Summary
Overview
Work History
Education
Skills
Timeline
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Brenda Mitchell

Temple Hill,USA

Summary

Self -motivated Administrative Assistant with over 30 years of experience working for the Government/Contractor. I have a passion to run an office efficiently and provide project management support. I am highly experienced in procurement, negotiating, purchasing, writing contracts, invoicing as well as excellent internal and external written and verbal communication.

Overview

20
20
years of professional experience

Work History

Administrative Contactor Assistant

National Postal Museum, Smithsonian Institute
10.2024 - 04.2025
  • Contributed to a positive work environment with strong interpersonal skills and proactive teamwork attitude.
  • Processed Permanent and Temporary files for Achieve.
  • Verified and submitted invoices for payment.
  • Created Purchase Orders and Requisition in the ORACLE System
  • Strengthened client relationships through consistent follow-up communication and efficient problem resolution.
  • Created SmartSheet information and updated Personal Property for Audit.
  • Worked closely with management to provide effective assistance for specific aspects of business operations.
  • Greeted Staff with friendliness and professionalism.

Project Specialist

National Institutes of Health
02.2019 - 07.2022
  • Generating the IIAs Reports which is required in TechTrac to be to make sure that the IIA Reports are correct when generated combine. The package before it is given for signature (Detailed is a must).
  • Keep an updated Excel Spreadsheet regarding each IIA Report to make comments and completions of all IIA Reports assignments.
  • Working with OTT RAU Alex Licenses in SharePoint the information is pull from TechTrac for review which requires to be accurate and corrected (Detail is a must).
  • Keeping Track of Incident Reports and updating the information whether it is Pending/In Progress/Pending for OTT Distribution List or Resolved.
  • Update all Inventors information sent by email, to go into TechTrac upon request from supervisor.
  • Have a new project from another Supervisor who needs help in their department. It consists of going into TechTrac from a spreadsheet that have licenses/Inventors which is to find the Type of Licenses, looking for expired dates, terminations, and send out emails to the POCs for updated information needed for NIH.
  • OTT can go further on what to do with the expired dates and the termination so the Inventions/Licenses.
  • These emails consists on requesting a final report and/or a certificate of destruction to each Inventor that shows in TechTrac that show Expired of Termination for Company on spreadsheet (over 800).
  • Completing each months, the Combine Preliminary Royalty Report of OFM. This consist of using Tectrac to find out the Inventor and their percent make so corrected and show in TechTra.On the spreadsheet of the 27 Institutes Generating the IIAs Reports which is required in TechTrac to make sure that the IIA Reports are correct when generating and combining.
  • The package before it is given for signature (Detailed is a must).
  • Keeping an updated Excel Spreadsheet with comments regarding each IIA Report and completions of all IIA Reports assignments.
  • Working with OTT RAU Alex Licenses in SharePoint the information is pull from TechTrac for review which requires to be accurate and corrected (Detail is a must).
  • Keeping Track of Incident Reports and updating the information whether it is Pending/In Progress/Pending for OTT Distribution List or Resolved.
  • Update all Inventors information sent by email, to go into TechTrac upon request from supervisor.
  • Company (over 800). Completing each month, the Combine Preliminary Royalty Report of OFM. This consist of using Tectrac to be finding out the Inventors and their percent by it showing in TechTra on the spreadsheet of the 27 Institutes.
  • Worked with another Department doing clusters to find out whether the right monies showed in TechTrac and comparing, looking to find if the email needs to show the requested information.

