Alicia Haley
Baltimore,MD
Summary
An enthusiastic, results-oriented Administrative Manager with more than 20 years of experience in all phases of administration, including updating processes, web design; project implementation and quality control; fiscal management/reporting; and file management. A self-motivated leader with the ability to manage multiple priorities in a fast-paced environment Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
18
18
years of professional experience
Work History
Administrative Assistant II
State Of Maryland, Univ. Of Md- School Of Medicine
12.2021 - Current
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Assisted management with special projects to complete all tasks by deadlines.
- Prepared detailed documents and reports in adherence administrative processes.
- Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
- Streamlined office operations by implementing efficient administrative processes and procedures.
- Successfully managed multiple projects simultaneously by prioritizing tasks according to urgency, resource availability, and alignment with organizational goals.
- Ensured compliance with HIPAA regulations when handling sensitive patient information, protecting client privacy at all times.
- Coordinated seamless audio-visual setups, ensuring uninterrupted presentations and smooth transitions between speakers.
- Processed payments and documents such as invoices, journal vouchers, employee reimbursements, and statements.
- Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
- Maintained clean and organized files by keeping accounts payable records up-to-date.
- Performed administrative and clerical duties such as word processing, data entry, faxing and copying.
- Developed and maintained relationships with external partners to facilitate program operations.
- Kept program-related data accurate, up-to-date and easily accessible for accessibility.
- Maintained detailed records of program activities and participant data, ensuring compliance with internal policies and external regulations.
Administrative Coordinator
UNIVERSITY OF MARYLAND MARLENE AND STEWART GREENEBAUM COMPREHENSIVE CANCER CENTER
01.2016 - 12.2021
- Initiates or responds to correspondence and memoranda
- Prepares presentation material as required
- Prepares and ensures accuracy of confidential documents, in accordance with department/service area procedures
- Schedules and coordinates meetings, appointments, travel arrangements, conferences and training resources
- Prepare agendas and assembles background materials
- Attends meetings, prepares notes and performs required administrative follow up
- Coordinates events; organizes publicity, AV and other necessary arrangements
- Compiles and reviews financial and/or statistical data for departmental unit
- Performs bookkeeping functions or other financial information monitoring
- Monitors budget, expense account and special funds, assists with projections and preparation of budgetary recommendations, identifies and resolve anomalies
- May analyze small data sets
- Liaises with vendors, outside consultants, and various internal affiliates by interacting with relevant departments to coordinate and process relevant paperwork
- Submits expenditure requests and/or invoices as required
- Provides relevant data and distributes invoice/expenditure tracking reports to all appropriate parties
- Provides support for special projects and assignments
- Researches, analyzes, and summarizes information and source materials for reports
- Prepares data and contributes on projects and studies.
- Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
- Assisted management with special projects to complete all tasks by deadlines.
Budget Analyst - Department of Psychiatry
THE JOHNS HOPKINS UNIVERSITY
09.2014 - 12.2015
- Coordinates and oversees grant, contract, financial and general administration of projects and transactions for cost centers, departmental, sponsored, and non-sponsored budgets
- Works closely with senior management in developing financial studies and analyses regarding projected changes in revenues and expenditures
- Oversees revenue and expense budgets, including grants and contracts in pre- and post-award periods
- Ensures compliance with University and/or agency regulations and restrictions
- Prepare, manage and close-out grants by gathering supporting documentation, preparing new and continuation budgets (government and private sponsors), preparing final invoices for contract billing, and reconciling charges and credits
- Create new proposals, continuations and progress reports in COEUS (grant/contract management system) for submission to the National Institutes of Health (NIH), National Aeronautics and Space Administration (NASA) and private contracts
- Manage budgets and account reconciliation processes; initiate fiduciary transactions for orders, vendor payments, goods receipts, E-forms, RealTime Grant Reports, etc.; update human resource systems with salary changes, bonus supplements, terminations, etc.
- Developed, analyzed and modified budgets to allocate current resources and estimate future financial requirements.
- Monitored contracts and analyzed expenses to facilitate financial objectives.
- Reviewed monthly operations to assess compliance with budgets and determine necessary adjustments for future plans.
