Administrative Assistant Resumes in US: Michelle

Administrative Assistant Resume

Contact Candidate

Name:

Michelle

Location:

Experience:

10+ yrs

Willing to Relocate:

Willing to Travel:

Most Recent Job Title:

Administrative Assistant

Personal Website:

Objective:

After ~25 years in higher education, my husband and I are moving to Arizona. Would like to work from home.

Resume Text:

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Division
Manage academic program for the Division of Geological and Planetary Sciences
Manage graduate admissions
Delineate graduate stipends
Organize visitation weekend for prospective students
Conduct new student orientation
Coordinate scheduling of all GPS classes
Organize Teaching Assistant assignments
Coordinate stipends for all graduate students through Graduate Office
Delineate course catalog changes
Coordinate and organize Qualifying Oral Examinations for first year graduate students
Coordinate all student activities for the Division
Maintain Filemaker Pro student database
Plan and coordinate student and course information on the web

3/00-10/02
California Institute of Technology
Administrative Assistant I
Geological and Planetary Sciences Division
Responsible for the Postdoctoral Program
Manage Division Seminars
Provide backup for Executive Assistant
Create and maintain databases for faculty and prize doctoral searches
Arrange accommodations for visiting seminar speakers
Coordinate luncheon meetings with graduate and post-doctoral fellows and the Chairman
Assist in the placement and organization of all new faculty and visitors to the Division
Monitor general budget for Division

9/99 – 3/00
California Institute of Technology, Pasadena, CA
Assistant to the Directors
Fellowships and Study Abroad/Performing and Creative Arts
Responsible for a variety of administrative duties for the Director of Fellowships and Study Abroad and the Director of Performing and Creative Arts.
Liaison to Human Resources, Facilities, Purchasing, Finance, Faculty, Students, and Staff
Provide administrative support to 10 faculty members
Plan, coordinate, and host fellowship workshops and special events
Schedule meetings and make travel arrangements
Prepare and track expense reports
Compose correspondence, maintain files, and records
Handle budgets and finances for twenty-four accounts & apprise director of status
Initiate and close purchase orders
Maintain computer systems
Maintain Filemaker Pro database for music mailing lists and donation reports
Maintain Filmaker Pro database for fellowships and scholarships
Assist management with PowerPoint presentations
Process payroll for staff and student workers

7/96 – 9/99
California Institute of Technology, Pasadena, CA
Deputy Team Leader for Student Services STAR Implementation Team
Student System Software Trainer
Liaison to the Division Administrator of Student Affairs related to the Implementation and Integration of Oracle/Exeter software and the Administrative Process Engineering project.

Organize meetings and prepare agendas for STAR (Student Services STAR Team), STAR Management, APE Management (Administrative Process Engineering), and Functional Team
Focal point of contact between software vendor (Exeter) and STAR Management
Recipient of all software, user guides, and administrative guides and disseminate to the technical and functional teams.
Lead and worked with cross-functional teams
Testing and writing scripts
Track deliverables
Report bugs, problems, and issues to Exeter
Arrange visits for Exeter product managers
Organize STAR team trips to Exeter and user conferences

Supervise Functional Team:
Disseminate work assignments
Coordinate work with technical team and functional team
QC and test software functionality

Collaborated with IT (information technology) group to roll out new computers for student services personal.
Identified basic training needs in NT, Word, and Excel for student services. Worked with IT Training team to provide classes for student services personal.

Student Software Trainer
The primary role of the Training team is to plan and coordinate training and end-user documentation for the Student Services software.

Learn all aspects of software and write user documentation
Conduct classroom setting training; high level tailored training (for directors); and one-on-one in depth training
Demo software as requested by Student Affairs administrators as well as Administrative process Engineering
Defined the scope of Student Services
Determine requirements for each department.
Delineate mandatory requirements.
Perform gap analysis and product requirements.
Evaluate and select software vendor.
Performed detailed process mapping by department. Process mapping identifies the step-by-step sequence of activities necessary to complete a transaction from beginning to end.
Within the course of process mapping, identify technology systems used in each procedure as well as identify possible interface needs.
Perform root value analysis
Assess value added v. non-value added nature of the activities involved in process
Identify changes in processes not dependant on software
Perform process analysis, process re-design for development of program design and application implementation
Learn the functionality and capability of the Exeter product (within Oracle environment) to update and create new process maps
Design new processes using ability of technology
Team lead and assist with implementation of new software
Establish focus groups (faculty, staff, and students), gather information, interview, identify critical issues and “wish list”
System Administrator

10/88 – 7/96
California Institute of Technology, Pasadena, CA
Assistant to the Director
Minority Student Affairs
Managed the Minority Student Affairs Office. Duties included: tracking electronically and managing departmental accounts and purchases; supervised student workers; managed hourly and salary personnel records; and organized departmental events. Organized programs, such as Summer Intern/Job Workshops, and Graduate School Information Workshops, industry visits, student organization meetings, and various social gatherings. In addition to supervision of the day to day operation of these programs, this position involves handling donation checks, budget reports, student worker supervision, payroll, travel expense forms, and serving as the control point of contact with Institute management, faculty, and other departments, students and parents. This position involved daily use of MS Word, MS Excel and MS Mail

10/85 – 10/88
California Institute of Technology, Pasadena, CA
Funds Coordinator, Financial Aid Office
This office was responsible for maintaining and overseeing all undergraduate financial aid grant records, and documents, writing and maintaining aid and grant status reports, communicating award information to all appropriate on and off campus offices, monitoring all correspondence associated with outside scholarships. This position was also responsible for acting as the primary point of contact between the Financial Aid Office and recipients, parents, faculty and outside agency personnel. The position involved daily use of the following computer programs: Caltech Financial Aid Tracking System (SIS), Word Perfect, and Lotus 1-2-3

3/84 – 9/85
California Institute of Technology, Pasadena, CA
Senior Accountant, Accounts Payable
This position was responsible for the processing of invoices, domestic and international, purchase orders, and travel requisitions. Interacting with Institute management and vendors in response to inquiries as well as problem resolution were a fundamental responsibility in this position.

1/81 – 1/84
M.A. Bruder & Sons, Broomall, PA
Purchase Order Contract Negotiator
This position was responsible for the negotiation, writing and execution of purchase order contracts for the procurement of all chemicals and supplies required for the manufacturing of paint and related products. The position was also responsible for the tracking and monitoring of inventories

Education

Citrus College, Glendora, CA 1999-Present
Liberal Arts
Delaware County Community College, Media, PA 1981-1983
Business Administration, Business Accounting, Business Math, Data Processing
California Institute of Technology:
Microsoft Word, Excel, Outlook, FileMaker Pro, PowerPoint, Oracle HR Navigation

Activities
2003 – Present Art history and classical music lectures, seminars, museums, concerts
1998 – Present Running and weight training
1998 – Present Mentoring young adults
1991 – 1997 Faculty Committee on Educational Outreach, Organizer/Recording Secretary
1994 – 1997 Staff Affirmative Action Advisory Committee, Organizer/Recording Secretary
1994 – 1997 Caltech Young Engineering and Science Scholars, Member
1994 – 1997 Semana Latina, Week Celebration, Volunteer, Fundraising Committee

Presentations:
Administrative Process Engineering: Team Review
California Institute of Technology, Faculty and Administrators
June, 1998
Exeter Navigation and the General Module
Exeter User Conference
August 1998, San Francisco
Student Services On Line: What’s On and What’s Coming
California Institute of Technology, Town Hall Meeting
September, 1998

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