Summary
Overview
Work History
Education
Skills
Certification
References
Timeline
Generic

Dawn Hoover

Munson,PA

Summary

Dynamic Administrative Coordinator with a proven track record at Penn State, adept in resilient change management and cross-functional collaboration. Excelled in enhancing operational efficiency and implementing financial and HR policies. Skilled in project management and fostering customer engagement, significantly contributing to organizational success.

Overview

17
17
years of professional experience
1
1
Certification

Work History

Financial Specialist

Pennsylvania State University Arts & Architecture
State College, PA
05.2025 - Current
  • Reconciliation and management of ledger and clearing accounts for administrative area; make adjustments as needed and resolve problems
  • Compile data for analysis and forecasting purposes; run reports as needed for administrative area
  • Provide both formal and informal training across administrative area
  • Review and approve human resource actions; assist with position management; oversee wage payroll processing and management, and prepare advances; assure deadlines are met and appropriate forms are used
  • Maintain controls for administrative area; manage authorizations; assign roles as needed; approve routine journal vouchers and prepare complex correcting entries
  • Maintain documented records supporting financial forecasts used in the rate and budget area
  • Provide review and approval of financial documents, transactions, construction contracts, change orders, etc.
  • Provide project funding and cost analysis along with guidance to stakeholders as requested •
  • Assign budget sources for expenditures to ensure visibility of spend on special budgets
  • Analyze and verify funding sources to ensure appropriate spending and billing practices Prepare forecasts and analysis of trends in general business conditions and other related areas
  • Responsible for performing assigned audit functions; assist with annual processes for administrative area, including general salary increase, initial operating budget preparation, inventory and carry-forward analysis
  • Review and approve business expenses and ensure compliance with University policies
  • Prepare financial summaries and any other specialized reports for presentation

Human Resources Administrative Coordinator 4

Penn State
03.2022 - Current
  • Lead a collaborative administrative support team by setting priorities; establishing and assigning priorities; ensuring schedules are maintained and deadlines are met; developing processes and procedures for daily administrative activities such as but not limited to unit support, scheduling, travel, facilities, safety, and budget and financial processing within Human Resources
  • Oversee interviewing, hiring, training, and performance management of assigned support staff
  • Coordinate financial matters for Human Resources, including Occupational Medicine and Childcare budgets by monitoring budgetary matters; ensuring fiscal deadlines are met; assisting in coordinating budget preparation, reporting preparation, records control, and related special projects; reviewing and approving financial transactions
  • Developing and implementing policies and procedures
  • Coordinate grants and contracts; work with various offices across the University to support Human Resources initiatives
  • Serve as Facility Coordinator and liaison with Building Management (PMI), Human Resources, and the Office of Physical Plant, coordinate and facilitate, emergency maintenance, and utility shutdowns for Human Resources and the three childcare facilities on campus (Bennett, Hortwoods, and Daybridge) to minimize impacts on each location’s daily operations
  • Submit and monitor work order requests through Maximo
  • Serve as Human Resources facility access coordinator in the processing of key and access requests
  • Serve as Human Resources Safety Officer
  • Maintain, update, and assure the accuracy of space utilization data in the Facilities Information System (LionSpace FIS) for space assigned to Human Resources
  • Maintain, update, and assure accuracy of CCURE building security access
  • Coordinate the management of property inventory across Human Resources; manage the transfer of furniture and equipment to Lion Surplus or other departments; initiate and process Asset Management forms in SIMBA, as required
  • Serve as the Parking Chair for Human Resources; Assist the University Parking Office and the Department with departmental permit allocations, special requests, and parking issues
  • Serve as the point of contact for Lanternfly training, policy, and procedure for Human Resources
  • Coordinate timekeeping efforts for Human Resources including approvals and audits in Workday
  • Developing and implementing onboarding and administrative support manuals
  • Engage in various special projects, meetings, and assignments to support Human Resources
  • Workday, SAP – Concur, SIMBA, Shop Onlion, PSUBuy

Payroll Financial Coordinator 3

Penn State
11.2020 - 03.2022
  • Monitor and manage Payroll deadlines and related data submissions on a bi-weekly basis to ensure accurate and timely payroll for Technical Service employees
  • Cooperate and coordinate with multiple departments to strengthen partnerships, resolve issues, and identify and implement process improvements to gain efficiency and accuracy in processes
  • Collaborate with Physical Plant ITS programmers to identify process improvements and provide specific information about the payroll process to ensure that ongoing enhancements to the Physical Plant payroll programs are in accordance with university guidelines and the needs of the office
  • Advise on policies and procedures as they relate to accurate and compliant payroll processing
  • Provide exceptional customer service to our walk-in customers, email & telephone inquiries
  • Manage large volume of time sensitive work in a challenging environment while demonstrating accuracy and confidentiality

