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Work experience

Sep 2009Present

Senior Speciaist

ACADEMIC PARTNERSHIPS, LLC (formerly known as Higher Ed Holdings, LLC)

An organization committed to the long term success of state universities, assisting them to regain market share in today's highly competitive academic market.

Academic Support ServicesHired to develop process and structure for rapidly growing division; providing administrative and operations support for staff including 175 actively-assigned contractors, 100 on-call contractors, and 50 coach candidates within the on-boarding process. Facilitate/coordinate the hiring of qualified, academic coach contractors across all verticals; reducing contractor on-boarding process three months to just three weeks. Manage all aspects including reference check, background check, pre-application process, screening requirements, contract generation, online training sessions, email setup, platform access, and coordination of coach assignments with partnerships, programs, and courses. Overhaul payroll processes; reducing turnaround from one week to four hours. Produce bi-monthly payroll for contractors; submitting financial reports for senior leadership.Reduce contractor on-boarding turnaround time from three months to three weeks; managing all aspects including reference check, background check, pre-application process, screening requirements, contract generation, online training session s, email setup, platform access, and coordination of coach assignments with partnerships, programs, and courses. Co-chair Health & Wellness Committee; producing two employee health fairs each year. Solicit vendor participation, coordinate logistics, and disseminate wellness information to Chicago and Boston offices. Experience huge success; generating 80% employee participation.Author/redevelop Employee Handbook; working with leadership team and human resources to realign and structure policies. Research regulations to create new policies for employee records retention initiative; ensuring state and federal regulation compliance. Deliver best practice strategy for disseminating information out/educating leadership of 20+ managers nationwide.

Jun 2008Aug 2009

Facilitation Coordinator

ONEHUNDREDX (Parent Company of Leadership Network & Haltime)

A non-profit organization, a trusted resource for church leadership teams across the United States and Canada providing opportunity for innovation and growth through strategies, programs, tools and resources. Organization 100% donation funded; experienced major force reduction of 25% in 2009 following loss of substantial funding.

Shared Services

Provided extensive planning and coordination of learning conferences nationwide; planning/executing 50+ onsite conferences and 10+ offsite meetings annually; averaging 50+ attendees each event. Negotiated all room rate pricing and contracts. Coordinated travel arrangements, logistics, and scheduling of contractor staff for all conferences. Provided onsite facilitation and troubleshooting for local events. Prioritized needs; managing scheduling of eight contract staff.Provided advanced technological consultation and direction; delivering hands-on production for all facets of meeting knowledge capture, producing high-end multimedia presentations for attendees. Coordinated technology management, digital photography, video and audio capture/editing, and content design/editing utilizing PowerPoint.Produced/edited PowerPoint presentations, slides, and learning modules; breaking down information into user-friendly format, placing graphics, incorporating adult learning concepts to improve comprehension, and editing/updating module presentations as needed.Pioneered knowledge capture transfer to a thumb drive solution; eliminating need for cumbersome online blog, introducing a more user-friendly, personalized knowledge capture mechanism for attendees.Acquired and managed copyright permission to utilize various media sources in company library for meetings.Produced annual board reports (30+ pages); gathering statistics, calculating financials, creating graphical representations, converting to user-friendly formats, while keeping in alignment with existing branding.Overhauled existing travel & expense procedures; significantly streamlining processes and strengthening working relationship with contracting staff. Funnelled all travel arrangements through a centralized billing solution; placing tighter controls on travel expenses.Provided office and administration support as part of the Shared Services Administration Group; handling travel & expense reporting, billing, scheduling, calendar management, and travel coordination.

Sep 2007May 2008

CEC Scheduler

SETON FAMILY OF HOSPITALS

A non-profit organization; the leading provider of healthcare services in Central Texas serving an 11-county population of 1.8 million.

