HEATHER KING
Gainesville,FL
Summary
Administrative professional specializing in executive assistance, human resources, and event management within higher education and healthcare sectors. Demonstrated problem-solving skills and adaptability in dynamic environments, successfully managing multiple projects and meeting tight deadlines. Extensive experience in office management and customer support, with a focus on scheduling, calendar maintenance, and database management. Proficient in various software applications and report generation, consistently delivering high-quality results. Adaptable professional with a quick-learning ability and a talent for adjusting to new environments. Skilled in rapidly acquiring new knowledge and applying it effectively. Driven by a passion for continuous learning and successfully navigating change.
Overview
18
18
years of professional experience
1
1
Certification
Work History
Administrative Specialist II
University of Florida
Gainesville, FL
09.2024 - Current
- Supervises and coordinates personnel actions including personnel recruitment, requests for offer letters, appointments, and salary distribution changes for faculty, postdoctoral associates, graduate assistants, USPS/TEAMS employees and OPS staff.
- Works with CVM HR office to ensure HR policies are up-to-date and disseminate information to faculty, staff and students.
- Coordinates tuition payments for graduate assistants.
- Coordinates and implements faculty appointments on grants in consultation with the Chair and in compliance with UF’s Cost Principles, Cost Accounting Standards and CAS Exemptions and the OMB Uniform Guidance, and in support of the salary recovery program in the Department.
- Advises and implements administrative actions needed to support faculty and staff; oversees and provides support to faculty members and the Chair for Promotion and Tenure, Post Tenure Review, and Mid-Term Review.
- Assists the chair in interactions with Employee Relations as appropriate.
- Provides quality control review to be sure that documents are complete, error free and in order prior to upload to the On-line Promotion and Tenure system.
- Monitors administrative budgets on a regular basis and coordinates budget preparation with the college’s Financial Services Office and Department Chair.
- Interfaces with College accountants to establish and monitor the Departmental budget.
- Has primary responsibility for gathering necessary information, i.e., teaching and administrative budgetary needs.
- Reviews expenditures and requests budget transfers for OPS salary and OE (operating expenditures).
- Regularly monitors and reconciles monthly department general revenue, block salary accounts, as well as salary savings, IDC and department Royalty accounts.
- Executes payroll distribution on various accounts, including grants and contracts, and reviews payroll lists biweekly.
Non-Clinician Recruiter
The Villages Health
The Villages, FL
10.2023 - 09.2024
- Serve as point of contact for the provision of consultative service to hiring managers and the leadership team.
- Serve as a resource for recruitment policies, procedures, and practices for supervisors, HR staff, and others.
- Conduct employment-related research and assist the recruitment team with electronic and other methods of sourcing qualified candidates.
- Represent and promote the organization to potential applicants by providing information, responding to questions, and collecting applicant data.
- Assist in maintaining the Applicant Tracking System (ATS) and Microsoft Planner.
- Conduct customized screening and initial contact of applicants to determine qualification and interest level.
- Handle and prioritize multiple ranges of advanced administrative duties with wide latitude for independent judgment and initiative.
- Develop and maintain comprehensive knowledge of recruitment, employment, HRIS, compensation, benefits, pay administration, and other related organizational policies, practices, procedures, and/or regulations.
- Track requisitions and maintain job board postings.
- Assist with participation in job fairs, community activities, and other public and departmental recruitment related events such as hiring events.
- Process various reports for recruitment and retention metrics.
- Serve as backup to the HR Specialist by maintaining the pre-boarding and onboarding process of non-clinician new hires.
Administrative Specialist II
University of Florida UF Health Precision Health Research Center
The Villages, FL
06.2021 - 10.2023
- Supported the director and leadership team, including but not limited to managing and maintaining calendars, making travel arrangements, creating forms, reserving room space, preparing agendas, and taking minutes at meetings.
- Served as the contact for pre-award sponsored projects, working with research coordinators and PI in creating IRB documents, such as the scope of work and participant surveys.
- Served as operations lead for the Center, including asset tracking, facilities liaison, assessing and analyzing departmental budgets, and overseeing daily operations at the Center.
- Review personnel needs, create a recruitment strategy based on those needs, and share with leadership: draft and edit job descriptions and job postings using university protocols and guidelines.
- Connect with potential candidates through professional networks.
- Serve as point of contact for the Center and communicate with candidates throughout the application and hiring process.
- Conducted screening interviews and served on the search committee.
- Provide onboarding support to employees.
- Serve as liaison to search committee in preparation of interviews and selection processes, including scheduling and travel arrangements for candidates.
- Serve as a payroll coordinator for hourly employees, ensuring that employees' hours are accurate while meeting payroll deadlines.
- Create reports and track hiring efforts to share with the Director.
- Represent the Center at recruiting events such as job fairs.
- Prepare monthly financial reports and review them with administrators.
- Initiate, process, and approve travel and vendor vouchers; monthly accounts reconciliation; purchase-card reconciliation; track expenditures; monitor budgets.
- Pre-award – create funding for sponsored research projects.
- Compiling financial data into graphs, presentations, or Excel reports.
- Organization and logistics of community engagement events such as the Alzheimer's Walk in The Villages, The Villages High School College and Career Fair, Wildwood Welcome, Life South Boots, and Badges blood drive, along with other local community events.
- Serve as the lead event planner and organizer for our internal events, such as staff retreats, holiday and celebratory events, and strategic planning events with guests from the University of Florida and The Villages Health partners.
- Coordinate hospitality logistics for research projects and human resource candidates.
