Summary
Overview
Work History
Education
Skills
References
Affiliations
Timeline
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CYNTHIA GRACIA

CYNTHIA GRACIA

Executive Administrator

Summary

A dynamic, multi-talented and self-driven professional with strong computer skills, excellent interpersonal skills, project coordination experience, with impeccable work ethics and the ability to work well across all levels of internal management and staff, as well as outside clients and vendors.

Proven flexibility and dependability in working with strict timelines, resources, and scope of projects.

Skilled at offering high-level administrative support to senior-level staff. Experienced in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.

Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.

Overview

30
30

Years plus professional experience

Work History

Executive Assistant

Miami Marlins President of Operations
Miami
04.2023 - Current
  • Provide executive administrative support.
  • Handle highly confidential, sensitive, and critical tasks.
  • High level of integrity ensures confidentiality and controls access to sensitive information.
  • Manage the executive calendar and prepare internal/external correspondence.
  • Coordinate meetings, prepare agendas and advanced briefings.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion.
  • Provide excellent customer service to internal and external clients through a service-driven, approachable and responsive style.
  • Manage business travel arrangements including flights and hotel accommodations for the executive leadership team.
  • Display exceptional communication skills in verbal and written formats.
  • Exhibit project management skills with a strong ability to multi-task, optimize resources, and manage timelines.
  • Leverage creative problem solving, proactively think ahead and mitigate all possible challenges.
  • Exceptional interpersonal skills and professional interactions
  • Flexible and able to function well in a fast-paced environment.
  • Display a collaborative work style and ability to work across departments.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Monitored incoming emails and responded accordingly in a timely manner.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • Managed all aspects of catering needs for special events hosted by the organization.
  • Performed data entry tasks into various software programs including MS Excel spreadsheets.
  • Maintained confidential records and files related to executive operations.
  • Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.

Director of Operations

True North Charter School
06.2022 - 03.2023
  • Managed various departments including but not limited to IT, Security, Facilities, Maintenance, Construction, Food & Nutrition, Transportation, and Third-party Service Contracts
  • Oversight of New Construction including timelines, RFP, FEFP, IT/Security Needs
  • Developed policies, process, and procedures to improve operational efficiencies within all existing and future campuses.
  • Implemented successful business strategies to increase revenue and target new markets.
  • Recognized employees for demonstrating excellent service resulting in increased company morale.
  • Communicated clear and consistent messages regarding departmental goals to produce desired results.
  • Improved productivity initiatives, managing budgets and accounts, coordinating itinerary and scheduling appointments.
  • Conducted performance reviews for direct reports and provided feedback for improvement opportunities.
  • Resolved customer service issues in a timely manner while maintaining high levels of customer satisfaction.
  • Reviewed contracts with vendors to ensure compliance with regulations and terms and conditions.
  • Assessed and evaluated business procedures and implemented structure to improve day-to-day operations.

District Administrative Director, School Operations

Miami-dade County Public Schools
07.2004 - 04.2020
  • Developed and maintained standard operating procedures for the fourth largest school district
  • Co-developed the current method of streamlining communications between district and school sites to manage district-wide instructional leaders time away from school sites
  • Acquired, developed, and maintained new business relationships with community leaders and government agencies to initiate student college savings program, Future Bound Miami
  • Served as the Project Manager for the development and implementation of Aspen Scheduling in the Elementary grades
  • Prepared logistics for various events from an operational perspective such as BROAD; President Obama visit; and Teacher Walk-Out
  • Actively participated with the office of Capital Improvement on construction and prototype development of school facilities, FF&E purchases, and approving change orders
  • Served on the Request for Proposal (RFP) and Invitation to Bid (ITB) vendor committees
  • Collaborated with Plant Operations on developing SCRUB (online method for reporting Health and Sanitation concerns at their school) and sanitation rubric for safe, healthy, and supportive learning environments
  • Served as the tactician to the Chief Operation Officer/Deputy Superintendent School Operations coordinating cross bureau district initiatives such as SCRUB, and SPOT Success
  • Designed and Introduced a class size management system to track school level and class level compliance to minimize potential financial implications to the school district in accordance with state legislature
  • Designed, coordinated, and developed effective operational and business practices for school principals to further support day-to-today school operations
  • Collaborated with cross bureaus and developed technical and professional development of school site administrators in the areas of general school business day to day operational functions, including appropriate teacher placement, payroll, grant administration, procurement process for small/micro, minority/women, and veteran business programs and sound fiscal management
  • Developed, co-authored, and managed various operational management guides for schools and district – wide policies and procedures such as the Opening of Schools Guide, Fiscal Management Policies and Protocols Resource Guide
  • Resolved parent-teacher-school-region-district-union conflict resolutions in a timely manner.
  • Exercised leadership capabilities by successfully motivating and inspiring others.
  • Gained strong leadership skills by managing projects from start to finish.
  • Demonstrated respect, friendliness and willingness to help wherever needed.
  • Worked well in a team setting, providing support and guidance.
  • Proven ability to develop and implement creative solutions to complex problems.

