Jul 2021

Build relationships to team members and relevant stakeholders to better understand the needs and be ready to assist. Work with the Business Operations Analyst to ensure all financial activities for Marketing and Digital Services are completed, including PO creation, invoicing, collections and budget reconciliation. Fulfill ad hoc requests for financial reporting on variable charges, using source system and pipeline data to understand the charges that have been and will be processed. Directly support the Head of Marketing and Digital Services, the Direct of Digital Services and assist 6 other Directors when needed. Fully understand administrative systems and needs, and navigate their usage for associates, including but not limited to room reservations, booking travel (International and Domestic) including Air, Hotel, and ground transportation, process expenses, functional group contacts and financial responsibilities. Manage Calendars. Coordinate conference calls via Skype or BlueJeans. Provide Support to the Shared Services Program Manager in executing the routines and reporting for Shared Services, including operational reporting, team health, and fortnightly status meetings. Work with market and field teams to ensure their requests for information to Marketing and Digital Services are properly directed to the right stakeholder and their needs are met. Maintain detailed records of decisions, issues, and actions taken to assist with issue resolution. Identify opportunities to streamline processes and drive productivity improvements. Track data to uncover inefficiencies and opportunities for automation. Introduce new tools and processes when needed. Ensure flawless operation and updates of key business tools and routines. Answer all incoming phone calls and handle or redirect as appropriate. Provide Administrative back up support to the Integrated Services team. Respond to Company/Department-related requests for information in principal’s absence. Show less

Administrative Assistant III

• Jan 2018 - Mar 2018

Reports to two Managing Directors and their teams, performs advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and procedures. Prepares correspondence, memorandum, reports, etc. Schedules and maintains calendar of appointments, meeting and travel itineraries via Concur and participates in related arrangements. Operates word processing software and assists in developing, implementing and monitoring internal business systems and procedures. Administers filing system. Monitors and orders office supplies and office purchases using purchasing account. Completes and submits vouchers and expense reports. Screens telephone calls and visitors and resolves routine and some complex inquiries. Coordinate events, lunches and team meeting, includes space, catering, entertainment, and giveaways. Register guest for meetings and visits. Practices safety conscious behaviors in all operational processes and procedures. Show less

HR Compensation & Benefits Coordinator

• Aug 2017 - Oct 2017

Provide support to the VP of HR Global Compensation & Benefits and the C&B team. Manage frequently changing calendars for the VP and of the C&B team. Arrange meetings to discuss various HR issues with inside customers and well as outside vendors. Submit invoices for payment. Order supplies for the group, distribute mail. Coordinate meetings and trainings for the HR Department to explain processes and implementation of Open Enrollment, Bonuses, 401K, and pay increases. Run reports for reconcilement of budgets (monthly), Run reports on open positions (weekly). Arrange meetings and Events, to include meeting locations, catering, giveaways, badges, guest registration, and packets. Meet with each manager weekly to ensure processes are followed and ensure each target is being met. Coordinate other projects as needed and assist with other duties as requested. Show less

Administrative Assistant III

• Jul 2015 - Aug 2017

Provide full support to the Chief Digital Officer, Vice President of Marketing, 2 Senior Directors and their teams within the Global Marketing Department. Manage the CDO, VP and Directors complex and frequently changing calendars, while ensuring accuracy travel itinerary are posted. Coordinate all aspects of Domestic and International travel, including ground transportation, hotel, Visa/passport and conference registration. Initiate Purchase Orders, process vendor invoices, track payment and blocked invoices using SAP and Sharepoint MEM system. Utilize SAP system “FieldGlass” to onboard contingent workers. Ensure new employees are integrated by managing departmental new hire process through the CCSN portal. Coordinate weekly/Bi-weekly and monthly meetings for internal groups with connection to employees based in other location using Open meetings/Videoconference or Skype meetings. Coordinate quarterly team building initiatives to boost morale. Book conference rooms, order catering, arrange for AV and room set up for Internal and external meeting. Using the Concur system to process and submit expense reports for CDO, VP, Directors and team members. Ship Marketing giveaways, Awards and conference materials to various locations including Internationally. Register and escort guest to come to the Corporate complex for meetings. Approve travel for Digital team travel. Other duties as assigned Show less

