Alyssa Vincelette
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
7
7
years of professional experience
Work History
Administrative Assistant II
Westfield State University
07.2017 - Current
- Main responsibilities include managing and supporting affairs of the PA Program and its faculty; assisting the department chair with program operations and maintaining program files
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Scheduled office meetings and client appointments for staff teams.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Assisted development and implementation of new administrative procedures.
- Managed department budgets and generated financial reports for management review.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Manage the budget, including submission of purchase orders, ensuring timely payment of invoices, adhering to state guidelines and regulations, and account tracking
- Assist management of the didactic schedule; create, review, process and record contracts/payments for all adjunct and guest lecture activities
- Organize and oversee Physician Assistant Program activities such as information sessions, interview day, white coat ceremony, graduation ceremony, and other social events
- Assist with scheduling, planning, and travel arrangements for prospective faculty members; arrange business travel for the department chair and faculty.
Bookkeeper
Westfield State Foundation
07.2017 - 01.2018
- Main responsibilities included keeping records of financial transactions by establishing accounts; posting transactions; ensuring legal requirements compliance
- Maintained general ledger by posting subsidiary account summaries; balanced general ledger by preparing a trial balance and reconciling general journal entries
- Efficiently processed invoices and maintained an up-to-date system by meeting invoice deadlines and upholding vendor relationships through timely payments for the nonprofit organization and athletic units
- Prepared financial documents such as the net asset worksheet, funds summary, and investment income reports by collecting, analyzing, and summarizing account information and data trends
- Developed monthly reports for disbursements of scholarships, balanced income and expense accounts; responsible for other financial duties such as balancing bank accounts and intake of all cash and checks donated to the foundation.
- Maintained and processed invoices, deposits, and money logs.
- Completed payroll for employees and maintained detailed records of procedures.
- Tracked expenses and income for businesses while organizing and maintaining bank statements for checking accounts.
- Reconciled and corrected issues with financial records.
- Posted daily receipts and payments in accordance with corporate protocols.
- Identified accounting errors when cross-referencing documents and database information.
- Reported financial data and updated financial records in ledgers and journals.
Bookkeeper
Appleton Corporation
06.2016 - 12.2017
- Managed Westfield State Foundation duties that included maintaining accounts (i.e.) scholarships, grants, revenues & expenses
- Complied with federal, state, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed actions
- Spearheaded the project of converting all hard files to an online database, EfileCabinet.
- Maintained and processed invoices, deposits, and money logs.
- Reconciled and corrected issues with financial records.
- Reduced financial discrepancies through transaction monitoring and management.
- Matched purchase orders with invoices and recorded necessary information.
Education
BBA - Business Management
University of Massachusetts Amherst
Amherst, MASkills
- Scheduling
- Proposal Writing
- Document Control
- Letter Preparation
- Travel Coordination
- Invoice Processing
- Minute Taking
- Filing
- Meeting Planning
- Office Administration
Timeline
Administrative Assistant II
Westfield State University
07.2017 - Current
Bookkeeper
Westfield State Foundation
07.2017 - 01.2018
Bookkeeper
Appleton Corporation
06.2016 - 12.2017
BBA - Business Management
University of Massachusetts Amherst