IT Financial Coordinator 3

Penn State
06.2018 - 11.2020
  • Responsible for day-to-day supervision of the Financial Processing Team
  • Executes performance evaluations, goal setting, hiring, interviewing, and training of staff
  • Approve attendance and coordinates office coverage
  • Audits process standardization; Review and sample processes
  • Enforce and communicate continuous improvement of Penn State IT standardized purchasing processes and procedures
  • Approve core financial documents
  • Solve complex financial issues
  • Train end-users to enter SIMBA documents
  • Recommend changes to approval paths and process improvements
  • Designated SIMBA Financial Transaction Super-User
  • SAP Concur Travel – developed training materials, plan for program, conducted training sessions for Infrastructure Tech Service employees
  • Created and audited onboarding documentation for Administrative Assistants and Financial Assistants
  • ITwo, Data Warehouse, SAP Concur, SIMBA Financial Transactions, Distribute Labor, Certify Efforts, Approve Distribution, Reporting Overview, Shop OnLion, BOX, SharePoint, Pinnacle, Qualtrics Surveys, Microsoft Suite

Financial Assistant/Work Control Lead-Interim

Penn State
09.2015 - 05.2018
  • Work control: distribution of tasks to my team for effective and accurate processing, focusing on customer service and efficiency, Processing difficult and complex requests for timely resolution
  • Interim supervisor for two full-time, one part-time Financial Assistant
  • Approve core financial documents
  • Committees/Special Projects: search & interview, FPO Metrics, Azure, Safety, Process Documentation
  • Process standardization, improvement & documentation: coding matrix explanation, standing order framework & standard email, financial end of year standard email, file retention policy, ERS Workshops, Executive Travel Guidelines
  • Units supported – ENCS, VP, ITS HR, IT PLAN, IT COMM, AIS
  • Assist units and staff in the interpretation of and adherence to financial and procurement policy and procedure
  • Function as back-up Financial Assistant for all units
  • Process SRFC, JVDP, CRFN, IDCC, ROCR, Ebuy PO/SO, Rebuy, TrackITS, A&BS Billing Portal, ERS, BOX, Pinnacle, Verizon Business
  • Completed Penn State IT Project Management class
  • Strong organizational, time management, and interpersonal communication skills

Membership Assistant

Penn State Alumni Association
10.2008 - 09.2015
  • PSAA membership department first point of contact for PSAA membership–administrative support for (5) person marketing team, answering phone, greeting members, scheduling meetings, securing meeting space
  • Filing, copying, faxing
  • Create and manage PO/SO, SRFC, JV, IDCC, prepare and reconcile invoices, coordinate with vendors/accounting
  • Maintain and monitor membership budget/sustaining life budget/research budget/professional development budget
  • Coordinate and reconcile travel arrangements for Membership Director and four team members - ERS
  • Ensuring accuracy of all accounts, appropriate deadlines, credits, debits, purchase office supplies
  • Type customer service correspondence, memos, meeting agendas, minutes
  • Prepare materials for meetings and Alumni Council Membership Committee
  • Generate membership reports –research, membership statistics, solicitation report, sustaining life, membership attribute, membership revenue, current fiscal year stops, and membership activity report
  • Maintain confidential membership records, process change of name, address, phone numbers, and email address in AWA database
  • Supervise/train student interns
  • Approve and process wage payroll – interns/work-study

Education

Associate in Occupational Studies Degree - Paralegal

Bryant & Stratton Business Institute
Liverpool, New York
12.1999

Skills

  • Detail-Oriented Organization
  • Effective Time Management
  • Strong Interpersonal Communication
  • Active Listening
  • Project management
  • Resilient Change Management
  • Customer Engagement
  • Cross-Functional Collaboration

Certification

  • SHRM Professional Certification
  • SHRM Senior Professional Certification

References

References available upon request.

Timeline

Financial Specialist

Pennsylvania State University Arts & Architecture
05.2025 - Current

Human Resources Administrative Coordinator 4

Penn State
03.2022 - Current

Payroll Financial Coordinator 3

Penn State
11.2020 - 03.2022

IT Financial Coordinator 3

Penn State
06.2018 - 11.2020

Financial Assistant/Work Control Lead-Interim

Penn State
09.2015 - 05.2018

Membership Assistant

Penn State Alumni Association
10.2008 - 09.2015

Associate in Occupational Studies Degree - Paralegal

Bryant & Stratton Business Institute

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