Alyssia Sharma
Sunnyvale,CA
Summary
Administrative professional with 18 years of progressive experience supporting executives and teams across healthcare and international environments. Skilled in managing day-to-day office operations including calendar coordination, travel logistics, expense management, payroll, and vendor relationships. Delivered a 90% audit score on office processes and streamlined onboarding and facilities coordination to enhance organizational efficiency.
Overview
22
22
years of professional experience
1
1
Certification
Work History
Community Business Director
Atria
Sunnyvale, CA
02.2024 - Current
- Took on interim Executive Director responsibilities after a sudden vacancy, stabilizing the team, managing emergency situations, and applying operations management principles to bridge the gap and meet community goals.
- Managed and supervised business office functions at a fast-paced senior living community, including processing cash receipts, billing, vendor payments, expense reports, payroll (Kronos), benefits, and facilities coordination.
- Proven track record of achieving 90% (conducted quarterly) audit score for all office related processes and functions.
- Streamlined hiring process in iCIMS and implemented CRM systems for automation of aging reports, contract management for vendor/MSA agreements, and management of hourly employees in PeopleSoft HCM, enhancing operational efficiency.
- Maintained collection and maintenance of resident data, which includes resident statement accuracy, review of resident aging reports, confirm level of care to billing accuracy, and resident demographic information.
- Supervised front desk and clerical personnel, overseeing scheduling, assignments, performance reviews, hiring, and discipline to maintain compliance with company policy.
- Assisted the Executive Director with community operations by exercising independent judgment in billing issue resolution, expenditure reviews, budgetary matters, meeting preparation, calendar management, and project coordination for key office initiatives.
- Managed all accounts receivable, including pursuit and follow-up of unpaid balances and refunds, and executed expense management activities to ensure accurate financial tracking.
- Directed collection of on-site employee data related to, among other things, demographics, payroll, employee benefits and employee leave administration. Ensured employee files are maintained in accordance with Atria's policies and procedures as well as federal, state, and local regulations.
- Emergency management, executing emergency drills, preparing plans, correspondence and procedures.
- Review agreements with legal and compliance, ensuring all processes adhere to Atria policies and preparing the department for corporate audit.
- Coordinated training sessions for staff on customer service best practices.
- Supervised daily operations to ensure smooth functioning of community activities.
- Facilitated communication among residents, families, and staff to strengthen support networks and improve community engagement.
- Developed and implemented strategic business plans to achieve company objectives.
- Prepared staff work schedules and assigned team members to specific duties.
HR Lead Project Co-ordinator
Promedica
Santa Clara, CA
01.2022 - 01.2024
- Healthcare professional responsible for office, project management and financial management, operations, travel management, calendar management, and human resources, ensuring financial accuracy and compliance and effective resource management.
- Project Management: Successfully coordinated and executed various projects within the organization, ensuring they were completed on time and within budget while leveraging project coordination best practices.
- Cross-functional collaboration: Partnered with cross-functional teams and Human Resources management to reduce process gaps, implement improvements, and enhance operational effectiveness through strategic resource utilization.
- Collaborated with the Executive Director to provide support to leadership and cross-functional teams.
- Human resources management: Led the recruitment process, including interviewing, selecting, onboarding, and training Team Coordinators, and set up employees in HR systems according to regulatory standards.
- Financial oversight: Maintained monthly accruals and balanced spreadsheets to manage company expenses, prepared expense reports for leadership review, and contributed to informed resource allocation.
- Managed financial operations: Oversaw billing, payroll, A/P, and A/R functions across multiple product lines using advanced Excel models and reports to ensure accurate transactions and compliance.
- Tracked and analyzed overtime labor costs to identify budget discrepancies and inform management decisions.
- Executed billing tasks for MediCare and Medi-Cal, ensuring accurate and timely claims processing.
- Assisted in department budget planning by compiling data and preparing regular budget reports for review.
- Collaborated with teams to ensure alignment on project goals and timelines.
