Grace Thomas
Mableton,GA
Summary
I am a hard-working individual with 20 years of superior performance in administrative and leadership roles. I have a proven track record in the fields of customer service and administrative duties. Bringing excellent communication skills and proactive nature, with a history of performing with integrity and efficiency. Committed to optimizing administrative resources to meet business objectives and leveraging strengths to maximize team performance.
Overview
36
36
years of professional experience
Work History
Executive Administrative Specialist
Center for Disease Control and Prevention (ACHB)
Atlanta, GA
11.2020 - 11.2022
- Requisitioned and/or purchase administrative supplies using the Managing Accounting Credit Card System (MACCS)
- Ensured effective and efficient administrative operations through support principles and practices in accordance with organizational policies, procedures and guidelines
- Scheduled conferences/seminars for staff for travel in CAMS
- Prepared travel folder that includes background (confirmation or reservation numbers, locations of meetings and flights, information for submission and routing of travel claims
- Managed detailed calendar for Branch Chief, scheduled appointments and meetings, researched and provide background on subject matter of meetings
- Managed administrative requirements for property and office equipment for both the clinic and administration
- Prepared travel arrangements via Concur system
- Prepared training and conference registration requests through the Vendor Supplied Training System (VSTS)
- Organized, maintained and archived data, information and records manually and through computer- based application (e.g., alphabetically, chronologically, by subject)
- Prepared time and attendance in TasNet in a timely manner and ascertain accuracy
- Processed annual leave, time off without pay, comp time, etc for staff.
- Served as primary point of contact for external vendors regarding invoices payments or any other administrative matters that may arise.
- Acted as liaison between executives and other departments within the organization while providing excellent customer service in all interactions.
- Prepared documents such as letters, memos, reports, spreadsheets and PowerPoint presentations for executives' review or signature.
- Maintained confidential files related to personnel records, organizational policies and procedures manual updates and other sensitive information.
Executive Administrative Specialist
Centers for Disease Control and Prevention(OS OTI)
Atlanta, GA
01.2019 - 11.2020
- Maintained and provided mandatory administrative services utilizing Windows based applications such as Microsoft Word and Microsoft Outlook
- Evaluate the efficiency and effectiveness of systems methods, processes and procedures
- Provided expert knowledge of office automation software programs used and the operations of Windows based computer systems
- Provided progressively responsible administrative support to management to improve processes, provide guidance or determine gaps
- Conducted research to enable management in adherence to the process and requirements for review and clearance of data collections
- Advised management on possible solutions by research to analyze budgets, and to be able to identify problems
- Determined the appropriate sources of information to meet data calls and inquiries
- Evaluated the reliability and validity of data sources for the program
- Executes cost control to ensure expenditures meet the program objectives
- Place supply orders and manage supply inventory with Staples, Amazon, etc
- Coordinated purchase and inventory of any supplies required within the organization (US postal service mail, fax documents, items delivered via approved shippers (i.e
- FedEx, UPS, and DHL)
- Shipped all FedEx packages using OD FedEx account
- Supported and managed the Director’s extensive calendar to assure it’s accurate
- Completes tasks, projects, and program documents in a timely manner and independently
- Researched and made recommendations on the responses to program-related issues
- Provided routine and timely feedback to program about the quality of the data
- Entered information into program administration systems
- Compiled information from archival data sources to address needs
- Estimated resources to carry out tasks in the operational plan, including equipment, supplies and travel cost
- Completed necessary security clearance process for visitors to CDC and arrange for an escort for the visitor at the CDC facility
- Coordinated plans with visitor(s), arranged transportation, provided directions or escort visitor(s) to meeting locations
- Maintained data regarding expenditures and control funds
- Assisted management in handling HR initiatives as required for the program
- Reported on administrative matters (project status, space utilization, training)
- Performed special assignments necessary to fulfill the mission of the office.