Administrative Assistant

National Institutes of Health
07.2018 - 04.2019
  • Provided full support to two Branch Chiefs, including heavy calendar management travel, and expense reports to maximize team productivity.
  • Experience in processing Domestic, Foreign, and Sponsored travel Authorization in the electronic using the NBS travel System.
  • Use software to analyze data, create Excel spreadsheets and PowerPoint.
  • Purchased supplies for the “New Hires and co-workers.
  • Edited correspondences and data entry.
  • Collected information on Renewals (licenses and Software) and Renewal of Maintenance is part of the renewal in AMBIS.
  • Exercise sound judgment in the safeguarding of files containing confidential and/or sensitive information.
  • Received and directs visitors and other lab personnel.
  • Demonstrated competencies in multi-tasking, prioritizing, critical thinking and oversight coordination of multiple simultaneous complex projects.
  • Responded to staff inquiries, assist staff with the development and/or printing of posters, business cards, and receiving and sending of packages.
  • Provided guidance and assistance to other organizational staff as needed and serve as an alternate for the other program support staff when needed.
  • Arranged flight hotel, conference registration, auto (if applicable) and any other reservations.
  • Managed traveling budgetary issues such as but not limited to processing travel vouchers/reimbursements accurately and within the specified timeframe. Must assure that the expenditures are properly documented and tracked in accordance with federal regulations, passport and visa office.
  • Managed all properties of equipment and iPhones. Kept inventories of the equipment assigned to staff.
  • Purchased New laptops when supplies are low for “New Hire” or staff.
  • Processed Onboarding Entrance of Duty forms for “New Hire” to be able to get NIH ID Badge, and access to building and applications. This process consisted of the following:
  • Filled out the Position Sensitively form which is signed by the Computer Engineer’s.
  • Obtained the Security Package (Social Security card, Driver’s License, Green Card (if not US Citizen), Visa, and Passport.
  • Had Branch Chiefs and Contractor’s Officer’s signatures.
  • Upon completion submit to AOs Assistant.
  • Processed Offboarding Exit from Duty form and paperwork which includes.
  • Getting NIH Badge.
  • Parking Permit.
  • Making sure that the equipment is returned.
  • I kept up to date the equipment in NIAID Property Portal Management.
  • Transfer equipment from individual that is exiting.
  • Submitting it as a loaner or surplus.
  • On a regular basis communicate with IT to have equipment wipe-out or updated to allow the loaner to be available.

Administrative Assistance

National Institutes of Health
11.2017 - 06.2018
  • Answered incoming calls to the office.
  • Scheduled meetings and reserved conference rooms.
  • Maintained files, including a variety of administrative lists and charts in the “OWPD Share Drive.
  • Assembled supplemental or background materials for conferences and meetings.
  • Coordinated logistical and administrative arrangements.
  • Reviewed documents for inconsistencies to ensure accuracy.
  • Prepared travel orders and vouchers.
  • Performed data management duties, including searching, identifying, and retrieving data.
  • Assisted with graphics preparation and presentations.
  • Conducted coding and document filing in an extensive alphabetical file.
  • Operated basic office equipment, including photocopier, telephone, mailing machines.
  • Generated reports.
  • Prepared and monitors invoices and expense reports.
  • Conducted data entry, mail distribution, and ordering of office supplies.
  • Previous government agency experience.
  • Worked daily with Microsoft Office suite applications including Word and Excel.
  • Provided and experienced in strong organizational skills.
  • Provided written and orally communication skills.
  • Maintained customer service skills.
  • My experiences allowed me to work independently.
  • Worked under pressure and met tight deadlines and deliverables.
  • Managed multiple tasks simultaneously.