- Employee performance evaluation: Conducted annual performance reviews and recommended actions for pay increases, promotions or performance improvement plans based on evaluations.
- Developed project plans outlining tasks, responsibilities and deadlines.
- Facilitated communication between stakeholders to ensure alignment on project goals.
- Led team meetings to discuss progress and address any challenges faced.
- Coordinated travel logistics for domestic training sessions, including booking accommodations, transportation, and managing travel-related expenses for efficient trip planning.
- Scheduled home visit appointments for nurses, managing calendars and client needs efficiently to optimize service delivery.
- Facilitated meetings to discuss project updates and next steps.
- Monitored project budgets and tracked expenditures for reporting purposes.
- Coordinated with department leads to identify and outline solutions to client-specified challenges.
- Coordinated project schedules and resources across multiple departments.
Office Assistant
Stanford Children's Rehabilitation Center For Children
Menlo Park, CA
08.2019 - 01.2021
- Utilized EPIC software to schedule patients, process medical insurance payments, manage waiting lists, and achieve highest patient volume, resulting in increased treated patients and revenue.
- Efficient Scheduling and Revenue Growth: Utilized project management skills to efficiently schedule patients using EPIC software, ensuring a steady flow throughout the year, processing medical insurance payments, and strategically managing waiting lists, ultimately leading to an increase in treated patients and revenue.
- Waiting List Reduction and High Patient Throughout: Applied project management principles to successfully reduce patient waiting lists by an impressive 87.5% through persistent follow-up and productivity improvements. Achieved a top-ranking status in scheduling the highest number of patients per week, optimizing therapist appointments for positive patient satisfaction.
- Telehealth Implementation: Demonstrated project management expertise by leading the coordination of implementing tele-health virtual systems at the onset of the COVID pandemic, enabling patients to receive care online. Provided project management support and guidance in using new software systems and setting up user accounts for virtual appointments.
- Presented statistics and visualizations to communicate patient timelines graphically, maintained clinical documentation for quality and compliance, ensuring data accuracy and accessibility.
- Training and Promotion: Employed project management skills to efficiently train new staff members during the COVID pandemic staff shortage, ensuring a smooth onboarding process and maintaining consistent service quality. Recognition for dedication.
- Coordinated communication efforts between office staff and external partners to enhance collaboration.
Office Manager
Counseling Therapy Clinic Lighthouse Of Hope
Sunnyvale, CA
06.2018 - 07.2019
- Office Manager for day-to-day operations for a Counseling Therapy clinic. Job responsibilities included office and staff management, insurance eligibility, billing and insurance claims, follow up on rejected insurance claims, provide client invoices, office budget, supervision of office staff, maintain records of monetary transactions in QuickBooks, Isalus etc.
- Cleared and recovered backlog outstanding invoices for 3 years prior which resulted in net revenue increase of USD $50k.
- Validate client's insurance eligibility, co-pays, and other payment methods.
- Coordinated schedules for 3 therapists and Executive Director, optimizing time management and resource allocation.
- Supervise 1 member of office staff.
- Prepare weekly bank deposits and data entry.
- Work with Bill Net Solutions to resolve client payment issues.
- Manage and purchase office supplies as needed, (based on budget allowances).
- Created and established office operations and procedures, streamlining workflow and improving efficiency.
- Resolved customer inquiries and complaints, ensuring effective solutions and high satisfaction levels.
- Maintained confidentiality of patient information files, phones, and all office procedures.
- Ensure filing systems are maintained and current.
- Maintain a safe and working environment in compliance with Health and Safety Standards.
- Coordinate office staff activities to ensure maximum efficiency with Executive Director, preparing agenda for staff meeting.
- Oversaw patient intake processes and maintained confidential records.
- Created spreadsheets in Excel to track data such as vacation requests, sick days.