Executive Administrative Support Specialist
Centers for Disease Control and Prevention (OHC)
Atlanta, GA
05.2018 - 01.2019
- Ensured effective and efficient administrative operations through support principles and practices in accordance with organizational policies, procedures and guidelines
- Implemented updated administrative processes in response to new and changing program requirements and developments
- Developed administrative plans, procedure to implement management requirements
- Evaluated and advised on the efficiency and effectiveness of systems, processes and procedures
- Prepared time and attendance in TasNet in a timely manner and ascertain accuracy
- Processed annual leave, time off without pay, comp time, etc
- For staff
- Completed projects and tasks independently
- Supported and managed calendar for the Medical Director
- Reported on administrivia matters (training, projects and workforce) as needed
- Conducted research to support management on the aspects of administering resources, planning deadlines and expenditures
- Provided information so management and colleagues can adhere to policies, procedures and requirements for the program
- Assisted others in applying systematic evaluation methods to assess program processes, output, and outcomes
- Conducted research so management can answer program administration related questions
- Advised on the efficiency and effectiveness of systems, processes, procedures and methods
- Requisitioned and/or purchase administrative supplies using the Managing Accounting Credit Card System (MACCS)
- Ensured work conforms to statutes, regulations, policies, and procedures and is completed within established timeframes
- Scheduled conferences/seminars for medical staff for travel
- Managed administrative requirements for property and office equipment for both the clinic and administration
- Prepared travel arrangements via Concur system
- Prepared training requests through the Vendor Supplied Training System (VSTS)
- Organized, maintained and archived data, information and records manually and through computer- based application (e.g., alphabetically, chronologically, by subject).
- Monitored and troubleshot IT infrastructure for operating issues, identifying failures and degradation.
- Maintained up-to-date knowledge of software and technical developments through reading and training.
- Utilized enterprise desktop management tools to remotely assist others and deploy software.
- Researched new technologies to improve customer experience and optimize operations.
- Tracked software license renewals to avoid any disruption in services.
- Ensured compliance with company policies regarding security protocols.
- Coordinated with vendors for product ordering and delivery services.
Executive Administrative Assistant
Centers for Disease Control and Prevention (MASO)
Atlanta, GA
08.2016 - 09.2017
- Managed detailed calendars for two Branch Chiefs, scheduled appointments and meetings, researched and provide background on subject matter of meetings
- Developed background information and prepared outlines for correspondence/reports
- Received, assessed, routed, incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda and other forms of communication
- Ensured effective and efficient administrative operations through support principles and practices in accordance with organizational policies, procedures and guidelines
- Organized, maintained and archived data, information and records manually and through computer- based application (e.g., alphabetically, chronologically, by subject)
- Verified attendance of meeting participants coordinates meetings (e.g., schedule location, room set-up to specifications, material and equipment are available)
- Documents minutes during meetings to summarize key points discussed
- Tracked, composed, and edited correspondence, letter and reports; reviewing correspondence and other documents for accuracy and completeness; and developing standard or form letters and replies to inquiries
- Prepared ad hoc and reoccurring reports
- Forms correspondence, and presentation materials, which may include graphs, charts and tabular material
- Screened incoming calls and correspondences, serving as the Branch Chiefs’ representative responding independently when possible
- Created and maintained database and spreadsheet files
- Assisted with the development of presentations, agenda and taking minutes
- Received, referred, and interacted with persons within and outside the organization
- Conducts background research to assist team lead in building or adjusting administrative policies and procedures, and procedures to support organization activities
- Provides input to help team lead analyze, interpret, and advise on policies, procedures, and business processes
- Examines business processed as directed by team lead and provides findings to help with decision-making
- Researched background information to help evaluate the efficiency and effectiveness of systems, methods, processes, and procedures
- Research to assist in adherence to the process and requirements for review and clearance of data collection
- Collect data at the request of Branch Chiefs’ and upper management
- Identifies and defines resource implications of certain options in order to collaborate with others to provide recommendations with limited impact
- Voices ideas or opinions based on a factual analysis of the data
- Lists resources necessary to carry out tasks in the operational plan, including personnel, equipment, supplies.
Senior Administrative Assistant/Coordinator
St. Ignatius Catholic School
Mobile, AL
01.2001 - 01.2016
- Developed administrative plans, procedures, to implement management requirements
- Reviewed and recommended internal administrative approvals
- Evaluated the efficiency and effectiveness of systems, processes and procedures
- Reported on administrative matters (workforce, project status and training
- Maintained procedures manual to ensure consistent performance of routines
- Advised on the efficiency and effectiveness of methods, procedures and processes
- Collected data through surveys, questionnaires and other relevant methods
- Collected information from archival data sources for addressing needs
- Researched and made recommendations on the response to program related issues
- Implemented and recommended changes to forms, procedures, policies and documents for the improvement of the program
- Maintained working knowledge of related statutes, regulations, policies, and procedures to ensure the effectiveness of the program
- Provided guidance and advice in reference to regulations, procedures and policies of the program
- Maintained calendar; ascertained which events required principal’s presence
- Assessed the financial rules of the program to establish ceilings for the budget
- Prepared, maintained, and submitted reports and records, such as budgets and operational and personnel reports
- Advised on the aspect of planning, deadlines, expenditures and budget
- Executed and recommended adjustments to financial plans to meet the program objectives
- Estimated fiscal year budget needs
- Analyzed budgets to identify problems and advised on a possible solution
- Developed budget estimates and written the proposal
- Handled HR initiatives such as (assisted in the interview process, and the in-processing
- Assisted with the implement of duties and position descriptions for the employee handbook
- Requisitioned or purchased supplies
- Made bank deposits and kept accurate paperwork for deposits
- Made sure funds were allocated properly
- Made sure that expenditures correlated with expense codes
- Created invoices and made sure the invoices matched the amount quoted, including discounts and fees
- Made sure all quantities were properly accounted for in accordance with the material requisition form (supplies)
- Prepared all office reports and correspondence
- Processed payroll
- Handled incoming mail and all phone calls
- Prepared time sheets for payroll
- Kept abreast with DHR regulations.
- Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
- Produced and distributed memos, newsletters and other forms of communication.
- Organized both physical and digital files and updated reports to coordinate project materials.
- Prepared expense reports for executives using company software programs.
- Organized and maintained detailed office filing systems.
- Resolved customer complaints promptly in a professional manner.
Customer Service Manager
Sears Roebuck and Company
Mobile, AL
01.1993 - 01.2001
- Managed and coordinated activities of workers engaged in customer service
- Planned, prepared, and devised work schedules
- Communicated with other departments and management to resolve problems
- Resolved complaints and answered questions of customers regarding services and procedures
- Made recommendations to management concerning staff and improvement of procedures
- Interpreted and communicated work procedures and company policies to staff
- Delivered excellent customer service.
- Delivered fast, friendly and knowledgeable service for routine questions and service complaints.
- Assisted staff with resolving complex customer issues and implementing targeted solutions.
- Established positive rapport with customers, managers and customer service team members to maintain positive and successful work environment.
- Maintained knowledge of company products and services to promptly resolve complaints and concerns.
- Responded to phone and online customer service requests within designated turnaround time to improve customer satisfaction ratings.
- Investigated sensitive customer service complaints and delivered prompt resolution to customer satisfaction.
- Delivered continuous training to associates to maximize performance and customer relations skills.
- Upheld quality control policies and procedures to increase customer satisfaction.
- Evaluated employee job performance and motivated staff to improve productivity.
- Organized shift assignments to meet expected coverage demands by factoring in typical loads and upcoming changes.
- Demonstrated excellent communication skills in resolving product and consumer complaints.
- Monitored phone calls to provide feedback and coaching.
Surgical Intensive Care Unit, Registered Nurse
University of South Alabama Medical Center
01.1987 - 01.1992
- Took reports on the patient and checked all infusions
- Checked all equipment on the patient (nitric oxide tank, ventilator settings, zero all pressure transducers, IABP/VAD, chest/wound drains, IDC, etc.)
- Wound care/repositioning as required
- Dealt with family/visitors - lots of teaching about monitors, etc
- Checked the drug chart and wrote a list of what is due when
- Adjusted ventilator/IABP as required.
Education
Bachelor of Science, Nursing, Minor in Business -
University of South Alabama
01-1986
Skills
- Microsoft Office
- Excel
- Word
- Publisher
- Windows 11
- Administrative Plus
- Managing Accounting Credit Care System(MACCS)
- SharePoint
- Concur
- Vendor Supplied Training System(VSTS)
- Office inventory management
- EASI system
- CAM
- Phone etiquette
- Customer service experience
- Excellent communication skills
- Team Collaboration
- Fast and accurate typing
- Bookkeeper skills
- Clerical skills
- Office Administration
- Calendars management
- Meeting planning
- Scheduling appointments
- Sensitivity to confidential matters
- Works well with all levels of internal management and staff, and clients
- Excellent interpersonal skills
- Effective problem solving
- Attention to Detail
- Correspondence Preparation
- Presentation Preparation
- Time Management
- Schedule Management
Timeline
Executive Administrative Specialist
Center for Disease Control and Prevention (ACHB)
11.2020 - 11.2022
Executive Administrative Specialist
Centers for Disease Control and Prevention(OS OTI)
01.2019 - 11.2020
Executive Administrative Support Specialist
Centers for Disease Control and Prevention (OHC)
05.2018 - 01.2019
Executive Administrative Assistant
Centers for Disease Control and Prevention (MASO)
08.2016 - 09.2017
Senior Administrative Assistant/Coordinator
St. Ignatius Catholic School
01.2001 - 01.2016
Customer Service Manager
Sears Roebuck and Company
01.1993 - 01.2001
Surgical Intensive Care Unit, Registered Nurse
University of South Alabama Medical Center
01.1987 - 01.1992
Bachelor of Science, Nursing, Minor in Business -
University of South Alabama
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