Administrative Support Coordinator Resume Samples

Description :

1. Served under the associate vice president, facilities planning and management (fp&m) and the directors of Administrative services and capital projects and facilities management.
2. Provided administrative and technical support to the director of facilities administrative services and capital.
3. Screened inquiries and monitored the directors calendar. Based upon issues, determined most expedient response or resolution giving special attention to time-sensitive matters. Kept director apprised of issues and outcomes.
4. Composed and edited correspondence, reports, and other documents using correct grammar, spelling, and syntax. 
5. Maintained and developed procedures to keep the administrative office of facilities planning and management.
6. Running smoothly and operating at an optimal level; trained new administrative personnel on office procedures, new travel guidelines established by the department of general services, etc.
7. Coordinated administrative functions of five campus planning committees with 64 members campuswide (Vice Presidents, Deans, faculty, student representatives, and a master plan consultant). 

Experience

10+ Years

Level

Senior

Education

Arts

Description :

1. Provided Clerical/Administrative support to the Associate Vice President AVP), the Director of facilities management (dfm), and ppfm managers in a variety of moderate to complex office administrative support functions.
2. Screened visitors and telephone calls and referred them to the appropriate ppfm staff.
3. Maintained complex system of critical projects, office files, and records and ensured the file logs actively reflect the file system configuration.
4. Typed and compiled correspondence, reports, documents, project specifications, various.
5. Made all necessary arrangements for a variety of executive-level meetings for issues related to projects and the office of ppfm, which include consultants, engineers, Architects, contractors, and campus administrators, and the chancellors office staff.
6. Made all necessary travel arrangements for ppfm and prepared travel authorizations, travel claims, and registration forms and submitted them in a timely manner.
7. Provided appropriate customer service to all internal and external customers using discretion and good judgement. Provided practical, thorough and creative solutions to customers problems and inquires following appropriate ppfm policies and procedures.

Experience

2-5 Years

Level

Executive

Education

Business Administration

Description :

1. Scan incoming mail and documents using scanner and imaging software and using attention to detail to verify image quality and image count for transfer into our imaging system.
2. Maintains records and checks data for control purposes. Compiles and distributes standard reports which may be technical in nature from a variety of sources within and outside of the department (supply ordering).
3. Assists in answering telephones; takes messages and/or redirects calls; responds to routine questions; explains routine claims and procedures as necessary.
4. Played key role indexing and imaging an average of 80-90 litigation legal attachment emails from attorneys to appropriate adjuster and claim daily.
5. Created an onboard training manual for new hires and also assist training new associates on business applications.

Experience

5-7 Years

Level

Executive

Education

BS

Description :

1. Provide administrative support to the office of the chancellor by working with the faculty senate, international travel programs and external relations, theatre, the office of research and outreach, and the honors programs.
2. Manage all curriculum that is offered at the college, with knowledge and expertise in the curricular process.
3. Utilize Penn state university box platform to effectively change the way committees in the Faculty Senate receive information for meetings, therefore saving time, money and materials.
4. Ability to work closely with members of the faculty with regard to faculty senate matters.
5. Work with over 150 students in the honors program by creating events to enrich their educational experience and monitoring their academic progress. Build and sustain relationships with the students to help them achieve academic success.
6. Work with the director of the international travel programs to encourage students to participate in our international study tour experiences. Knowledge of international travel procedures and university protocols related to travel.
7. Organize training for faculty and staff with regard to curriculum and program development.
8. Participate in the hiring of staff throughout the college, and serving as chair when called upon.

Experience

10+ Years

Level

Consultant

Education

MBA

Description :

1. Oversee day-to-day operations within the school of public affairs for the director and supervise office staff.
2. Manage and supervise activities of the office, including prioritizing, coordinating, planning and budget.
3. Compile and oversee very confidential information both to the school and university.
4. Act as liaison for staff, faculty, alumni, public; as well as the school of the public affairs advisory board.
5. Responsible for all hr functions of the school from hiring, payroll, timekeeper, and onboarding.
6. Work daily in university systems including ibis, lionpath, istart, ebuy, digital measures, esuite, ejms, essic.
7. Prepare, control, manage and approve all budget and grant expenditures of the school.
8. Responsible for maintaining, monitoring deadlines, submittals and status of international faculty and scholar paperwork per federal guidelines.
9. Plan, publicize, coordinate all special events and public relation activities of the school.
10. Compile, analyze and edit data for a variety of reports, grants, faculty contracts and programs.
11. Greet visitors, maintain calendars, schedules, coordinate business functions, organize all travel and reimbursement for professional travel, supervise office staff and yearly reviews.

