Cassandra Ibarra Espinoza
San Diego,CA
Summary
Organized and dedicated Administrative Assistant with a 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. Experienced Office Management and Administration Professional experienced in optimizing productivity, efficiency, and service quality across various environments. Highly dependable, ethical, and reliable support specialist and leader who blends advanced organizational, technical, and business acumen. Works effectively with cross-functional teams to ensure operational and service excellence.
Overview
5
5
years of professional experience
Work History
Administrative Support Coordinator
San Diego State University
05.2024 - Current
- Efficiently prioritized competing tasks while meeting deadlines under high-pressure situations.
- Managed calendars for multiple executives, effectively arranging appointments and preventing scheduling conflicts.
- Provided top-notch customer service skills when interacting with both internal staff members and external clients or partners.
- Maintained accurate financial records, assisting in department budget planning and expense tracking.
- Improved communication between departments with regular meetings and concise reports.
- Coordinate requests and provide information and assistance as needed for students, faculty and staff, while maintaining appropriate confidentiality.
- • Monitor workflow in the office according to priorities set by the department chairperson.
- • Ensure that the office is open and staffed at all times during the prescribed hours (8:00 a.m. to 4:30 p.m.).
- • Answer phones, assist visitors and callers, and train and monitor student workers to do the same.
- • Provide students the routine procedures and regulations for the Chicana/o Studies major or minor. • Ensure that faculty are promptly informed of telephone or walk- in messages. • Have an awareness of resources, both university and community- wide, that are available to assist Chicanas/os. • Answer requests for public and inter-office information, draft responses for chairperson’s review, route mail to others where appropriate, note deadlines, and attach backup material for chairperson’s information. • Responsible for the timely and efficient processing of all in- coming and outgoing mail, bulk mailings and distribution of flyers and/or special announcements. • Monitor the department email account. • Responsible for organizing, tracking and distributing all copy jobs produced for the department faculty, including class handouts and exams. • Supervise the duplication of classroom exams and other materials using optimum method (duplicator, copier). • Student Employees: Under the supervision of the chair, recruit, train, and supervise student employees. Ensure that student employees are punctual, and that they are consistent in their observance of scheduled working hours. • Coordinate the department's Academic Review, which takes place every five years. Gather syllabi and curriculum vitae from faculty. Obtain required reports from Institutional Research. Organize material as requested by the Department Chair. Provide copies to the Review Panel. Coordinate the schedule of events, plan meetings, arrange a tour of the campus and of the department's facilities, arrange for food, and ensure that out of town review panel members get to and from their hotel to campus.
- • Department Research Assistance: Assist the chair in researching projects related to the department’s mission, including preparation of administrative reports. Under the direction of the chair, assist faculty members in research projects related to the department’s mission, including, curriculum, preparing reports, general education evaluations, and assessment.
- • Arrange times, rooms, and other details for meetings and distribute meeting information promptly.
- • Other assignments as needed and consistent with position classification. Typing and Filing
- • Type confidential materials for department chairperson and faculty.
- • Type and file correspondence, forms, reports, grant proposals, and class materials as necessary.
- • Provide support to standing committees such as Peer Review Committee, Part-Time Selection Committee, Teaching Associate Selection Committee, Curriculum Committee, and other ad hoc committees.
- • Respond to faculty requests. Post clearly all deadlines for word processing requests and reproduction of examinations and other materials. Department chairperson shall arbitrate special requests or differences between staff and faculty.
- • Maintain and protect the security of records and correspondence. Make available all records to those who have the authority to use them.
- • Establish and maintain filing system, including a written index and/or instructions, so that others can retrieve materials from the files when neededTelephone and Reception
- • Answer phones, assist visitors and callers, and train and monitor student workers to do the same.
- • Ensure that faculty are promptly informed of telephone or walk- in messages.
- • Update reference materials as needed. Budgets and Inventory
- • Monitor budget allocations in order to ensure that basic departmental operations in areas involving supplies and services, equipment maintenance, student assistant and work-study students are supported.
- • Maintain and reconcile departmental university and Foundation accounts using Oracle and Banner reports.
- • Maintain and reconcile special allocations for projects, events, and new faculty hires.
- • Inform and consult with chairperson regarding purchasing needs for the department (supplies, equipment, etc).
