Dorinda Smith
Houston,TX
Summary
Strong work ethic with great interpersonal skills, detail oriented, multitasker, quick learner, strong organizational skills, ability to work independently and use critical thinking, excellent written and verbal communication skills, resourceful problem solver, motivated and energetic self-starter, effective and decisive, works independently and as a team player to ensure goals are met, supports duties using independent judgment within departmental guidelines and according to departmental policies and procedures, versatile professional with background in medical administration, airlines administration and education administration, medical terminology knowledge, executive administrative support, coordinates and supports activities and meetings, oversee expense tracking processes and reconciliation, departmental purchasing and managing office supply stock.
Reliable / Accountable /Courteous / teamwork build positive working relationships
Responsiveness / Safety Energetic Administrative Coordinator dedicated to assisting highly effective administrative teams and managing office operations with efficiency and grace.
Excellent communication and relationship-building skills with proficiency in: Zoom, Outlook, Teams, Microsoft Office 365, SharePoint, Kronos Timekeeping, PeopleSoft, Resource One, EPIC, Concur Travel and Expense, Access, SAP, Visio, and FIS.
Overview
43
43
years of professional experience
Work History
Operations/Administrative Coordinator
MD Anderson Cancer Center
02.2018 - Current
- Assists with maintaining the centers’ operational policies and procedures
- Provide telephone coverage, answering calls in a clear, pleasant, and understandable manner; Screen calls and direct as appropriate
- Facilitates smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arise
- Serves as main support for the Center's department administrators, including the Associate Director of Nursing and Nurse Manager
- Maintains & coordinates office calendars, schedules meetings and appointments to keep the faculty calendars flowing smoothly
- Tracking of important dates, meetings and deadlines
- Monitors and orders office supplies to keep office stocked with resources necessary to function smoothly
- Provides exceptional administrative support to executive staff members through meticulous organization skills and attention to detail
- Catering needs for event activities within the Center
- Maintain outlook mail groups
- Handles highly confidential correspondence and information
- Creates meeting agendas
- Interfaces with the information systems support group to resolve computer hardware and software problems within the department
- Compose office correspondence consisting of letters, reports, and formal presentations relative to medical, education, and research content
- Responsible for purchasing and expense tracking processes for Center operations to include reconciliation
- Tracks expenses on individual faculty PRS tally workbooks; maintains backup documentation within the appropriate electronic folder to process monthly reconciliations of assigned Chartfield account(s)
- Maintains and keeps track of professional licensure and membership renewal dates on an ongoing basis
- Coordinate service calls for equipment as the center point of contact for services
- Ensures accuracy in and compliance to standardization of business cards
- Maintains faculty on-call calendar to include monthly updates to the institutional on-call system
- Coordination and processing of physician’s MD Anderson Cancer Center and community hospital credentialing and privileges
- Acts as RSS (Regularly Scheduled Series) Coordinator for the West Houston HAL
- Oversees the individual outreach and stewardship activities of the physicians – Tumor board and other CME tracking (IDR Breast Conference)
- Submit Concur travel requests in a timely manner
- Processes accurate and timely travel expense reports to ensure that faculty or administrative members are reimbursed in a timely manner
- Maintain and update faculty Curriculum Vitae, Biosketch, and “Other Support” forms
- Collaborate with HALsTimekeepers as well as the Radiation Oncology department to manage physician time off
- Maintain center bulletin boards
- Completes procard purchases and conducts reconciliation in compliance with institutional policies
- Courier request(s) for center operations
- Support Administrative Supervisor with requests as assigned
- All other duties as assigned
Executive Assistant
Texas Heart Institute
03.2017 - 02.2018
- Managed appointment calendar, including administrative/professional meetings, conferences, and travel for the Director
- Coordinated travel requests, made travel arrangements, prepared itinerary with appropriate details for each trip, and made changes as needed to accommodate unpredictable circumstances; managed reimbursement for Director
