Donia Khaddaj

Core Competencies

Professional Experience Program Assistant III Administration-Academic Settings Technical Skills.

Highly organized and proactive Program Assistant III with over 6 years of experience supporting high-volume procurement, HR operations, and administrative coordination across the chair office and six academic departments and their labs within the School of Arts & Sciences. Trusted liaison to over 45 faculty members and multiple institutional offices, with a proven track record in managing complex purchasing daily workflows, processing HR documentation, and facilitating compliance with internal and external policies.

Expert in industrial-scale procurement, including capital equipment purchases (Lab equipments: Scanning electron microscopy machine ( SEM), Gas Chromatography mass spectroscopy (GCMS) and Fourier transform infrared spectrometer. Adept at handling large volumes of goods and services across multiple vendors. Skilled in reconciling accounts payable and receivable, resolving invoice discrepancies, and ensuring alignment with institutional purchasing guidelines. Known for streamlining operations through custom-built Excel tools, maintaining strong vendor relationships, and supporting program accreditation and event coordination. Multilingual and tech-savvy, with a passion for precision and service excellence.

• High-volume procurement of goods and services
• Industrial-scale purchasing (equipment > $100,000)
• Accounts payable & receivable reconciliation
• Invoice discrepancy resolution
• Stocks, Inventories, assets
• Institutional purchasing policies & compliance
• Microsoft Office: Excel (Advanced), Microsoft Teams (Advanced), Word, Power point.
• Chromeriver Platform
• Marketplace, 25 live, Banner , My reports
• State P-Cards, Foundation and Research
• Faculty personnel coordination (overload, supplemental pay, Adjuncts, EE and requisitions)
• Event planning and meeting logistics
• Program assessment and accreditation support
• Travel and Hospitality arrangements, reimbursements and expense documentation
• Filing systems and document control
• Internal and external communications and meeting minutes
• Vendor relations and stakeholder coordination
• Multilingual communication (English, Arabic, French)

School of Arts & Sciences – Chair’s Office

Beckley, WV 2023–Present

• Lead high-volume purchasing operations across six departments, managing hundreds of transactions monthly using P-card and Mountaineer Marketplace
• Procure a wide range of goods (lab equipment, office supplies, perishables, live animals) and services (software, consulting, hospitality, maintenance), including industrial-grade instruments exceeding $100,000
• Ensure all purchases comply with state, institutional, and research policies, including documentation standards, vendor eligibility, and approval workflows
• Provide procurement guidance to faculty and staff, advising on allowable expenses, purchasing procedures, and policy updates
• Reconcile accounts payable and receivable, verify invoice accuracy, match against purchase orders, and resolve discrepancies with vendors and finance teams
• Maintain audit-ready documentation and support monthly budget reviews and financial reporting
• Complete travel reimbursements and verify documentation for expense filings
• Designed and maintained Excel-based tracking systems for purchasing, budget reconciliation, and HR documentation
• Created automated spreadsheets and dashboards to monitor departmental spending and procurement activity
• Implemented a Microsoft Teams-based workflow system that improved turnaround time and reduced email volume by 70%
• Handle faculty personnel actions including overload and supplemental payments, adjunct contracts, and PAR processing
• Submit documentation for H-1B visas, new hire requisitions, and pool applications
• Draft, edit, and format letters, reports, charts, and memoranda; send communications on behalf of School leadership
• Proofread and finalize documents for supervisor review and signature
• Plan and coordinate award ceremonies, advisory board meetings, and faculty travel logistics
• Schedule meetings, reserve rooms, notify attendees, and maintain minutes for program director and advisory board sessions
• Represent the School in internal meetings and presentations
• Assist in program evaluation and regional accreditation processes
• Help develop quality assurance systems and maintain documentation for institutional review
• Stock, order, and inventory supplies and assets using Mountaineer Marketplace and P-card; ensure reconciliations are completed
• Establish and maintain filing systems; retrieve and distribute documents as needed
• Participate in online, on-campus, and off-campus training and professional development sessions

• Provided customer service and data entry in high-volume environments
• Supported faculty travel, hospitality arrangements, and conference logistics
• Assisted with filing systems, document preparation, and internal communications
• Microsoft Office 365: Excel (advanced), Microsoft Teams (Advanced), Word, Power point
• Systems: Mountaineer Marketplace, Ariba (transferable), Microsoft Teams, Outlook, Word, PowerPoint
• Languages: English (fluent), Arabic (fluent), French (conversational)

Hospitals: Pre-authorizations, scheduling, use of ARH EMR software for scheduling and
rescheduling, insurance eligibility, CPT codes, and benefit verification, appointment
coordination, maintain patient records and update medical and insurance info using medical
record system of ARH. Assist with medical administrative support desk such as phone calls,
filing, taxing, scanning docs,…etc.
Insure compliance with HIPPA regulations regarding patient privacy and confidentiality. Office
duties include document filing, scanning, and creation. Coordinating between physicians,
administration, and patients.
Public relations: Diplomatic and tactful with professional and non-professional customers at all
levels. Accustomed to handling sensitive, confidential records. Flexible and versatile, able to
maintain a sense of humor under pressure. Competent with demonstrated ability to easily
transcend cultural differences.

• Managed hospital pre-authorizations, patient scheduling, and insurance coordination
• Delivered front-desk support and maintained HIPAA-compliant records

• Developed and maintained extensive network of community contacts, resulting in increased visibility.
• Greeted customers and clients to create welcoming atmosphere and assist in encouraging Clients to wear Covid masks.
• Build a strong relationship between clients and the hospital and physicians.

• Placed books on proper shelves when returned to circulation.
• Answered questions from patrons and helped to find desired materials.
• Handled check-in and check-out process of library books and materials at circulation desk.
• Organized library shelves, materials and equipment in clear, alphabetized order.
• Assisting faculty and students and provide an exceptional customer service.

• Boosted social interaction among residents through the organization of group events and outings.
• Documented participant progress, providing valuable data for care plan adjustments and future activity planning.
• Assisted with physical therapy,exercises, promoting increased mobility and functional independence among participants.
• Coordinated volunteer involvement in activities, increasing community connections and fostering positive experiences for all involved parties.
• Assisting in data entry, activities, events, office work at all levels.
• Task managements
• Customer services