Anne Callahan
Andover,USA
Summary
Dedicated professional with expertise in office management, scheduling, and communication. Proven ability to efficiently manage tasks, maintain operations, and assist executive teams. Strong team player with a knack for collaboration and adaptability, consistently achieving organizational objectives and fostering a positive work environment.
Overview
26
26
years of professional experience
Work History
Office Coordinator
Office of the Provost, Merrimack College
05.2025 - Current
- Coordinate all aspects of daily operations of the Office of the Provost, including, but not limited to: maintaining the daily flow of the office, welcoming guests and Provost office meeting attendees, composing correspondence, coordinating travel accommodations, conference registrations, travel expense documentation, event support and supply ordering.
- Prepare documents, proofread and edit drafts, as well as coordinate distribution of memos/ announcements.
- Track and protect confidential/ sensitive information and use discretion when disseminating information.
- Processing and routing fiscal documentation (Purchase Orders, Check Requests, Reimbursement forms, Independent Contractor Agreements, etc.).
- Field inquiries on behalf of the Office and relay requests to the appropriate senior staffer. Field inquiries on policies and procedures, operations, and other College-related information requests.
- Coordinate meetings with the responsibilities of scheduling meeting space and assist senior staff with appropriate follow-up action items. Responsibilities may also include disseminating information post-meeting (agendas; minutes; action items).
- Maintaining and updating content for the Office of the Provost webpage. Support the development and production of the Provost Bulletin and other graphic design support. Knowledge of Canva is a plus.
- Perform other duties as assigned.
Administrative Assistant
Merrimack College
11.2021 - 07.2025
- Company Overview: Administrative Assistant-Chemistry, Biology, Physics, Math and Shared Instrumentation & Research Facility (SIRF)
- Provide a high level of administrative support to faculty and chairs.
- Manage advanced and complex administrative functions dealing with confidential and sensitive communication/information.
- Monitor and maintain an inventory of office supplies and equipment. Purchasing materials and equipment for multiple departments, according to established college procedures and budgetary restrictions.
- Working with other administrative staff and faculty to create and update necessary department documents and web-based information.
- Manage submission of expense reports for faculty.
- Coordinate and administer faculty evaluations.
- Coordinate postings and regular timesheet submittals for student workers.
- Helping students connect with faculty or other departments/resources to address problems.
- Assist chairs, faculty members, and advocates with Tenure and Promotion activities.
- Assist chairs with faculty searches and new faculty hires.
- Process student evaluations.
- Assist faculty with expense reports.
- Schedule room requests and maintenance requests.
- Schedule department meetings.
- Filing, photocopying, ordering office supplies, print center orders, processing payment vouchers and check requests.
- Posting of Job Opportunities on External Sites
- Ordering refreshments for events and meetings.
- Use campus systems such as CARS/Cognos, EMS, NetFacilities, Adobe Sign.
- Maintain shared files on Google Drive for course syllabi, CVs of adjuncts.
- Maintain and update department websites.
- Other duties as assigned.
Student Care Team Case Manager
Harvard University (School of Law)
09.2021 - 11.2021
- Approval of student course requests
- Setting up class recordings
- Sending course recordings to students
- Posting recordings to course website
- Updating and maintaining course spreadsheets
- Correspondence with students, faculty and staff via phone, email, Zoom and Microsoft Teams
- Maintained accurate documentation on all cases, ensuring compliance with regulations and confidentiality requirements.
- Conducted thorough assessments of clients' situations, identifying issues, goals, and necessary interventions.
- Monitored ongoing cases closely, adjusting case management strategies as needed based on evolving circumstances or new information.
- Educated clients on available programs, benefits, and services, empowering them to make informed decisions about their care needs.
- Enhanced communication between clients and providers through consistent follow-ups and progress updates.
- Achieved positive client outcomes by developing and implementing comprehensive case management plans.
- Advocated for client rights when interacting with external agencies or institutions, ensuring fair treatment at all times.
- Provided crisis intervention support for clients experiencing emergencies, using appropriate techniques to de-escalate situations safely.
- Contributed to team discussions and case conferences actively, sharing insights and expertise with colleagues to optimize client support strategies.
- Coordinated services with other agencies, community-based organizations, and healthcare professionals to provide useful benefits to clients.
- Developed and implemented comprehensive case management plans to address client needs and goals.
- Improved client satisfaction by efficiently addressing concerns or grievances in a timely manner.
Parish Secretary
St. Florence Parish
08.2020 - 03.2021
- Front desk operations - welcomed visitors, answered phones, and general administrative duties
- Data entry and database maintenance (ParishSOFT database)
- Criminal Offender Record Information (CORI) Coordinator
- Maintenance of Google spreadsheets for numerous church-related activities
- Payroll entry and submission (Primepay system)
- Donation collector for Archdiocese events
- Updated Parish sacramental records
- Prepared weekly Lector and Priest's announcements
- Scheduled Funerals, Weddings, Baptisms, and Masses
- Maintained Ministry Schedule
- Provided administrative support to the Faith Formation Ministry
- Performed other tasks as deemed necessary and/or assigned Administrator/Pastor
- Collaborated with clergy to prepare for liturgical celebrations, including organizing schedules, creating worship aids, and coordinating necessary resources.