- Collected all receipts for travel and other reimbursable expenses, prepared expense reports per policies and procedures, and submitted documents for proper approval
- Drafted correspondence including letters independently and with minimal oversight
- Established and maintained efficient filing system for all documents related to other duties
- Prioritized incoming mail, including email; handled confidential information as directed and required of position, while always protecting confidentiality in compliance with Institute and regulatory policies and guidelines
- Prepared and maintained curriculum vitae, biosketch, and bibliography
- Prepared and processed check requests
- Prepared petty cash reimbursements for center employees
- Assisted in retrieving and updating CV and licenses for studies/protocols
- Assisted with administrative needs in the Regenerative Medicine Lab
- Assisted with administrative needs in the lab leadership offices
- Managed the coordinating and processing of the requests of volunteers/observers for the Regenerative Research Lab
- Performed other duties as assigned
- Managed executive calendar, scheduled meetings and appointments and coordinated travel arrangements to optimize time
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed
Sr. Administrative Assistant
MD Anderson Cancer Center
01.2009 - 03.2017
- Maintained calendar of appointments for faculty
- Monitored faculty on-call calendar as to notify faculty when they were on-call
- Made alternative arrangements with scheduling conflicts
- Answered telephone, screen, and processed telephone calls effectively and efficiently
- Composed complex memos and letters utilizing correct business form and grammar structure
- Monitored use of Development Funds in accordance with MDAPN policies and procedures
- Organized/Managed Visiting Lecturer Program
- Prepared pertinent institutional forms
- Budgeted and tracked expenses
- Printing - Brochure/poster preparation
- Oversaw and planned honorary dinner, prepared honorarium, and travel expense reimbursement for visiting guests
- Prepared domestic and international travel reservations to include visa documents
- Prepared faculty travel
- Maintained curriculum vitae and biographical sketch in the FIS System
- Monitored publications for updates to FIS
- Monitored and process medical licenses, medical organization memberships, and journal subscription renewals
- Coordinated and processed the faculty's MD Anderson Cancer Center and community hospital credentialing and privileges
- Responsible for tracking the individual outreach and stewardship activities of the physicians - Tumor board and other CME tracking
- Track faculty PTO, Sick and Extramural leave balances
- Established and maintained professional and amicable relationship with donors, executives, medical staff, clinic, and hospital personnel.
- Monitored the need for faculty business cards and placed orders as necessary as well as ensured accuracy in and compliance to standardization of the business cards and stationery
- Acted as team player to assist with on-site training of newly hired administrative assistants
- Served as liaison to clinic patients; screened calls and directed to appropriate team members
- Maintained time off calendar in Lotus Notes
- Notified clinic and OR to block physicians' schedule
- Transcribed and accurately typed patient clinic notes, donor thank-you letters, manuscript reviews, abstracts, forms, and manuscripts in proper format, per journal guidelines, for electronic submission
- Prepared Primary Medical Evaluation (PME's) packets for each physician to present at Thursday's Patient Planning Conference
- Prepared agendas for monthly Head and Neck Center Meetings
- Created EndNote libraries of journal articles for manuscript reference use
- Collected and routed faxes, slides, medical records, x-rays to appropriate personnel
- Placed requests for facilities and maintenance service calls as necessary
- Served as the schedule coordinator for the center conference rooms and proactively addressed AV requirements
- Received, sorted and prioritized incoming mail and filed key documents in designated locations
- Maintained files inclusive of highly confidential and proprietary information
- Prioritized, coordinated, and managed tasks within deadlines
- Stocked OR surgeons' lounge (quarterly)
- Supported Office Manager with different requests as assigned
- Front desk duty as needed
- Served as a reliable point of contact for both internal and external stakeholders, demonstrating strong problem-solving skills to address any issues that arose.
- Acted as backup for other employees by providing support and adapting to requirements of department.
Administrative Assistant/In-Flight Benefits Coordinator/Sr. HR Representative/Secretary/Clerk
Delta Air Lines, Inc.