Administrative Support Specialist

U.S. Small Business Administration
04.2007 - 12.2015
  • The Company Administrator for assigning and updating all users for ODA and operations in Equifax cred reports by recertifying, resetting and creating new password for approved staff.
  • Coordinated logistical and administrative arrangements, prepare travel orders and vouchers.
  • Performed data management duties, including searching, identifying and retrieving data.
  • Conducted coding and document filing in extensive alphabetical file.
  • Retained and expanded revenue 250 mid-size accounts by assessing business goals/needs and using a consultative sales approach to grow client base of 1.5 million annually.
  • Operated Microsoft Office suite applications including Word, Excel, photocopiers, telephone, mailing machines and computer programs.
  • Updated and tracked delegated tasks to ensure progress is completed toward deadlines.
  • Took initiative in manager’s absence.
  • Designated as the Contracting Officer Technical Representative (COTR), which includes having knowledge of procurement laws and policies, research and analyze data required to meet specific requirements and assess contract requirements, preparing the necessary statement of work or other required documentation.
  • Kept projects on schedule.
  • Maintained procedures manual to ensure consistent performance of routines.
  • Composed correspondence/reports for Director’s signature.
  • Checked deadlines on incoming requests and put preliminary work in play.
  • Reviewed all invoices to ensure payments are justified; services are rendered timely and to avoid possible employee abuse of supplies, equipment and telecommunication services.
  • Participated in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor, track and control expenditures.
  • Approved/Certifies 27 or more invoices for DPGM to process for payment.
  • Researched varies guidelines to determine appropriate source method of procurement such as: purchase card, GSA, open market, sole source, and prepare the necessary paperwork and provides drafts or reports.
  • Researched on the internet links to find vendors for services or supplies and solicits written and or oral quotes.
  • Performed follow-up functions to ensure a timely response to special requests and information requests.
  • Monitored all commitments and obligation which may require oral or written contact with DPGM.
  • Provided guidance and technical lead over lower-level technical, Office and Administrative Staff.
  • Utilize computerized systems to enter, retrieve and present a variety of information and data.
  • Participate and assist in the general administration tasks; prepare comprehensive reports, and compile information to be used in special projects and reports.
  • Implement and monitor policies and procedures on the acquisition of supplies and services for all SBA Disaster Assistances offices, including the 7 field offices.
  • Perform clerical support duties such as answering phones, faxing, scanning, and photocopy as requested by supervisor as backup.
  • Prepare and monitor the monthly travel card reports.
  • Act as information source regarding policies and procedures; provide information where judgment, knowledge and interpretations are necessary, especially in the proper handling of confidential files.

Committee Management Specialist

National Institute of Health
12.2004 - 04.2007
  • Assisted in the Administration of a Committee Management Service Center.
  • Provided full committee management services and advice to appointed client’s ICs regarding committee management, as well as filling in for other Service Center staff in their absence.
  • Served as the principal contact for designated clients in committee management matters.
  • Responsible for the preparation and initial review of charter proposals and proposed member nomination packages for format as well as compliance with laws, regulations, Presidential and Office of Management and Budget directives and HHS polices.
  • Planned and coordinated Committee Management activities.
  • Effectively utilized computerized information systems for the purpose of preparing, retrieving information and planning in CM IMPAC II system.
  • Provided accurate technical advice for the operation of all advisory committee to members, experts, consultants, executive secretaries, scientific review administrators and other staff.
  • Received audits and recalculate all incoming vouchers submitted by consultants serving on initial review committees.
  • Conducted World Travel Service ticketing; hotel conference space billing; and telephone conference call billing for teleconference review meetings.
  • Responsible for ensuring entry of all SREA accounting/voucher data into the CM IMPAC II electronic voucher system; and check register.
  • Resolved travel issues between World Travel Service staff and consultants to ensure consultant is issued appropriate ticketing for attendance at meeting.
  • Ensured the timely submission of documentation required to transfer money from the NIAID SREA grant award to the appropriate SREA accounts in the NIH Credit Union.
  • Initiated the paperwork required for submission of vouchers to CSR SREA/Travel Service Center for CSR issuance of checks to reimburse non-federal consultants, hotels, and NIH’s WTS staff.

Education

Undergraduate- No Degree - Acquisition Contracting Management

Strayer University
Owings Mill, MD

Skills

  • Administrative Management
  • Meeting Planner
  • Event Planner
  • Research Grants
  • AMBIS
  • ORACLE
  • JAAMS
  • IMPACII
  • NBS Travel System
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Access
  • Purchasing
  • Invoicing
  • Contract Writer

Timeline

Administrative Contactor Assistant

National Postal Museum, Smithsonian Institute
10.2024 - 04.2025

Project Specialist

National Institutes of Health
02.2019 - 07.2022

Administrative Assistant

National Institutes of Health
07.2018 - 04.2019

Administrative Assistance

National Institutes of Health
11.2017 - 06.2018

Administrative Support Specialist

U.S. Small Business Administration
04.2007 - 12.2015

Committee Management Specialist

National Institute of Health
12.2004 - 04.2007

Undergraduate- No Degree - Acquisition Contracting Management

Strayer University

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