Denna M Zamarron
Guadalupe,CA
Summary
Focused Administrative Support Coordinator in handling diverse administrative functions. Proven history managing competing priorities in fast-paced and changing environments. Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports. Organized Office Manager with noted experience in administrative management. Prioritize projects and multitask effectively to achieve project goals. Methodical and detail-oriented team player with expertise in team leadership. Offering these skills and strong work ethic. Excellent communication and relationship-building skills with proficiency in multiple Cal Poly data base systems.
Accomplished Business Officer professional offering 18 years of experience in the Education field, Academic Department Management, Budget and Financial Analysis/Management. Diligent and motivated to improve processes, streamline operations. Possessing excellent judgment and communication skills with deep understanding of business operations. A detail-oriented professional with diversified experience in problem solving. Strengths include excellent communication, organizational and analytical skills. Track record of being results-focused, self-motivated, and dependable. Works well both independently and as part of a team.
Overview
23
23
years of professional experience
1
1
Certification
Work History
Administrative Support Coordinator, History Dept.
Cal Poly State University, San Luis Obispo
2020.04 - Current
- Responsible for full administrative and high-level clerical coordination support for 20-30 current and future members of the History Department including faculty, staff, students, and the general public.
- Administers numerous complex and specialized office functions, which includes class scheduling, tracking financial transactions, reconciling budgets, organize documentation and committees for candidates for retention, promotion and tenure.
- Personnel processes including recruitment and payroll.
- Essential understanding of numerous policies and procedures within the College of Liberal Arts and University.
- Coordinated and scheduled meetings and appointments to keep organization running smoothly.
- Greeted visitors with professionalism and enthusiasm to provide support and direct guests to appropriate department.
- Monitored and ordered office supplies to keep office stocked with resources necessary to function smoothly.
- Managed and maintained electronic and paper-based filing systems to keep essential documents and information easily accessible and organized.
- Assisted management with special projects to complete all tasks by deadlines.
- Organized meetings and coordinated availability of conference rooms for participants including spring graduation.
- Resolved issues through active listening and open-ended questioning.
Business Officer
University of California, Santa Barbara
2009.09 - 2019.10
- Administered full operational support for daily and long-term needs for over 1,200 department members
- Members include faculty, visiting faculty, graduate/undergraduate students, staff and student staff
- Areas of support include; academic, research aspects of a higher learning institution, financial management, personnel, contracts & grants
- Recruited, trained, and evaluated clerical and systems administrator staff
- Supported and approved their interests in attending workshops to pursue certifications to expand their professional experience
- Maintained close working relationships with all members of the department including the Dean's office (control point)
- Oversaw major department events/conferences/actuarial career fair
- Directly managed a team of eight staff members.
Financial/Academic Coordinator
University of California, Santa Barbara
2003.09 - 2009.08
- Managed department financial matters; reconciled general ledger/payroll journal, processed travel/entertainment expenses, audited expenses
- Resolved discrepancies in a timely manner
- Assisted in developing department's budget
- Analyzed past data and forecasted future expenses
- Managed and prepared all employee's payroll including Faculty, TA's, Casual, Staff, and Researchers
- Prepared, completed applications for J-1, H-1B, and Permanent Residency Labor Certification
- Corresponded with Business Services to ensure compliance with University policy for international conferences, workshops, public lectures and all other department events.
Undergraduate Program Advisor
University of California, Santa Barbara
2001.03 - 2003.09
- Counseled students interested in statistical science programs; degree checks, grade reporting, petition processing
- Managed and evaluated student academic records
- Administered with the Department Chair the annual curriculum plan to schedule classes, resolve time conflicts and monitor enrollment estimates
- Served as department liaison for two national societies: Society of Actuaries (SOA) and Casualty Actuary Society (CAS)
- Organized Annual Actuarial Career Fair hosting major national insurance companies to conduct info sessions and formal interviews for undergraduate students for internships and full-time position opportunities.
Education
Associate of Arts - Dance & Theatre Arts
Santa Barbara City College
Santa Barbara, CASkills
- Project development/management
- Operational effectiveness
- Event planning/space renovation
- Financial budgeting
- Payroll management
- Planning/execution
- Teamwork/collaboration
- Talent acquisition/management
- Onboarding
- Consultation/advisory
- Procurement specialist
- Record-keeping/reporting
- Adobe Acrobat, MS Office suite
- Mac/PC
- Travel Administration
- Office Inventory Management
Certification
- UC Management Skill Assessment Program
- UCSB College of Letters & Science Leadership Development Program
- UCSB Office of Research Contracts & Grants Program
- UCSB HR supervisory certificate
- Certified Ergonomics Evaluator
Database Systems
Cal Poly Portal Apps used:
- OneDrive, HR Administration, Student Administration, CSU Portal-Financial Administration, PolyData Dashboards, Student Assistant Management, Tech Support, Space & Event Scheduling (25Live), Telephone Administration, Email Distributions lists, CSUBUY for Cal Poly, Cal Poly Scholarships, INTERFOLIO (faculty retention, promotion, and tenure system), CONCUR Travel, Cal Poly Jobs, Adobe Sign, and CourseLeaf CLSS (Registrars scheduling system).
UCSB database systems used:
- Mainframe for all financial transactions: Data Warehouse.
- Staff Online Application and Classification Information System (OACIS), Faculty & Administrators recruitment system (UC Recruit).
- Budget management systems: Transfer of Expense/Fund systems (TOE, TOF).
- Payroll systems: Personnel Payroll System (PPS; DOS system) and the current conversion to the online UCPath system.
- Procurement: Gateway Management Console (GMC), PeopleSoft Financials.
- Office of Research management system (ORBiT).
- Travel Voucher System (TEV).
- Approver and backup for student online systems: ComPlete/STAR, Academic Advising Assistant (AAA), and eGrades.
Timeline
Administrative Support Coordinator, History Dept.
Cal Poly State University, San Luis Obispo
2020.04 - Current
Business Officer
University of California, Santa Barbara
2009.09 - 2019.10
Financial/Academic Coordinator
University of California, Santa Barbara
2003.09 - 2009.08
Undergraduate Program Advisor
University of California, Santa Barbara
2001.03 - 2003.09
Associate of Arts - Dance & Theatre Arts
Santa Barbara City College
- UC Management Skill Assessment Program
- UCSB College of Letters & Science Leadership Development Program
- UCSB Office of Research Contracts & Grants Program
- UCSB HR supervisory certificate
- Certified Ergonomics Evaluator
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