Administrative Assistant/Program Coordinator

• Jun 2012 - Jul 2015

Ensure the CMO is organized and well prepared for each day by arranging calls, meetings, and time for seeing patients, as well as, collaborating with other physicians. Assists Business Manager with on-boarding, recruitment of physicians and staff. Submits expense reimbursements, and reconcile travel card purchases via Compass and monitors the program budget. Participate in the budget planning process and help prepare financial reports. Process and track vendor invoices and ensure PO amount is accurate. Coordinate conferences, including registration, conference materials, attendance fees, and presenters. Utilize Emory purchasing system to pay invoices, create PO and order supplies and equipment. Books travel arrangements and coordinates itinerary for faculty recruits to assist with on-boarding activities. Prepare presentation, develop and maintain documents and files for the doctors and staff. Escort visitors and recruits to meetings. Handles various projects for the labs and update the physical inventory for the divisions. Handles all logistics and budgeting for conferences, meetings and program activities and traveling Manage all incoming calls for the various departments, Coordinate incoming and outgoing mail and packages. Independently manage projects. Administrative Assistant 7/2012-03/2015 Provides executive level administrative support to the Associate Dean of Academic Affairs, the Director of Center of Academic Excellence, and various faculty. Handles task of managing calendars, scheduling/prioritizing meeting requests and conference logistics; Ensures preparedness of the Associate Dean and the Director for daily activities; Utilize the Compass system to submit payments and expense. Researches and compiles materials for meetings, hearings, presentations, and reports; Coordinates, prepare materials, takes and transcribes minutes at meetings and special events; Review incoming correspondence and respond if needed. Show less

Executive Administrative Assistant

• Sep 2009 - Jun 2012

Provide Administrative support to the Vice President, Deputy Chief Operations Officer, a Senior Project Manager and 7 Project Managers Worked with project team and prepared required purchase orders of all parts and equipment according to specifications Maintained tracking and knowledge on scope of work for projects. Liaised with all impacted departments to ensure proper lines of communication compliance with complex reporting practices; Supported frontline managers in achieving the project goals; ensured timely completion of all projects. Handled tasks of managing calendars, scheduling meetings, and processing expense reports. Compiled information and facilitated all documentation required for the Dekalb Board of Education submissions of 6 projects totaling $23M in reimbursements from SPLOST (Special Local Options Sales Tax) following state rules and regulations. Reviewed and processed invoices, paid applications, purchase orders, change orders and change order request for 186 major projects totaling over $513M; Served as Profile Coordinator to process request for new hires, transfers, temporary employees, and interns; Bolstered efficiency in the workplace by developing office processes, protocol, forms, and assisted with implementation of same; Participated in team meetings to inform staff about various issues, policies, and procedures. Show less

Administrative Services Supervisor

• Aug 1999 - Sep 2009

Provided dedicated support to the Executive Director of Facilities Services. Acted as first line of contact for six (6) direct reports and internal/external clients. Oversaw all administrative functions, prioritized projects and developed and tracked project milestones Developed and maintained administrative processes that reduced redundancy, improved accuracy and efficiency and achieved organizational objectives. Trained and supervised 6 clerical staff Reduced Facilities budget by identifying cost-effective communication equipment with year- to- year upgrades. Project Manager for wireless telephone account. Handled various issues: ordered telephones specific to the needs of individual units, resolved billing and technical issues, monitored usage, and selected annual upgrades; Served as a liaison between departments and operating units to resolve day- to- day administrative and operational issues; Scheduled and coordinated meetings, interviews, appointments, events and other activities including travel and lodging; Responsible for arranging and attending meetings and training sessions with/for executive officers; Performed HR functions including performance reviews, orientation, employee correspondence, grievance hearings, and classification and compensation studies; Processed bi-weekly payroll for 250 employees; Served as HR Coordinator to process request for new hires, transfers, temporary employees, interns, system access, telephone equipment, department set-up and remote access; Improved access request by 90% by creating employee personnel files (paper and electronically); Improved office production by 80% by streamlining processes, producing office standards and protocols, motivated staff with implementation of team-building exercises and tools, and encouraged adherence to program deadlines; Assigned work to field personnel. Show less