02.1992 - 12.2008
- Provided support to the Director of Airport Customer Service and International Field Operations as well as the department staff which consisted of 166 employees
- Provided back-up support for the Senior Vice President
- Composed and distributed general correspondence, meeting agendas, letters, emails
- Procured and maintained inventory of office supplies
- Served as the American Express Coordinator for the department which included Travel and Expense processing, reimbursement, and monthly reconciliation
- Assisted in organizing and implementing departmental Relay for Life fundraising activities and annual Relay event
- Coordinated and accurately maintained the director's daily appointment calendar
- Assisted with keeping the director adequately prepared and briefed on upcoming meetings
- Maintained time and attendance tracking for all department employees
- Maintained departmental organizational charts
- Monitored ingoing/outgoing telephone calls with routing and follow-up
- Prepared and presented disability appeals to the Administrative Committee quarterly
- Assisted with active flight attendant vacation bids, monthly awards of flight attendant schedules, and resolved escalated issues
- Provided loss of wage information to insurance companies
- Coordinated Pilot and Management candidate interview scheduling
- Communicated In-Flight benefit policy to 20,000+ Delta Flight Attendants as well as communicate with Delta HR Generalists and Field Supervisors
- Performed other duties and special projects as requested.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Scheduled office meetings and client appointments for staff teams.
Medical Transcriptionist
Hudson Bridge Family Practice
07.1988 - 02.1992
- Transcribed physician dictation into patient's medical charts
- Filed insurance claims and assisted patients with insurance related issues
- Performed office manager duties in absence of office manager
- Assisted with coding and billing as needed
- Assisted with receptionist duties as needed
- Accurately documented medical dictation to record patient care records
- Corrected grammar, spelling, and syntax mistakes in medical records
- Maintained high levels of confidentiality with sensitive patient information following HIPAA guidelines
Secretary
Special School District #1/Louisiana Dept. of Ed.
05.1981 - 05.1988
- Provided administrative support to the Principal, Faculty and staff
- Processed time and attendance tracking for all staff
- Processed staff payroll
- Coordinated and attended weekly staff meetings
- Gathered, compiled, and submitted information for annual report to the State of Louisiana
- Recorded, transcribed and distributed 'minutes' of weekly staff meetings
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data
- Answered multi-line phone system and enthusiastically greeted callers
- Maintained daily report documents, memos and invoices
- Handled daily scheduling tasks and provided administrative support for entire department
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness
- Maintained office supplies inventory by checking stock and ordering new supplies
- Provided clerical support to company employees by copying, faxing, and filing documents
- Managed executive calendars, scheduling appointments and meetings to optimize time management
- Provided exceptional customer service by promptly addressing inquiries and resolving issues professionally
- Contributed to a positive work environment by providing support to colleagues when needed in various tasks or projects
- Promoted a positive image of the organization through clear communication both internally with colleagues and externally with clients
- Drafted agendas, recorded minutes and generated documents to facilitate meetings
- Performed all other administrative duties as assigned
Education
Major: Elementary Education -
Northwestern State University
Natchitoches, LA01.1984
High School Diploma -
Leesville High School
Leesville, LA01.1981
Skills
Effective Communication and Management Skills
Attention to Detail
Time Management
Team Collaboration
Office Administration
Meeting planning
Filing
Telephone Etiquette
Calendar Management
Travel Coordination
Event Coordination
Relationship Building
Account Reconciliation
Goal Setting
Handling Complaints
Administrative Management
Multitasking and Organization
Correspondence Management
Managing office supply inventory
Timeline
Operations/Administrative Coordinator
MD Anderson Cancer Center
02.2018 - Current
Executive Assistant
Texas Heart Institute
03.2017 - 02.2018
Sr. Administrative Assistant
MD Anderson Cancer Center
01.2009 - 03.2017
Administrative Assistant/In-Flight Benefits Coordinator/Sr. HR Representative/Secretary/Clerk
Delta Air Lines, Inc.
02.1992 - 12.2008
Medical Transcriptionist
Hudson Bridge Family Practice
07.1988 - 02.1992
Secretary
Special School District #1/Louisiana Dept. of Ed.
05.1981 - 05.1988
Major: Elementary Education -
Northwestern State University
High School Diploma -
Leesville High School