Office Manager
Plastic Surgeon Clinic Inspiration Beauty Dr Mitchell
Menlo Park, CA
07.2017 - 03.2018
- Oversaw clinic operations, budget, expenses, reimbursements, contracts with janitorial and linen services, patient payments through ledgers and bookkeeping, and clinic marketing strategy to maintain operational efficiency.
- Clinic Management: Successfully oversaw daily clinic operations, including opening and closing procedures, patient flow, staffing, and quality of care, ensuring a smooth and efficient practice.
- Administrative and Financial Responsibility: Maintained an organized structure for filing systems, invoices, and patient records, while managing all patient financial transactions through a POS machine and keeping inventory up-to-date.
- Developed clinic business through online marketing strategies, optimized service advertisements, and expanded team in alignment with business growth.
- Development of Practice Guidelines: Developed and implemented practice guidelines to ensure standardization and quality of care in the clinic's operations.
- Tracked payments due from clients and contacted those with past due accounts to facilitate timely collections.
- Addressed customer inquiries promptly, fostering positive relationships with clients and enhancing patient satisfaction.
- Coded and entered daily invoices with in-house accounting software.
- Negotiated treatment plan costs with clients, securing favorable terms and achieving cost savings.
Executive Assistant
Guys and St Thomas' Hospital
London, United Kingdom
05.2014 - 07.2017
- Supported three consultant doctors by screening calls and promptly managing all incoming admission transfers.
- Managed international and local travel, coordinated schedules for director/doctor and created after- patient visit summary reports within tight timelines, addressing 20 reports daily for doctors & distribution.
- Reviewed and tracked patient drop-out rates and follow-ups, resolved queries and provided solutions.
- Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
- Developed presentations for grants and organized seminars and events to enhance academic collaboration.
Administration Team Lead
Athlone Nursing Home Rehab Center for Elderly
London, United Kingdom
07.2011 - 05.2014
- Leadership role for managing two departments within Athlone House Facility, the Nursing Home and Rehabilitation Unit simultaneously (80 patients).
- Managing 3 members of staff, carrying out appraisals, supervisions, recruitment processes, inductions and arranging relevant training.
- Interviewing and hiring staff. Corrective actions.
- Trained new staff in relevant processes and procedures.
- Assisted the manager in setting achievable goals for the team while monitoring progress towards them.
- Provided support to junior staff during peak periods of workloads.
- Coordinated team resources to achieve project goals.
- Booking Nurses on the SMART (Temporary Staffing) system and approving shifts for Payroll.
- Placing shifts onto an electronic computerized system and authorizing each shift that has been worked by the administrative staff and arranging for adequate number of staff to work on site within budgetary constraints.
- Scheduling monthly rota for nurses to avoid overtime hours, entering into database as an electronic schedule.
- Balanced accounts, recorded transactions, reconciled cash floats, and submitted financial reports trimonthly and annually.
- Tracking performance and monitoring payments received and due, calculating pro-rated fees.
- Enhanced electronic medical record systems and maintained office area per Information Governance policy and Health and Safety standards while delivering high-quality front desk customer service focused on effective communication with patients and families.
- Updating information regarding risk analysis for equipment used on the wards, reporting equipment and site faults.
- Received and recorded all monies received from patients, banking cheques on admission of patients and cashing cheques/withdrawing cash on discharge, in charge of keys to cash communicating all actions to patients or patient's families to build trust and reassurance.
- Served as first point of contact for customer complaints, resolving issues promptly.
Team Secretary Contract
Tower Hamlets Mental Health Team
East London, United Kingdom
03.2010 - 03.2011
- Established appointment system to minimize clinic revenue leakage from booking issues, enhancing surgery schedule utilization.
- Scheduled follow-up appointments within 2 weeks of referral guidelines to ensure patient continuity of care.
- Scheduling, updating clinical coding and audio dictation, data insight/statistics and monthly targets, proofreading and editing of patient correspondence. Hired into this role to clear a backlog of work backdating to 4 months, which was cleared within a month of starting the role.
- Collated statistics and prepared presentations to inform senior management decision-making.
