CARLA GONZALEZ
San Jose,CA
Summary
Well-coordinated Administrative Assistant handles diverse office tasks. Good administration and office organizational skills. Organized and dedicated with proven track record of providing exceptional customer service in fast-paced environments. Self-motivated work ethic to perform effectively in independent or team environments. Offering keen attention to detail and strong decision making skills to manage multiple, concurrent tasks.
Overview
6
6
years of professional experience
Work History
Administrative Assistant
Stanford Healthcare
Palo Alto, CA
08.2021 - Current
- Provide Administrative support to a total of 5 Directors
- Calendar Management
- Maintains electronic and hard copy filing system
- Onboarding support as well as offboarding
- Handles requests for information and data
- Submit IT requests as needed
- Resolves administrative problems and inquiries
- Prepares written responses to routine enquiries
- Prepares and modifies documents including correspondence, reports, drafts, emails
- Schedules and coordinates meetings, appointments and travel arrangements for managers or supervisors
- Prepare agendas for meetings
- Submit expense reports
- Maintains inventory of office supplies and equipment
- Help coordinate maintenance of office equipment
- Coordinate team events and activities
Office Manager
Mental Health Systems
San Jose, CA
09.2019 - 08.2021
- Provide Administrative Support to the Program Manager and Vice President.
- Oversee Administrative Staff and their completion of tasks.
- Assist Program Manager with interviews when needed.
- Serves as liaison between Santa Clara site and San Diego home office.
- Complete onboarding paperwork for all new hires.
- Perform onboarding training for all new hires.
- Get staff set up with County Unicare Program access.
- Solely responsible for completing and submitting monthly Expense/Petty Cash Reports.
- Review and submit staff mileage, reimbursement forms and vendor invoices.
- Maintain inventory of office, medical supplies and purchase as needed.
- Perform spreadsheet operations and database operations using Microsoft office.
- Operates multiple phone lines and relay messages.
- Coordinate staff events.
- Complete Productivity Reports.
- Submit County Flex Fund Reports biweekly.
- Submit Quarterly NACT reports to the County.
- Complete monthly fee allocations and deposits.
- Run new client facesheets on unicare system and enter data.
- Submit IT and Facility tickets when needed.
Executive Administrative Assistant
IDEC Corporation
Sunnyvale, CA
10.2018 - 04.2019
- Provide Administrative Support to the CEO, President and Vice President of Marketing
- Receive and respond to routine calls, voicemails, appointment requests and emails
- Handle domestic as well as international travel and appointment arrangements for executives by communicating with executives and their assistants from Japan HQ to coordinate schedules in order to handle transportation, hotel reservations and other travel matters
- Manage executive workflow including mail, correspondences, answering calls, scheduling appointments, and maintaining their calendars up to date
- Handle sensitive and confidential information
- Create Expense Reports for travel purposes as well as Travel Authorizations
- Handle bill backs, check requests and check deposits for CEO and Executives
- Assist in many phases of Administrative functions which includes office administration, employee events, managing supplies for executive offices etc
- Other duties as required.
Administrative Assistant
Premise Health/One Medical@Google
Mountain View, CA
06.2016 - 10.2018
- Manage 5 medical providers including Chiropractors and Physical Therapist schedules, including answering high volume of appointment requests via phone and emails
- Lead Trainer to all new administrative staff and responsible for final check of competency list
- Provide concierge customer service, responding quickly and appropriately to patient needs, and provide direct resources
- Organize and maintain a filing system for patient charts, including generating chart numbers, filing, and pulling charts
- Maintain a high volume of incoming requests for multiple services
- Schedule an average amount of 30-40 appointments for multiple services daily
- Conduct daily reminder calls as well as send patient satisfaction survey to all scheduled patients
- Greet and direct patients, salespeople, and visitors
- Register patients by verifying that their record is up to date and make appropriate changes in EMR to reflect current information
- Actively coordinate referrals for patients through insurance and other physician offices or specialists
- Collect payments from patients and reconcile daily transactions
- Demonstrate the ability to identify and solve problems in a timely manner; gathering and analyzing information skillfully, developing alternate solutions
- Perform prior authorizations for referrals and prescriptions
- Solely responsible for preparing and submitting monthly expense for clinic purchases using the Expensify software
- Coordinate Provider Meetings on a weekly basis by reserving rooms and making sure everyone is connected successfully to meeting, if not able to attend in person.
Education
High School Diploma -
Apollo High School
San Jose, CA06.2009
Skills
- Microsoft Office, Excel, PowerPoint and Google Docs, Outlook
- Excellent written and verbal communication skills
- Customer service
- Outlook
- Google Docs
- Scheduling and calendar management
- Invoicing and billing
- EHR experience
- Excellent Record Keeping Skills
- Supply Inventory Control
Languages
English
Spanish
References
References available upon request
Timeline
Administrative Assistant
Stanford Healthcare
08.2021 - Current
Office Manager
Mental Health Systems
09.2019 - 08.2021
Executive Administrative Assistant
IDEC Corporation
10.2018 - 04.2019
Administrative Assistant
Premise Health/One Medical@Google
06.2016 - 10.2018
High School Diploma -
Apollo High School
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