Experience

2-5 Years

Level

Entry Level

Education

Special Education

Description :

1. Administrative support coordinator II for capital planning, design, and construction.
2. Entering, tracking and logging department/project requisitions in people soft.
3. Analyze billing for accuracy and process service and contractor payments via nsp.
4. Prepare fy end of year reports for general accounting for new assets and improvements, completed projects and contract carry over.
5. Maintain and update department webpage including ongoing projects and disruption plans.
6. Create and maintain financial spreadsheets to assist aas/ii for budget purposes.
7. Create and maintain all project files, including tenant improvement, minor capital and major capital projects to ensure accuracy and compliance for audit purposes, both paper and electronic.
8. Provide support to aas/ii, director and Assoc Director, and project staff of 8 as needed.

Experience

2-5 Years

Level

Entry Level

Education

Associate

Description :

1. A lead position that provides direct administrative support to the chair. A primary resource for faculty and staff for department and university policies.
2. Organize, devise procedures and problem solve issues pertaining to support of faculty and students.
3. Graduate coordinator for multiple graduate programs, all with unique requirements and issues.
4. Department admission processing, file maintenance, graduation checks, and graduate student support.
5. Work collaboratively with the department chair in building a complex scheduled that must accommodate the large demand for mathematics classes for over 1400 students.
6. Responsible to monitor enrollments and function as a resource person to chair regarding all university scheduling procedures and policies.
7. Maintain all records and process all curriculum-related changes, including catalog edits.
8. Completed summer 2017, fall 2017, and spring 2016 schedules before the deadline and with no mistakes; successfully communicated semester startup with the entire faculty.

Experience

0-2 Years

Level

Junior

Education

BA

Description :

1. Managed the international elective student and clinical core program for baylor college of medicine.
2. Served as a designated school official for the f-1 and j-1 sevis program.
3. Prepared appropriate visa documentation for students to submit to the u. S. Embassy.
4. Composed correspondence and pre-arrival materials for incoming students and staff.
5. Provided college and cultural orientations to students and staff with essential visa status information.
6. Supervised three immigration assistants and distributed work accordingly.
7. Monitored the expiration dates of the f-1 and j-1 visa holders at baylor college of medicine.
8. Ran ad-hoc reports from sap as needed by human resources upper management.
9. Coordinated the front desk duties for the international services office and ensured that our internationals received the highest level of customer service.
10. Performed other general office manager duties such as supply ordering, timekeeping, and administrative support to the vice president of human resources when needed.

Experience

10+ Years

Level

Consultant

Education

Business Administration

Description :

1. Maintain budget for the department; p-card (credit card) holder for the department.
2. Coordinate schedules for the department for meeting and special projects and handle all information requests.
3. Prepare correspondence, reports and perform high-level clerical functions for the staff of over 90.
4. Perform security requests for new staff, coordinate necessary scheduling and functions for new employees.
5. Create a variety of documents for various levels of the department – from letters, spreadsheets to business cards.
6. Work with other departments on various projects and participate in a variety of special groups within the group.
7. Credit card holder for the division - able to purchase necessary for the division, also took consumers shopping under guidelines of various programs.
8. Conducting research, handle confidential information, and manage daily task for the administrative office.
9. A part of planning events, scheduling meetings and providing training/guidance to staff.

Experience

5-7 Years

Level

Executive

Education

Certificate

Description :

1. Assist department with clerical support such as front desk coverage, answering telephones, correspondence, collecting and disbursing documents for daily operations and personnel hires.
2. Created and maintained excel spreadsheets for departmental data and annual fundraiser.
3. Produced letters, envelopes, labels thru mail merge via excel, word, and publisher.
4. Performed clerical work by answering phones in a polite and positive manner to clients, filing, and ordering supplies.
5. Researched and purchased new computers, printers, and other equipment as necessary.
6. Trained and assisted new employees and staff with procedures and computer programs.
7. Managed document imaging, financial management, mail, various databases, and attendance for all departments.
8. Manage the department office; report and reconcile department expenses and participate in the budgeting process.

Experience

10+ Years

Level

Management

Education

BS