Clinical Education Center at Brackenridge (CEC)Promoted to CEC Scheduler to lay foundation, structure, and operational procedures for newly developed CEC. Oversee all plant activities, maintenance, safety, security, parking, room setup, equipment, and supplies inventory. Served as key liaison and facilitator, partnering with project manager on 3-month construction/remodel project to turn legacy Children's Hospital facility into major learning center for the Central Texas medical community. Oversaw scheduling, while prioritizing needs of all stakeholders, for the CEC encompassing (9) training rooms, (4) skills labs, (2) computer labs, (3) conference rooms, (4) debriefing rooms, and (8) simulation labs. Maximized utilization by determining patterns, capacity, and creative scheduling.Served as key contact for major stakeholders (UT-Austin, UTMB, Texas Tech, and Austin Community College & Physicians).Charged with planning, budgeting, and forecasting of annual budget of $5M+; performing cost and needs analysis for various program needs including staffing, computer, IT, clinical and office supplies, and maintenance. Built/developed policies and procedures for new educational program; defining scheduling and cancellation policies, deadlines, notices, application process for loaner laptops, application forms, etc. Prepped for several media conferences; ensuring fire code safety compliance, traffic/access flow for 200+ people, power requirements, media access, security, backdrop, etc. High-profile appearances included NYC Mayor Bloomberg and Lance Armstrong. Serve on Education Tool Kit Committee; determining best practices for the office for utilizing systems, mandating technical uniformity, developing user-guides, and distributing of information.Invited to serve as consultant on 12-member HealthCare Alliance Committee, driving a federally-funded confidential initiative. Tasked with determining how to best disseminate information into all areas/groups while ensuring confidentiality of pilot program.

Jul 2006Sep 2007

Senior Department Assistant

Seton Family of Hospitals

Network Nursing Education

Promoted and specifically recruited by Director of Nursing Education to head up a new department tasked with centralizing all clinical education specialists and training.Produced online learning modules; leveraging advanced PowerPoint capabilities to redesign educational content and module flow, incorporating adult-learning theory methods. Facilitated monthly Operations Committee meetings to forecast administrative needs for department; delegating and scheduling projects amongst support staff of three.Served in Executive Assistant role to the Director; managing calendars and appointments, reporting, presentations, budget management, complex travel arrangements, events coordination, and fielding/triaging questions.

Jul 2005Jul 2006

Department Assistant

Seton Family of Hospitals

Seton Premiere Staffing

Maintained and tracked communications with Float Pool staff (300+ personnel).Run reports & monitor staff certification requirements and expirations (via One-Staff), maintained accurate staff WebPages (via Dreamweaver), developed and created required modules and assessments, and enrolled staff in learning modules/bundles in the learning management system.Handled 150+ telephone/email inquiries daily.Managed calendar, scheduled interviews and processed new hires for Clinical Manager. Supported the Specialty Education Coordinator.

Sep 2002Apr 2005

Revenue Management & Sales Assistant

Anaheim Fairfield Inn by Marriott

Received and processed 100 - 200 Third Party/Wholesaler reservations daily. Maintained and updated the hotel room inventory.Prepared Revenue Management reports including: Booking Pace, Price Sensitivity and Feeder Market Survey.Created and updated the Department Training and Procedural GuidelinesPrepared wholesaler contracts, logged incoming checks, processed department invoices, prepared show rooms and maintained stock of sales collateral.

Feb 2002Sep 2002

Event Coordinator / Executive Assistant

Newport Beach Marriott Suites

Assist the Event Manager in preparing for upcoming groups, including: turnovers, building group masters in Marriott's in-house and central reservations systems (PMS & MARSHA), entering and maintaining rooming list, and preparing Banquet Event Orders.Met with clients to plan events/meetings.Prepared sales folders and correspondence for clients.Calculated the restaurant forecast and upload the weekly Rooms and Food & Beverage Forecast into the Labor Management System (LMS), as well as assist in preparing the Food & Beverage schedule to maximize productivity.

Nov 2000Feb 2002

Front Desk Supervisor

Prepare weekly staff schedule for the front desk and bell stand based on forecasted occupancy to maximize productivity.Assist in daily management of the front desk and gift shop, which includes: communication with other departments, prepare same-day sales strategy, handling any guest and credit issues, supervise the front desk staff, conduct training and meetings, acted as Manager on Duty when needed.Create and implement action plans to improve Guest Satisfaction and Associate Opinion Survey scores.

May 2000Nov 2000

Front Desk Associate

Check guest in and out, answer telephones, concierge service, and bell runs.Act as Relief Night Auditor, when needed.Create and update literature, brochures and forms available to the front desk staff and guest.

Jan 1999May 2000

Assistant to the Director of Critical Care

Appointed departmental Information Systems Super User.Created documents and templates for use throughout the entire hospital.Scheduled and organized committees, meetings and classes.Assisted the Educator in preparing classes and education materials for Nurses.