Academic Program Coordinator, Zanvyl Krieger School of Arts and Sciences
THE JOHNS HOPKINS UNIVERSITY
08.2011 - 09.2014
- In support of Krieger School, comprised of 22 academic departments and 24 centers, institutes and programs, worked within Dean's Office with senior staff, department chairs, program directors, and administrators to coordinate fellowships for various undergraduate and graduate fellowships
- Served as administrator for Dean's Teaching Fellowship, Woodrow Wilson Fellowship, Dean's Undergraduate Research Awards, Andrew W. Mellon Postdoctoral Fellowship, Owen Graduate Fellowship, and Excellence in Teaching Awards, Bander Family Fund/William Clinger and J. Brien Key Fellowships, and Dean's Prize Freshman
- Advertised, collected, reviewed, evaluated and distributed applications, nominations and letters of support to review committees; organized committee meetings; entered data; prepared reports for senior staff and award letters to fellowship recipients; and managed overall award process - included development and management of databases, websites, and course booklets
- Managed all administrative, fiscal and budget aspects of fellowships - developed, prepared and reconciled budgets; disseminated information to departments; processed reimbursements and payments; developed, monitored and reported on budget forecasts; organized annual receptions and events.
Administrative Coordinator, Zanvyl Krieger School of Arts and Sciences
THE JOHNS HOPKINS UNIVERSITY
03.2007 - 07.2011
- In support of the Dean of the Krieger School, comprised of 22 academic departments and 24 centers, institutes and programs, provided high-level administrative and project management support, assisted with projects, reports and materials, and coordinated meetings and special events
- Screened and triaged all incoming visitors (all levels of internal and external academic leaders, donors, alumni, guests, faculty, students, staff, and administrators) and communications (phone, mail, fax, etc.) in an efficient and organized manner; directly handled routine communications and those which did not require elevation to the Dean - exercised discretion and confidentiality where needed
- Managed the daily calendar for the Dean - scheduled meetings, appointments and domestic and international travel (used discretion and judgment to prioritize demands for time) and tracked, processed and managed expense reimbursements and vendor payments
- Managed special projects that emanated from the Dean's Office, i.e., faculty search committees, strategic planning, as well as acted as administrator for a variety of graduate fellowships
- Served as administrator for the Dean's Teaching Fellowship, Woodrow Wilson Fellowship, Dean's Undergraduate Research Awards, Andrew W
- Mellon Postdoctoral Fellowship, Owen Graduate Fellowship, Excellence in Teaching Awards, Dean's Prize Freshman.
Enrollment Counselor
UNIVERSITY OF PHOENIX
08.2006 - 01.2007
- Assisted students in taking next steps in their education and career
- Assessed needs and goals of students and enrolled them in a program or course that provided the best fit for them
- Recruited new students for undergraduate and graduate degree programs and advised them of admission process, degree options and requirements
- Reviewed transcripts, monitored attendance, conducted student interviews and ensured new students were oriented to university policies.
Education
Some college course work completed - General Studies - General Studies
Baltimore County Community College
DundalkExcel Intermediate, Filemaker Pro, Coeus Premium, Budget Creator, and Organizational Management -
JHU
Baltimore, MDSkills
- Spreadsheets/Reports
- Database Administration
- Planning and Budgeting
- Event Planning
- Workflow Design/Development
- Process Improvement
- Problem Resolution
- Project Management
- Office Administration
- Computer Skills
- Financial Reporting
- Account Reconciliation
- Audits
- Meticulous attention to detail
- Proficient in MS Word, Outlook, Excel, and PowerPoint
Timeline
Administrative Assistant II
State Of Maryland, Univ. Of Md- School Of Medicine
12.2021 - Current
Administrative Coordinator
UNIVERSITY OF MARYLAND MARLENE AND STEWART GREENEBAUM COMPREHENSIVE CANCER CENTER
01.2016 - 12.2021
Budget Analyst - Department of Psychiatry
THE JOHNS HOPKINS UNIVERSITY
09.2014 - 12.2015
Academic Program Coordinator, Zanvyl Krieger School of Arts and Sciences
THE JOHNS HOPKINS UNIVERSITY
08.2011 - 09.2014
Administrative Coordinator, Zanvyl Krieger School of Arts and Sciences
THE JOHNS HOPKINS UNIVERSITY
03.2007 - 07.2011
Enrollment Counselor
UNIVERSITY OF PHOENIX
08.2006 - 01.2007
Some college course work completed - General Studies - General Studies
Baltimore County Community College
Excel Intermediate, Filemaker Pro, Coeus Premium, Budget Creator, and Organizational Management -
JHU
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