Diana Vara
Austin,TX
Summary
Excelling in administrative, customer service and office management. Strong interpersonal, organization and communication skills, team-building, multi-tasking, problem-solving, takes risks and self-motivated.
Overview
12
12
years of professional experience
Work History
Administrative Assistant IV
DSHS - Consumer Protection Division/Manufactured Food and Retail Unit
Austin, TX
09.2014 - Current
- Coordinated scheduling and logistics for meetings and events to ensure seamless operations.
- Managed correspondence and documentation, enhancing communication flow within the division.
- Developed and maintained filing systems, improving document retrieval efficiency.
- Assisted in preparing reports and presentations, ensuring accuracy and timely submission.
- Performs advanced administrative/technical and managerial tasks and duties in support of the Operations Branch Manager.
- Acts as the team lead to the administrative staff.
- Coordinates and performs special projects as directed by Branch Manager.
- Ensures projects are completed in a timely manner.
- Reviews travel requests, DART card requests, and travel vouchers.
- Answers general and technical questions about program information and program rules.
- Refers calls to appropriate technical personnel, consults with management as needed, and ensures management is informed of all emergency situations.
- Assist Branch Manager with coordination of staff meetings and training.
- Schedules meeting rooms for Group personnel.
- Tracks assignments, special projects, and due by dates on departmental assignments.
- Disseminates information to appropriate technical personnel.
- Tracks warning letter responses.
- Oversees the purging of all group files according to record retention schedules.
- Acts as the Program Area Reviewer on travel requests, assuring that DART cards are obtained and payment reimbursement is collected.
- Assists Open Records Coordinator in coordinating and fulfilling open records requests.
- Supports Compliance Review Committee (CRC) Coordinator as well as other technical staff in preparing for CRC.
- Coordinates with Section and Branch office on procedures and implementation.
- Coordinates all staff supplies and equipment needs.
- Coordinates all maintenance of Branch’s equipment.
- Updates all lists used by the Group including phone lists.
- Trains new support staff on data entry, filing, and scanning procedures. Acts as back-up for all Administrative I and II position duties.
- Assists Compliance Officers with reports.
- Researches database discrepancies to include comparison between hard copy inspection reports and data computer information.
- Consults with IT staff on database and other technical issues when necessary.
- Manage the distribution and updates of the Inspector Information Group list for the Inspection Managers and PSQA Foods Group.
- Prepare/distribute of certificates for the annual Foods Staff Meeting (PSQA and Inspection Groups) and North Group training completions
- Assist w/the process of new hire access rights, including obtaining approvals and setting up network access, shared mailboxes, and added to distribution list(s)
- Coordinate print production requests for the Food Safety team through HHS Printing Services, including pamphlets, banners, allergen fact sheets, AFDO guides, and training manuals and assist with various administrative duties when needed
Education
BBA - Business Administration
Dallas Baptist University
Dallas, TXSkills
- Proficient in Microsoft: PowerPoint, Excel, Work, Outlook, VERSA, RAS, eSAF, CAPPs Conducts complex and critical staff services work related to planning, leading, Program administration, assist in new hire process
- Office administration
Timeline
Administrative Assistant IV
DSHS - Consumer Protection Division/Manufactured Food and Retail Unit
09.2014 - Current
BBA - Business Administration
Dallas Baptist University