- • Handle all travel forms including travel authorization forms and travel expense claim forms for both current faculty, prospective faculty (search candidates), and students.
- • Order supplies and services by requisition, direct payment request, procurement card and other forms used by both university and foundation accounts.
- • Maintain inventory of most needed supplies. Prevent use of supplies by students or others not connected with operations of the department.
- • Maintain equipment and computer inventories for department and arrange for repairs and updating. Monitor security of all department office equipment. Keep records of all equipment loans.
- • Serve as department Inventory Coordinator, keeping detailed and accurate records of supplies and equipment while processing and tracking all orders. Maintain equipment and computer inventory on Oracle for department and arrange for repairs and updates. Monitor security of all department office equipment. Keep records of all equipment loans.
- • Serve as department telecom and datacom coordinator, responsible for the ordering and maintenance of all telephone equipment as well as telephone and network lines in the department. Prepare online service requests as needed to keep telephone and data connections functioning.
- • Calculate dollar cost of lecturer and TA staffing and FTES, to ensure that class schedule meets budget and enrollment targets. Scheduling, Staffing and Curriculum
- • Gather information on class needs, teaching preferences, staffing and room allocations, and other tasks associated with planning a class schedule for both the regular school year and summer classes.
- • Create schedule templates as required by the CAL Dean’s Office and enter schedule into campus software. Check for errors and conflicts; proofread printouts; amend the schedule as needed. Make changes known to the department in a timely fashion.
- • Work with faculty on room assignments and changes before and after beginning of classes and negotiate for additional and substitute classrooms as needed. Make sure faculty, including part-time lecturers, are informed of possibilities to upgrade or change classrooms if the room assigned does not meet the needs of their class.
- • Assist with the preparation of catalog updates, course change proposals, and new program proposals.
- • Assist faculty and students with procedures for grades, add codes, incompletes, withdrawals, grade changes, etc.
- • Prepare and update departmental brochures and flyers when needed, listing information regarding Certificate programs and Master of Arts program.
- • Prepare faculty workload reports as requested by the College Dean’s Office, along with other reports or projects related to scheduling and staffing as requested by the chairperson.
- • Create schedule for meetings and speakers/events with full and timely notice before deadlines to those persons involved and in consultation with them.
- • Maintain inventory of faculty offices and office assignments. Forecast office needs with regard to new hiring and retirements. Personnel
- • Set up and maintain department personnel files. Maintain confidentiality of all files as well as all departmental personnel matters.
- • Faculty Recruitment: Assist the chairperson and personnel committee in recruiting new faculty, lecturers, and teaching associates by placing ads, setting up applicant files, processing applicant reimbursement claims, setting up interview schedules, and other related duties as assigned.
- • Faculty Appointments (Tenure Track, Part-Time Lecturers, Teaching Associates): Prepare appointment papers, provide new faculty with office space, materials, keys, and general orientation information as needed.
- • Faculty Reappointment, Tenure, and Promotion: Assist eligible faculty as needed in preparing materials needed for submission into campus software. Arrange dates, times and places for department committee meetings. Prepare confidential letters, minutes, and other correspondence relating to personnel deliberations. Maintain currency of Reappointment, Tenure, and Promotion policy files and make such files easily available to all department faculty with authority to access them.
- • Maintain part-time lecturer pool of applicants.
- • Prepare student assistant and work-study monthly payroll rosters and documents. Special Events Coordination
- • Coordinate special events that occur each semester and annually.
- • Special lectures responsibilities include correspondence with speaker; lecture confirmation; honorarium request; parking permit; advertising; producing and distributing flyers; providing press release information; and reserve required facilities and support services.
- • Annual Commencement reception: participate in planning, location confirmation, and requesting required back-up services.
- • Maintain budget for events. Ensure that events are within budget and that all expenses are paid in a timely fashion.
