Deannah Hadley

Records Management & Compliance
Maintain confidential, audit-ready records for participants, staff, and programs while designing tracking systems for participation, attendance, mileage, payroll, and compliance aligned with California nonprofit regulations and funding requirements.

Scheduling & Communication

• Coordinate scheduling, appointments, communications, and follow-ups for staff, volunteers, and participants
• Serve as primary contact for community members and partners to meet deadlines and ensure timely responses

Payroll & Financial Administration
Process and audit bi-weekly payroll in QuickBooks, ensuring accuracy, resolving discrepancies, and facilitating executive review.

Outreach & Engagement
Support outreach, enrollment, and engagement via email, SMS, newsletters, and surveys while coordinating internal documentation and follow-through aligned with organizational policies and deadlines.

Staff Support & Executive Assistance

• Assist with interviewing, onboarding, and training staff and volunteers
• Provide executive-level support including calendar management, meeting coordination, and document preparation
• Support grant preparation by compiling program data, drafting applications, coordinating deadlines, and maintaining grant documentation

Logistics & Scheduling
Coordinated end-to-end logistics and high-volume scheduling for medical professionals, including supply kit preparation, shipping, equipment tracking, appointment management, travel arrangements, transportation, and lodging—ensuring alignment with study protocols and compliance requirements. Ensuring timely visits with required materials.

Communication & Stakeholder Coordination
Acted as liaison among medical professionals, internal teams, leadership, and vendors, clearly communicating expectations and promptly resolving logistical issues.

Documentation & Compliance

• Collected, entered, reviewed, and maintained post-visit reports, medical devices, and documentation for audit readiness
• Updated tracking systems and spreadsheets monitoring deployments, travel, inventory, and reporting status
• Handled sensitive medical and operational information with strict confidentiality in a regulated healthcare environment

Records & Program Administration
Processed program applications, registrations, and participant records for community services and aquatics programs, ensuring documentation accuracy, completeness, confidentiality, and retention per municipal policies.

• Maintained databases and tracking systems, as well as support and revenue transmittals.

Scheduling & Operations Support

• Coordinated appointments, bookings, schedules, and follow-ups for youth and adult programs, instructors, and facilities
• Assisted with training and onboarding administrative staff on data entry, record management, and office procedures

Front-Office Customer Service
Served as front-office contact for community members across Community Services and Aquatics departments, addressing inquiries, resolving concerns, and providing program and public service information.

Coordination & Resident Services
Maintained confidential resident records ensuring compliance with state-regulated residential care requirements.

• Supported resident intake, move-ins, and transitions, coordinating documentation, schedules, and communication with residents, families, and staff
• Coordinated appointments, schedules, and daily operational needs for continuity of services
• Served as primary contact for residents and families, addressing inquiries with professionalism and discretion

Inventory & Supply Management
Assisted with inventory tracking and supply management for daily residential operations.