Gilian Baratta
West Babylon,USA
Summary
Administrative professional with extensive experience in optimizing workflows and enhancing operational efficiency. Proven success in coordinating executive schedules, managing customer relationships, and streamlining service procedures. Demonstrates strong multitasking abilities while maintaining high standards of confidentiality and customer satisfaction.
Overview
1
1
Certification
3
3
years of post-secondary education
10
10
years of professional experience
Work History
Executive Assistant/Office Administrator
New York Cancer and Blood Specialists
Port Jefferson Station, NY
09.2021 - 06.2026
- Coordinated calendar management, travel arrangements, and meeting logistics for Chief Medical Officer, enhancing executive workflow and time management
- Trained new administrative staff on office protocols and software systems.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Managed high-volume communications, including answering 100+ emails, phone calls, and inbox messages daily with professionalism and discretion
- Executed administrative and clerical duties to ensure efficient office operations and optimized patient scheduling
- Prepared detailed reports, PowerPoint presentations, and spreadsheets to facilitate leadership decision-making
- Supervised front desk team, providing training and establishing onboarding workflows for physicians and procedural staff to streamline operations
Surgical Coordinator
New York Cancer and Blood Specialists/ NY Health
Long Island, NY
02.2021 - 09.2021
- Coordinated scheduling of in-office and hospital surgical procedures for multi-specialty facility, optimizing resource allocation for anesthesia, radiology, and equipment
- Managed insurance authorizations while liaising between hospitals, surgical facilities, and surgeons to streamline operational workflows
- Executed all administrative duties related to surgical operations, ensuring compliance and meticulous attention to detail
- Verified patient eligibility for particular types of surgeries based on health plan guidelines or coverage limitations.
- Verified patient eligibility status for surgeries based on health plan guidelines. for particular types of surgeries based on health plan guidelines or coverage limitations.
- Managed patient check-in and check-out processes at surgical facilities. and check-out procedures and processed payments.
- Acted as preceptor for new hires, providing training and support to ensure team readiness and quality standards
Medical Receptionist/Administrative Assistant
NY Cancer & Blood Specialists/NY Health
Port Jefferson, NY
02.2021 - 05.2021
- Managed patient scheduling and appointment coordination
- Greeted and assisted patients, scheduled appointments to enhance provider time management and treatment room efficiency
- Maintained smooth patient flow by coordinating arrival notifications and service delivery updates to providers
- Handled patient inquiries, alleviating anxieties and providing reassurance with a friendly demeanor
- Managed patient records and accounts, ensuring accuracy and confidentiality in compliance with healthcare regulations
- Processed patient information and maintained accurate medical records in electronic systems.
- Oversaw inventory and maintained equipment to ensure seamless office operations
Dispatch/Customer Service Manager
Powers IoT
Port Jefferson, NY
11.2019 - 02.2021
- Delivered high-level customer service and established positive rapport to drive retention and optimize commissions
- Managed technician schedules and coordinated service completion to ensure customer satisfaction and operational efficiency
- Coordinated communications with company partners and supported account managers with administrative tasks to enhance operational collaboration
- Managed payroll processing and invoicing to ensure accuracy in financial records
CSR - Customer Service Representative/Dispatcher
Dart fuel
St. James, NY
09.2016 - 06.2017
- Scheduled HVAC service and oil delivery appointments, enhancing customer satisfaction through attentive service coordination
- Dispatched technicians and delivery personnel, facilitating timely service completion to meet customer expectations
- Troubleshot customer issues and assessed service needs, providing clear communication to resolve concerns effectively
- Managed office administrative duties including phones, emails, filing, and documentation to support daily operations
Education
High School Diploma -
Smithtown HS East
Saint James, NY 09.2009 - 06.2012
Skills
- Customer relationship management
- Data analysis
- Service scheduling
- Calendar management
- Travel coordination
- Email management
- Document preparation
- Invoicing management
- Spreadsheet management
- Calendar management
- Operations management
- Workflow optimization
- Microsoft Office
- Proficient with Various EMR/EHR, Customer Service Software Systems & Sales software
- Office operations management
- Staff training
- Team supervision
- Proficient with Various EMR/EHR, Customer Service Software Systems & Sales software
- Service scheduling
Certification
CPR Certification, CPR
Timeline
Executive Assistant/Office Administrator
New York Cancer and Blood Specialists
09.2021 - 06.2026
Surgical Coordinator
New York Cancer and Blood Specialists/ NY Health
02.2021 - 09.2021
Medical Receptionist/Administrative Assistant
NY Cancer & Blood Specialists/NY Health
02.2021 - 05.2021
Dispatch/Customer Service Manager
Powers IoT
11.2019 - 02.2021
CSR - Customer Service Representative/Dispatcher
Dart fuel
09.2016 - 06.2017
High School Diploma -
Smithtown HS East
09.2009 - 06.2012