Region Administrative Director

Miami-Dade County Public Schools
06.2010 - 06.2011
  • Monitored submission and assisted schools with the preparation of required reports to district, state, and federal agencies
  • Monitored and assisted schools with financial and property audits and corrective actions associated with audit findings
  • Monitored and assisted schools with the maintenance and compliance of sanitation audits of the physical plant of their various sites and educational configuration
  • Served as a mentor to principals and newly appointed administrative directors
  • Demonstrated managerial proficiency in planning, organizing, directing, and controlling the attainment of organizational goals
  • Assisted the Office of Professional Standards, School Police, and the Employee Assistance Program in resolving personnel issues
  • Served as the Region Representative between the District and the schools in Capital and Maintenance Projects for 102 schools (Central Region) and 116 schools (South Region)
  • Involved in community meetings related to the Attendance Boundary Committee and Diversity & Equity Committee.
  • Worked successfully with diverse group of coworkers to accomplish goals and address issues related to our products and services.
  • Collaborated with cross-functional team to define features and build powerful and easy-to-use products and customer-facing workflow tools.
  • Worked with cross-functional teams to achieve goals.
  • Maintained open communication with team members and stakeholders, resulting in successful project outcomes.
  • Identified and resolved unauthorized, unsafe, or ineffective practices.
  • Established positive and effective communication among unit staff and organization leadership, reducing miscommunications, and missed deadlines.
  • Updated reports, managed accounts, and generated reports for company database.

Melrose Elementary School Principal

Miami-dade County Public Schools
Miami, FL
07.1992 - 06.2004
  • Responsible for the overall operation of a Title I elementary school with a general budget of over $2M including faculty development towards positive student outcomes
  • Provided oversight and monitored federal grant program budgets in collaboration with the Grant Administration Office and Region
  • Implemented the Multiple Intelligence Learning/Teaching modalities as a district program of choice in an effort to promote diversity
  • Analyzed data to review student’s performance and developed strategies for teachers to improve learning methods
  • Transformed student achievement outcomes at this high-poverty Title I, Controlled Enrollment as evidenced by the school moving from Lowest Critical achievement “F” status to a “B” school grade and percentage meeting yearly adequate progress
  • Collaboratively set goals with department heads in alignment with the School Improvement Plan driving student performance, while cultivating a positive school environment for teachers and students
  • Built community partnerships with business, schools, civic organizations to generate mission support
  • Implemented innovative program including Success for All reading program and a Multiple Intelligence Magnet Program
  • Maintained 9 1/2 years of sound financial operation and sanitation and health inspections as evidenced by exception-free audits.
  • Cultivated positive relationships between community members, school students, and teachers.
  • Performed classroom evaluations to assess teacher strategies and effectiveness.
  • Researched and incorporated new educational trends and instructional strategies to optimize education effectiveness.
  • Administered personnel policies and procedures for school faculty and staff.
  • Trained teachers on effective teaching techniques, classroom management strategies, and behavior modification.
  • Verified adherence to state, federal and private funding source requirements across programs and outcomes.
  • Established instructional practices driven through statistical performance data.
  • Coordinated staff and student activities to promote a safe and productive learning environment.
  • Studied assessment information covering students, teachers and school operations to formulate improvement plans.
  • Monitored student progress and implemented intervention strategies to support student success.
  • Allocated school budgets and solicited additional funding from grant programs with well-written applications.
  • Kept school in full compliance with established policies, legal requirements and student safety standards.

Barbara Hawkins Elementary and North Hialeah Elementary Assistant Principal

Miami-Dade County Public Schools
Miami, FL
01.1984 - 06.1992
  • Served as a coach for teachers through class visits; instructional reviews to drive results and encourage instructional delivery and student performance
  • Monitored Title I and Title IX compliance for the school
  • Oversight of programs to address the needs of Special Education and English Language Learners
  • Built community partnerships with business, schools, civic organizations to generate mission support
  • Coordinated and developed the school’s Master Schedule.

Education

Master of Science – Administration, Leadership/Supervision -

Nova Southeastern University
01.1983

Bachelor of Science – Elementary Education -

Nova Southeastern University
01.1981

Skills

  • Microsoft Office Tools (Outlook/Excel/PowerPoint)
  • Paylocity
  • ADP
  • Concur
  • Office Management
  • Travel Administration
  • Meeting Planning
  • Customer Service
  • Expense Reporting
  • Administrative Support
  • Invoice Processing
  • Mail Management
  • Interpersonal Communication
  • Customer Service-Oriented
  • Conference Planning
  • Professional and Mature
  • Self-Starter
  • Articulate and Well-Spoken
  • Labor Relations
  • Schedule Management

References

Available upon request.

Affiliations

  • Enjoy outdoor activities and physical fitness on a regular basis.

Timeline

Executive Assistant

Miami Marlins President of Operations
04.2023 - Current

Director of Operations

True North Charter School
06.2022 - 03.2023

Region Administrative Director

Miami-Dade County Public Schools
06.2010 - 06.2011

District Administrative Director, School Operations

Miami-dade County Public Schools
07.2004 - 04.2020

Melrose Elementary School Principal

Miami-dade County Public Schools
07.1992 - 06.2004

Barbara Hawkins Elementary and North Hialeah Elementary Assistant Principal

Miami-Dade County Public Schools
01.1984 - 06.1992

Master of Science – Administration, Leadership/Supervision -

Nova Southeastern University

Bachelor of Science – Elementary Education -

Nova Southeastern University

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CYNTHIA GRACIAExecutive Administrator