Administrative Assistant
Southwestern College
08.2023 - Current
- Scheduled office meetings and client appointments for staff teams
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient
- Executed record filing system to improve document organization and management
- Sorted and distributed office mail and recorded incoming shipments for corporate records
- Serve as secretary to a Director, Associate Dean or designated classified manager, performing a variety of clerical and secretarial duties in support of an assigned service or operational area
- Establish and maintain positive staff and public relations
- Prepare and type a variety of correspondence, agendas, memoranda, reports and other materials; compose routine correspondence as required; take and transcribe dictation as required
- Arrange, schedule and attend a variety of meetings as assigned; record and transcribe minutes; establish and maintain filing systems; maintain confidentiality of information as assigned
- Coordinate activities of assigned office between the supervisor and staff, the public or other District or campus officials
- Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulation
- Answer requests for information by enclosing materials or sending form letters; process various forms and application materials for departmental classes and programs as necessary
- Coordinate various activities applicable to the assigned office
- Receive and distribute mail; identify and refer matters to the assigned supervisor in order of priority
- Receive visitors, schedule appointments, maintain electronic calendar, screen visitors and phone calls and refer to appropriate staff members
- Operate word processor and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials.
Instructor Assistant
The Learning Choice Academy
10.2022 - 06.2023
- Provided support to help students with special needs learn and grow
- Created lesson materials, visuals, and digital presentations to supplement lesson plans
- Provided support during classes, group lessons, and classroom activities
- Supported student learning objectives through personalized and small group assistance
- Applied specialized teaching techniques to reinforce social and communication skills
- Delivered curriculum in both one-on-one lessons and group learning environments
- Collated classroom materials to help teachers prepare for daily instruction and activities
- Maintained safety and security by overseeing students in recess environments
- Monitored student progress to identify areas requiring extra support and implement action plans to meet needs
- Assisted with classroom technology to prepare students with skills needed to succeed in technology-rich world
- Collaborated with other instructional assistants and teachers to provide comprehensive support to students and deliver instruction aligned with curriculum standards.
Administrative Assistant
Small Business Development Center
08.2022 - 12.2022
- Collect and compile statistical and financial data and other information for inclusion into special and periodic reports and records; track and monitor budget expenditures as assigned
- Operate a variety of office machines and equipment, including word processor, computer terminal, printer and duplicating equipment
- Provide assistance and information to students, staff and the public regarding assigned program or office; request information from students as necessary; conduct classroom presentations and assist in preparing workshops regarding assigned program as required
- Provide information and assistance in person or by telephone where judgment, knowledge and interpretation of policies and regulations may be necessary
- Provide work direction and guidance to others as assigned
- Prepare governing board agenda items as needed
- Order and maintain office supplies according to established procedures
- Assist with travel arrangements as requested
- Perform related duties and responsibilities as required.
Barista Shift Lead
Starbucks
03.2021 - 08.2022
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Restocked supplies and placed purchase orders to maintain adequate stock levels
- Created and maintained databases to track and record customer data
- Developed strategies to streamline and improve office procedures
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff
- Trained, scheduled, and supervised barista workers to maintain and uphold store policies and optimize staffing patterns
- Created superlative coffeehouse experience through customer service, beverage preparation, and presentation, in-store marketing and thorough cleanliness and sanitation of space
- Restocked and cleaned stations and facilities to maintain cleanly and operable standards
- Handled and resolved customer issues and complaints with professionalism and tact to drive customer satisfaction and repeat business
- Served customers quickly and efficiently and created strategies to prevent delays
- Generated friendly atmosphere by encouraging employees to greet and speak to customers
- Memorized ingredients and recipes for wide variety specialty drinks
- Maintained accurate inventory counts to meet customer demands and sustain operations
- Presented process improvement ideas to leadership team to cultivate professional, friendly and efficient work environment
- Designed and adjusted work schedules to meet business demands
- Created new training guidelines, and provided staff orientation and training
- Advised customers on whole bean and bulk tea purchases by detailing origin, flavor, and pairing recommendations
- Monitored customer feedback to improve barista performance and customer service
- Participated in budgeting and forecasting activities to make informed decisions
- Organized racks and shelves to maintain store visual appeal, engage customers, and promote specific merchandise
- Prepared merchandise for sales floor by pricing or tagging
- Engaged with customers to effectively build rapport and lasting relationships.