- Improved office efficiency by implementing and maintaining an organized filing system for important documents and records.
- Promoted a welcoming environment by greeting visitors, answering phone calls, and providing accurate information about parish activities and services.
Records Assistant
Lesley University
07.2005 - 06.2007
- Provided superior customer service to students, faculty, and staff
- Made phone inquiries for record issues
- Informed students and staff of specific academic information regarding students
- Provided students and staff with general University policy and procedures
- Responsible for specific functional processes in the Records area of the office of the Registrar
- Updated student records and transcripts, transcript processing, including certification transcripts
- Tracked and posted grades and grade changes
- Transferred credits, waivers, AP CLEP, portfolio posting, and tracking
- Posting of Honor Contracts and Seven Year Waivers
- Maintained permanent paper files
- Recorded program exceptions and waivers in the automated degree audit program
- Maintained and reviewed academic records information in the Colleague system
- Assisted in the development of Records Management Policies, ensuring compliance with industry standards and regulations.
- Conducted regular file purges according to established schedules, reducing unnecessary clutter in storage areas while preserving vital documents securely.
- Enhanced records accuracy by diligently organizing and updating physical and digital files.
- Improved process efficiency with routine audits of record databases, identifying discrepancies, and taking corrective actions as needed.
- Collaborated with cross-functional teams to ensure seamless records management and compliance with policies.
- Streamlined office operations through efficient handling of records requests, retrieval, and distribution.
- Implemented electronic document management system upgrades as needed, adapting to new software tools and maintaining a current skill set for optimal performance.
- Coordinated interdepartmental collaboration for record sharing when necessary, ensuring smooth workflow across all teams involved in projects requiring document access or input from other departments.
- Accelerated response times for critical information needs by implementing an effective filing system.
- Participated actively in continuous improvement initiatives within the organization that led to increased efficiency in recordkeeping practices.
- Facilitated training sessions for new staff members on proper recordkeeping procedures and best practices.
- Boosted team productivity through timely completion of assigned tasks and proactive communication with colleagues.
- Reduced misplaced documents by maintaining a well-organized record storage area.
- Assisted with typing, data entry, and answering incoming calls as required.
- Provided excellent customer care by responding to inquiries and requests for information.
Customer Care Coordinator
Lesley University
08.2004 - 07.2005
- Processed all incoming and outgoing transcripts
- Answered student inquiries over the phone and in person at the Customer Care Desk
- Registration of students
- Data entry in Colleague database
- Assisted students with Web Registration, Lesley Online, and the My Lesley system
- Delivered exceptional customer care through prompt responses to inquiries via phone calls or emails.
- Served as a reliable resource for junior staff members, offering guidance on best practices, policies, and procedures within the Customer Care department.
- Served as a liaison between the customer care team and other departments within the organization, promoting clear communication and fostering collaborative problem-solving efforts when needed.
- Managed high call volumes while maintaining excellent quality of service, contributing to the company's reputation for outstanding customer care.
Staff Assistant
Lesley University – Registrar’s Office
09.2002 - 08.2004
- Filed and found student files
- Data entry
- Requested files, updated Admission request lists
- Answered phone calls from students
- Mailings
- Oversaw graduating files
- Variety of office duties
Parental Liaison Assistant
Somerville Community Schools
09.1999 - 09.2002
- Coordinated and participated in monthly parent liaison training sessions
- Monitored the students and teachers in the After School Program
- Planned and prepared all family night activities
- Distributed parent education materials to parents, teachers, and volunteers
- Scheduled meetings between parents, teachers, and volunteers
- Secured input from parents, teachers, staff, and volunteers on program planning, implementation, and evaluation of campus needs
- Answered all incoming calls
- Maintained all student records Produced and distributed bulk mailings
Education
Bachelor of Science - Human Services, Early Crisis Intervention
Lesley University
Cambridge, MAHigh School Diploma -
Somerville High School
Somerville, MASkills
- Proficient with Microsoft Word, Microsoft Office, Microsoft Excel, Microsoft Teams & Zoom
- Experienced in using various databases College and ParishSOFT, Mytrack, Canvas, EMS, Rios, Cognos, Gmail, Google Spreadsheets and Google Drive
- Skilled in using the Internet and numerous E-Mail providers
- Excellent communication, writing, and interpersonal skills
- Customer service
- Data entry
- Office administration
- Administrative support
Timeline
Office Coordinator
Office of the Provost, Merrimack College
05.2025 - Current
Administrative Assistant
Merrimack College
11.2021 - 07.2025
Student Care Team Case Manager
Harvard University (School of Law)
09.2021 - 11.2021
Parish Secretary
St. Florence Parish
08.2020 - 03.2021
Records Assistant
Lesley University
07.2005 - 06.2007
Customer Care Coordinator
Lesley University
08.2004 - 07.2005
Staff Assistant
Lesley University – Registrar’s Office
09.2002 - 08.2004
Parental Liaison Assistant
Somerville Community Schools
09.1999 - 09.2002
Bachelor of Science - Human Services, Early Crisis Intervention
Lesley University
High School Diploma -
Somerville High School
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