- Composed and distributed reports, routine correspondence, and meeting notes using job-related software to streamline communication.
Office Manager
Broadway Malyan Architects
London, United Kingdom
08.2007 - 05.2009
- Led and managed 5 secretarial and reception staff, overseeing financial management, fee forecasts, employee time allocation, project planning, invoicing, and calendar management for 2 Directors and 7 senior architects, including travel arrangements.
- Providing secretarial and administrative support to a team of 50 people.
- Coordinated logistics for corporate events, PR conferences, and educational seminars with external companies, managing dates and catering arrangements.
- Coordinated with office equipment suppliers and handled all interactions with external companies.
- Preparing presentations in Microsoft PowerPoint.
- Handled computerized telephone system operations while covering reception during staff shortages.
Office Manager
Great Ormond Street Hospital for Children
London, United Kingdom
11.2006 - 08.2007
- Led team of three administrative staff, conducting performance reviews and identifying training needs to enhance team capabilities.
- Delivered projects on time and under budget by resolving complex issues for senior leadership.
- Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
- Supervised a team of three administrative staff members, conducting performance reviews, identifying training and development needs, and fostering a productive and skilled workforce.
- Authorizing stationery orders and keeping record of budget/spending, banking cheques.
Discharge Co-ordinator
Newham University Hospital
London, United Kingdom
09.2004 - 11.2006
- Supervised 2 wards, coordinated multi-disciplinary meetings, and tracked discharges and admissions to ensure seamless patient transitions.
- Calculated inpatient bed occupancy rates and durations, presenting data in graphical form to support operational decision-making.
- Coordinated discharge plans for patients across multidisciplinary teams.
- Communicated with healthcare teams to ensure smooth patient transitions.
- Facilitated communication between patients, families, and medical staff to ensure understanding.
- Scheduled follow-up appointments to support continuity of care for discharged patients.
- Served as a liaison between the hospital and other healthcare providers for post-discharge needs.
Education
Certification of Scrum Master -
Scrum Alliance
11-2023
BSc (Hons) - Psychology
University Of East London
01-2009
'Pitmans' Diploma - Business & Secretarial Procedures
Havering College of Further Education
07-2004
Skills
- Recruiting (ICIMS)
- Payroll (UKG Pro Kronos)
- Project Management
- Financial administration
- Operations management
- Invoicing
- Vendor setup
- Strong customer service orientation
- Contract negotiation
- Hiring
- Onboarding
- Training
- Scrum certified
- Microsoft Office Suite
- Slack
- Mondaycom
- Google Suite
- EMR
- Team player
- Excellent Communication
- Interpersonal skills
- Listening skills
- Critical thinking
- Problem solving
Certification
Scrum Alliance Certification, 11/01/23, Certification of Scrum Master
Timeline
Community Business Director
Atria
02.2024 - Current
HR Lead Project Co-ordinator
Promedica
01.2022 - 01.2024
Office Assistant
Stanford Children's Rehabilitation Center For Children
08.2019 - 01.2021
Office Manager
Counseling Therapy Clinic Lighthouse Of Hope
06.2018 - 07.2019
Office Manager
Plastic Surgeon Clinic Inspiration Beauty Dr Mitchell
07.2017 - 03.2018
Executive Assistant
Guys and St Thomas' Hospital
05.2014 - 07.2017
Administration Team Lead
Athlone Nursing Home Rehab Center for Elderly
07.2011 - 05.2014
Team Secretary Contract
Tower Hamlets Mental Health Team
03.2010 - 03.2011
Office Manager
Broadway Malyan Architects
08.2007 - 05.2009
Office Manager
Great Ormond Street Hospital for Children
11.2006 - 08.2007
Discharge Co-ordinator
Newham University Hospital
09.2004 - 11.2006
Certification of Scrum Master -
Scrum Alliance
BSc (Hons) - Psychology
University Of East London
'Pitmans' Diploma - Business & Secretarial Procedures
Havering College of Further Education