Sales Associate
Sky Free Shop
10.2021 - 03.2022
- Sorted and distributed office mail and recorded incoming shipments for corporate records
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Restocked supplies and placed purchase orders to maintain adequate stock levels
- Created and maintained databases to track and record customer data
- Developed strategies to streamline and improve office procedures
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff
- Trained, scheduled, and supervised barista workers to maintain and uphold store policies and optimize staffing patterns
- Created superlative coffeehouse experience through customer service, beverage preparation, and presentation, in-store marketing and thorough cleanliness and sanitation of space
- Restocked and cleaned stations and facilities to maintain cleanly and operable standards
- Handled and resolved customer issues and complaints with professionalism and tact to drive customer satisfaction and repeat business
- Served customers quickly and efficiently and created strategies to prevent delays
- Generated friendly atmosphere by encouraging employees to greet and speak to customers
- Memorized ingredients and recipes for wide variety specialty drinks
- Maintained accurate inventory counts to meet customer demands and sustain operations
- Presented process improvement ideas to leadership team to cultivate professional, friendly and efficient work environment
- Designed and adjusted work schedules to meet business demands
- Created new training guidelines, and provided staff orientation and training
- Advised customers on whole bean and bulk tea purchases by detailing origin, flavor, and pairing recommendations
- Monitored customer feedback to improve barista performance and customer service
- Participated in budgeting and forecasting activities to make informed decisions
- Organized racks and shelves to maintain store visual appeal, engage customers, and promote specific merchandise
- Prepared merchandise for sales floor by pricing or tagging
- Engaged with customers to effectively build rapport and lasting relationships.
Customer Service Representative
Cross Border Xpress
11.2019 - 02.2021
- Answered customer questions about sizing, accessories, and merchandise care
- Solved customer challenges by offering relevant products and services
- Maintained calm demeanor and professionally managed issues in busy, high-stress situations
- Accurately processed POS transactions, returning coin, currency, payment cards, and receipts to customers
- Engaged with customers to build rapport and loyalty
- Educated clients on current promotional offerings and products using persuasive selling tactics
- Helped customers locate products and checked store system for merchandise at other sites
- Offered advice and assistance to customers, paying attention to special needs or wants
- Answered customer telephone calls promptly to avoid on-hold wait times
- Maintained customer satisfaction with forward-thinking strategies focused on addressing customer needs and resolving concerns
- Answered constant flow of customer calls with minimal wait times
- Provided primary customer support to internal and external customers
- Responded to customer requests for products, services, and company information
- Updated account information to maintain customer records
- Actively listened to customers, handled concerns quickly and escalated major issues to supervisor
- Developed customer service policies and procedures to meet and exceed industry service standards
- Handled customer inquiries and suggestions courteously and professionally
- Analyzed customer service trends to discover areas of opportunity and provide feedback to management.
Education
Associate of Arts - Child Development Teacher
Southwestern College
Chula Vista, CA12.2024
Instructor Assistant -
The Learning Choice Academy
Chula Vista, CA06.2023
Administrative Assistant -
Small Business Development Center
National City, CA12.2022
Skills
- Records Management Systems
- PC Proficiency
- Data Entry Documentation
- Workers' Compensation Knowledge
- Detailed Meeting Minutes
- Employee Training
- Excel Spreadsheets
- Program File Distribution
- Report Analysis
- Cash Deposit Preparation
- Advanced MS Office Suite Knowledge
- Back Office Operations
- Customer Service
- Business Writing
- Strategic Planning
- Phone Call Answering
- Calendar Management
- Records Management
- Data Management
- Document Management
- Verbal Communication
- File Organization
- Scheduling appointments
- Administrative Procedures
- Proofreading
- Report Preparation
- Meeting planning
- Database Administration
- Expense Reporting
- Travel Arrangements
- Teamwork and Collaboration
- Problem-Solving
- Time Management
- Attention to Detail
- Multitasking and Organization
- Problem-solving abilities
- Multitasking Abilities
- Reliability
- Organizational Skills
- Decision-Making
- Customer Service Management
- Office Management
Languages
Spanish
Native or Bilingual
Timeline
Administrative Support Coordinator
San Diego State University
05.2024 - Current
Administrative Assistant
Southwestern College
08.2023 - Current
Instructor Assistant
The Learning Choice Academy
10.2022 - 06.2023
Administrative Assistant
Small Business Development Center
08.2022 - 12.2022
Sales Associate
Sky Free Shop
10.2021 - 03.2022
Barista Shift Lead
Starbucks
03.2021 - 08.2022
Customer Service Representative
Cross Border Xpress
11.2019 - 02.2021
Associate of Arts - Child Development Teacher
Southwestern College
Instructor Assistant -
The Learning Choice Academy
Administrative Assistant -
Small Business Development Center
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