Cynthia Sauceda

Assistant to the VP & Dir. Of Athletics

UTRGV

11.2022 - Current

Serves as a staff resource by providing coordination and planning between various areas within the Athletic Department.
Cynthia performs this duty exceptionally. She has learned the inner workings of the department well. She manages the reception area well by routing phone calls appropriately, providing customer service to callers and visitors.
Cynthia has established good working relationships to efficiently coordinate meetings with people both inside and outside of the department and other external stakeholders as well.
She works closely with other staff within and outside of Athletics to coordinate & track use of university vehicles, to coordinate driver safety training of Athletics staff, to track vehicle fuel/maintenance receipts and mileage logs and to provide those to other University departments via regular monthly reporting.
Cynthia manages the calendar for the Athletics Master Calendar and the AD's conference room.he Vice President's calendar.
Working closely with senior staff, Cynthia also organizes and manages the scheduling of coaches' meetings and manages any audio/visual requirements for the meetings as well.
With the advent of football, Cynthia has taken over organizing and managing the scheduling of football gameday operations meetings and documents.
Additionally, Cynthia has also undertaken the scheduling of three other football related meetings with the City of Edinburg, City of Brownsville and the office of the Dean of Students for student engagement.
Cynthia worked closely with campus parking to obtain printable parking permits for use by senior staff when hosting visitors and donors.
Additionally, Cynthia assists the VP and other senior staff in arranging travel for themselves and visitors
Cynthia works closely with campus catering in ordering meals and supplies for the President's & AD's Baseball Suite during baseball season.
She also organizes and maintains control of baseball suite tickets, home plate club tickets and parking permits as well.
Attends meetings with athletic senior leadership, develops and manages work plans, and ensures or facilitates appropriate follow up.
In addition to attending meetings, Cynthia regularly coordinates, schedules and sets up for these meetings including meeting documents such as agendas, minutes and/or presentations.
She also tracks deadlines set by the AD and provides follow-up and/or reminders to senior staff and other athletics staff and coaches to ensure goals are being met.
Cynthia manages the distribution of meeting minutes and follows up on any action items set forth by the AD or other senior staff.
Maintaining possession/control of extra sets of keys to departmental vehicles including golf carts.
Tracking Athletics staff renewal dates for Driver Safety Training and Passenger Van Training.
Scheduling new staff or staff being renewed for Passenger Van training with the Office of Environmental Health Safety & Risk Management.
Track and submit business expense reimbursements for the VP in addition to submitting receipts for the VP's corporate card purchases.
Sending timely monthly reminders for submittal of time sheets and approve time sheets for the VP.
Assist in mailing/tracking suite invitation mailouts to donors.
Ensure timely mailing of donor birthday cards.
Ensure timely preparation, mailing and tracking of thank you letters to our donors.
Assist in communicating with Football Founders Society members on special events, help coordinate events, and more recently communicating football game travel plans.
In addition to the special assignments listed in Essential Function 3, Cynthia assists the department with audio/visual needs, including creating PowerPoint presentations and video presentations of photos/renderings using Adobe Premiere Pro 2024 for display in the reception area or during meetings.
Cynthia has also put together gift baskets for new staff, new coaches, donors and special guests of the department.
Furthermore, Cynthia serves as a liaison between the VP/AD, staff and the public, often determining who has access to the VP while he is in his office, which often means that, while using tact and diplomacy, visitors or staff must be turned away until such time that an appointment can be made with the VP.
Lastly, with the recent addition of two new sports, and the many, varied, aspects of intercollegiate athletics, and within the university as well, completing a variety of projects not limited to scheduling meetings, creating PowerPoint presentations, video presentations, special reports and creating meeting agendas and keeping minutes of meetings - learning to prioritize and manage tasks can be the most challenging aspect of the role.
This challenge is overcome only by being organized, tracking projects and timelines and knowing what items to prioritize for the success of the VP and the department, which Cynthia executes exceptionally well with little to no supervision.
Cynthia takes initiative and is proactive in anticipating the needs of the AD and other Senior Staff.

Administrative Assistant to P.O.

SD/TX Probation - McAllen Division

McAllen

10.2021 - 11.2022

Prepare, review, edit and process forms and correspondence, ensuring consistency and accuracy among court-supplied documents, officer reports, and related paperwork by building and maintaining professional, courteous communication and rapport with officers and supervisors.
Enter and maintain accurate data in the automated case tracking system, including scanning of confidential case files and uploading files to the related case.
Daily use of ADI to electronically file court documents via the court's case management system.
Submit documents to the Bureau of Prisons and the U.S. Sentencing Commission.
Retrieve and verify criminal history information for investigations.
Other duties including answering and screening phone calls and providing customer service to a wide variety of individuals representing the court, other agencies and the general public.

Program Specialist

Mothers Against Drunk Drivers

05.2017 - 03.2021

Provide alcohol awareness, prevention and education in the public forum, at middle schools, high schools and in workshops using MADD's Power of Youth and Power of Parents programs.
Serve as Law Enforcement Liaison for the local MADD office by developing & maintaining relationships w LE agencies in Hidalgo & Cameron counties.
Organize and execute the Law Enforcement Recognition event wherein local police officers, prosecutors and others are recognized for their work in DWI enforcement, prevention, education and adjudication.
Recruit, train & manage volunteers.
Represent MADD on various community coalitions in Hidalgo and Cameron counties to create resilience against alcohol and drug abuse and other health and safety concerns, especially amongst high-risk youth.
Over the course of my work I interacted with and trained nearly two thousand youth in underage drinking prevention and life skills in dealing with peer pressure and other negative social situations.

Summary

Overview

Work History

Assistant to the VP & Dir. Of Athletics

Administrative Assistant to P.O.

Program Specialist

Education

Bachelor's Degree - Emergency Management Administration

Associate's Degree - Emergency Medical Technology

Skills

Activities

Timeline

Assistant to the VP & Dir. Of Athletics

Administrative Assistant to P.O.

Program Specialist

Bachelor's Degree - Emergency Management Administration

Associate's Degree - Emergency Medical Technology

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