Suzanne Montes

Suzanne Montes

Work History

Work History
Nov 2005 - Present

Assistant to the Director/Facilities Manager

New Mexico State University - Physical Science Laboratory

•Schedule meetings and maintain calendar for Dean/Director and Deputy Director

•Interact and provide support to Dean/Director, Technical Directors, Deputy Directors, Business Development Director, and Business Administrators on a daily basis via phone, fax, e-mail, or letters to communicate programmatic, operational, promotional, and other types of business information

•Implement, design, maintain and manage spreadsheets and databases

•Implement, design, and manage the on-going energy conservation program

•Implement, design, maintain and manage the Geographic Information System for Facilities Management

•Budget management and reconciling for assigned funds

•Manage, supervise, direct, delegate and evaluate work of assigned staff

•Monitor projects/preventative maintenance projects

•Process and control purchase orders, procurement cards, personnel forms, reimbursements, payroll, deposit slips, petty cash and other financial and accounting forms electronically and manually

•Employee Recognition Coordinator with responsibility of coordinating special events (retirement, awards, ceremonies)

•Initiation and approval of all expenses for assigned funds

•Initiation and approval of all personnel actions for assigned funds

Dec 1998 - Oct 2005

Data Resources Coordinator

New Mexico State University - College of Engineering Dean's Office

•Interacts and provides support to Dean, Assistant Dean, Associate Dean, Department Heads (7), and Directors (6) on a daily basis via phone, fax, e-mail, or letters to communicate programmatic, operational, promotional, and other types of information

•Assists in student events such as; New Student Orientation, Homecoming activities, Scholarship awards, and other activities

•Responsible for reservations, coordination, equipment setup and maintenance for the Jerry Shaw Conference Room

•Create illustrations, drawings, charts, forms, presentations, letters, memos, etc. for Dean

•Gather and compile information to prepare fiscal year budget presentation for Dean’s meeting with President, Vice-Provost, and other top level executive officers of the university

•Implement, design, maintain and manage faculty, staff and student list serves, databases and directories

•Process and control purchase orders, procurement cards, personnel forms, reimbursements, payroll, deposit slips, petty cash and other financial and accounting forms electronically and manually

•Control and maintain inventory; college contact person for inventory

•Supervise student employees

•Assist Dean of Engineering and Assistant to the Dean with scheduling, travel, and meetings

•Well-informed and up-to-date about university policies and procedures

•Take minutes for Department Heads meetings and distribute hard copy

Nov 1993 - Nov 1999

Administrative Secretary III

New Mexico State University - Southwest Technology Development Institute/New Mexico Alliance for Minority Participation

•Type, create, proofread, and edit correspondence, publications and illustrations of considerable difficulty, such as proposals, reports, tables, drawings, presentations and other documents using a word processing or desktop publishing application

•Interact with twenty-six post-secondary NMAMP institutions on a daily basis via phone, fax, e-mail, or letters to communicate programmatic, operational, promotional, and other types of information

•Assist with subcontract preparation, reconciling of accounts and reporting

•Organized student events & educational programs, such as scholarships, conferences & other student activities

•Process and control purchase orders, travel forms, vouchers, personnel forms, invoices, payroll and other business forms

•Establish & maintain files; operate & maintain office equipment; order & keep inventory of supplies; act as Petty Cash custodian

•Provide support to professional staff (10), graduate students (3), and research assistants (10)

•Supervise students, occasional, and temporary employees

•Assists director of SWTDI and NMAMP with scheduling, travel, and meetings

Jun 1990 - Nov 1993

Clerical Aide

New Mexico State University - Business Affairs/Financial Operations Data Control

•Balanced, processed, and distributed ID vouchers, Bookstore charges, Library charges, Printing and Duplicating charges

•Balanced and batched journal entries and miscellaneous journal entries

•Typed correspondence such as; tables, memorandums, reports, lists, and forms on the computer

•Sorted and distributed microfiche (AM090 and AM091)

•Logged in and out computer tapes

•Researched FRS documentation for Fiscal Monitors

•Canceled checks on FRS

•Keyed various documents into computer

Dec 1990 - Aug 1991

Assistant Manager/Cashier

99 Cent Tops

•Prepared and mailed financial reports

•Maintained Accounts Receivable list

•Deposited Accounts Receivables (checks)

•Time and effort report for the Federal Government

•Inventory

•Shipped and received merchandise

•Filed, ran errands, made copies, and answered telephones

•Greeted customers and provided assistance

Education

Education

Bachelor of Applied Studies

New Mexico State University

Minor in Geographic Information Systems - Anticipated Completion Date:  December 2011

Minor in Management - Anticipate Completion Date:  December 2012

Online Training Courses