Sep 1997Jan 1999

Assistant to Company President

ProData Imaging

Prepared proposals, generated reports, created tracking systems, provided customer service and managed databases.Trained sales managers on new office machines and assisted with opening of new offices.Provided administrative support to the Human Resources and Accounting departments.

Jan 1997Sep 1997

Receptionist / Optical Assistant

Gary M. Lovcik, O.D.

Education

19951995

19941995

University of Maryland - College Park

Skills

Calendar Management
Maintaining Senior Executive Calendars, Multiple Resources (including Technology and Space), Scheduling meetings, interviews, committees, etc.
Event/Meeting Management
Experience in planning and detailing; to execution.
Microsoft Office
Advanced proficiency in Microsoft Office Suite (including Outlook, Excel, PowerPoint, Publisher and Word)

References

Yvonne VanDyke, RN, MSN

Lorraine Mahoney

Tom Wilson

Kathy Lauchner, RN, PhD

Work Samples

Documents & Certificates

Summary

Accomplished, multi-faceted office administrative professional with over 10 years' experience providing support to senior level executives and driving business initiatives. Praised often by executive management for rigorous attention to detail, consistent ability to produce exceptional results, and advanced technological expertise.

Certifications & Affiliations

  • Commissioned Notary Public by the State of Texas
  • Certified Trusted NotaryTM by the NNA
  • Certified and Background Screened Notary Signing AgentTM by the NNA
  • Member of the National Notary Association (NNA)
  • Member of International Association of Administrative Professional (IAAP)
  • Member of Society for Human Resourse Management (SHRM)
  • Member of the Association of Executive and Administrative Professionals (AEAP)
  • Member of the American Society of Administrative Professionals (ASAP)
  • Member of the Dallas Junior Chamber of Commerce (DJCC)
  • Member of the Religious Conference Management Association (RCMA)
  • Member of the Christian Meetings & Conventions Association (CMCA)

Competencies

  • Advanced proficiency in Microsoft Office Suite (including Outlook, Access, Excel, PowerPoint, Publisher and Word)
  • Calendar Management
  • Presentation Skills
  • Event Coordination
  • Meeting Management
  • Client Relations
  • Complex Travel Planning
  • Budget Management

Objective

To obtain a position in a challenging environment to continue the enhancement of my existing skills, while providing an opportunity for professional growth and development.

Introduction

For over ten years I have provided extensive, hands-on, strategic office administration support for leadership teams and executives; consistently providing a partnership in driving a broad range of business initiatives. My background encompasses a wide range of services including extensive conference & event coordination, program administration/operations, documentation management, progressive multimedia presentation production, staff supervision and training, policy & procedure development, customer service, complex travel planning, and calendar management.

My specialty lies in a keen passion for identifying gaps and needs, and implementing well-thought out progressive solutions; producing several successes as evidenced by:

Conference & Event Planning:

  • Provided extensive planning and coordination of learning conferences nationwide; planning/executing 50+ onsite conferences and 10+ offsite meetings annually; averaging 50+ attendees each event. Negotiated all room rate pricing and contracts. Coordinated travel arrangements, logistics, and scheduling of contractor staff for all conferences. Provided onsite facilitation and troubleshooting for local events.

Office Administration & Operations:

  • Overhauled existing travel & expense procedures; significantly streamlining processes and strengthening working relationship with contracting staff. Funneled all travel arrangements through a centralized, corporate billing solution; placing tighter controls on travel expenses.
  • Hired to develop process and structure for rapidly growing division; providing administrative and operations support for staff of 6 including 175 actively-enrolled contractors, 100 on-call contractors, and 50 coach candidates with the on-boarding process
  • Research regulations to create new policies for employee records retention initiative; ensuring state and federal regulation compliance.

Best in Class Technology Solutions:

  • Provided advanced technological consultation and direction; delivering hands-on production for all facets of meeting knowledge capture, producing high-end multimedia presentations for attendees. Coordinated technology management, digital photography, video and audio capture/editing, and content design/editing utilizing PowerPoint.

Throughout my career, I have succeeded in the challenges presented to me; enjoying the process and relationship aspects involved in turning situations around for the better. I do this by leveraging a hands-on approach to driving results; integrating my passion for the industry with progressive solutions.

If you believe my qualifications and experience as an Office Management/Administrative Professional would contribute to your organizational goals, I would welcome the opportunity to introduce myself to you in a personal interview.

Thank you in advance for your time.

Sincerely,

Alexandra Forrester