- Seek out new engagement opportunities for our Center.
- Create internal and external email marketing communications, including Qualtrics surveys and reporting.
- Serve as the first point of contact for The Villages Sun news articles and print ads and as collaborative contact for UF and UF Health marketing teams.
- Use various design software to create print ads and fliers for research engagement and recruitment.
- Work with the director and leadership team by managing and maintaining calendars, making travel arrangements, reserving room space, preparing agendas, and taking meeting minutes.
University Program Coordinator
NC State University Division of Academic and Student Affairs
Raleigh, NC
08.2012 - 10.2021
- Support the Director and Associate Director, including but not limited to managing and maintaining calendars, making travel arrangements, creating forms, reserving room space, preparing agendas, and taking minutes at meetings.
- Responsible for overseeing the student grant award process and review, including submission site setup, faculty reviewer recruitment, award decision review, and notifications.
- Ensured that student grants had proper approvals by IRB or IUCAC.
- Supervise office staff and student employees.
- Chair of the University College Faculty and Staff Professional Development Committee.
- Oversight of communication and marketing for our unit.
- Draft correspondence for the Director for review and dissemination.
- Review department personnel needs and plan hiring efforts accordingly.
- Worked with the college HR central office to ensure compliance and meet university standards, including keeping updated on policy changes, HR news, and training.
- Draft and edit job descriptions and job postings.
- Conduct interviews, serve on search committees, and train and support employees.
- Serve as liaison to search committee chair in preparation of interviews and selection processes, including scheduling and travel arrangements for candidates.
- Served as I9 verification and payroll coordinator for more than 80 employees.
- Implemented a student ambassador program for which I created an employee handbook and handled all HR aspects, including staffing needs, recruitment, onboarding, training, and payroll.
- Prepare monthly financial reports and review them with administrators.
- Initiate, process, and approve travel and vendor vouchers; monthly accounts reconciliation; purchase-card reconciliation; track expenditures; monitor budget.
- Maintained, monitored, and distributed undergraduate research grants.
- Compile research and financial data for assessment and reporting purposes.
- Compiling data into graphs, presentations, or Excel reports.
- Conceptualized, grew, and oversaw a Federal Work-Study Research Assistant program growing it from eighteen participant’s to over one hundred by the third year of the program.
- Implemented an Undergraduate Research Ambassador program and served as an advisor to the students in the program.
- Attended professional networking and training to learn and stay current on prevailing practices within undergraduate research offices nationwide.
- Provided support, input, and feedback to leadership on programmatic offerings.
- Conducted interviews and surveys of students to determine the needs and want of programming our department could offer.
- Communicate and advise students, campus partners, and faculty on programs and opportunities provided by the office.
- Organization and logistics of outreach events, conferences, and meetings such as annual undergraduate research symposium, ACC Meeting of the Minds conference with over 150 guests traveling from out of state, statewide undergraduate research symposium of more than 800 guests, undergraduate research speed networking annual event, tableting opportunities, welcome week events, summer REU reception and workshops, and new faculty orientation.
- Supervised logistics as the host institution to the statewide science and engineering fair for more than 1,200 participants and guests.
- Create, edit, and maintain a website in WordPress and provide social media content using Twitter and Instagram.
- Oversee the technology used for office events (i.e., symposiums and conferences) and research grant submission portal.
- Sought new technology to provide students and faculty with the best possible experience.
Administrative Specialist
NC State University Engineering Foundation
Raleigh, NC
06.2007 - 08.2012
- Served as Scholarship Liaison for the College of Engineering's nine departments, which included setting up new scholarships, data entry of the scholarship awards, working with the Office of Financial Aid on issues and disbursements, responding to student and departmental inquiries, scheduling faculty meetings and taking minutes.
- Assisted the Executive Director, business officer, and development officers with various clerical duties such as drafting and disseminating correspondence, creating donor profiles and financial reports, and making travel arrangements and reimbursements.
- Maintained donor records and MOU files.
- Created stewardship reports and correspondence.
- Training, payroll, and supervisor of student workers.
- Processed and tracked donor gifts of over $6 million annually, maintained spreadsheets on gift solicitations, and created donor receipt letters for the executive Director and development officers.
- Prepared monthly financial reports and reviewed them with the business manager and executive Director.
- Responsible for completing travel reimbursements and vendor payments entry, monthly reconciliation, and expense tracking.
- Assisted in the yearly business report for the board and key stakeholders.
- Creation of budget projections and yearly scholarship budget for the College of Engineering's 200+ scholarships.
- Planning and logistics oversight for events such as committee meetings, college donor dinners for over 300 people, alum donor and board receptions and dinners for over 150, football suite coordination, and board meetings with breakout sessions.
- Planned and disseminated information for spouse activities during the board meeting.
- Served as hostess to the donors and guests on-site at events.
Education
Bachelor of Science - Business Management - Human Resources
Troy University - Attended
Fort Walton Beach, FLSome College (No Degree) - Business Administration: Travel And Tourism
West Liberty University - Transferred
West Liberty, WVSkills
- Executive support and business operations
- Communication skills
- Full-cycle recruitment
- Time management strategies
- Budgeting and financial analysis
- Event logistics coordination
- Onboarding and orientation
- Leadership development
- Travel coordination
- Adaptability in dynamic environments
- Marketing expertise
- Payroll administration
- Recruitment coordination
- Team leadership
Certification
- Leadership, Education, and Development (LEAD), NC State University, 2021
- Core XM Certification, Qualtrics, 2020
- Equal Opportunity Institute, NC State University, 2018
- Microsoft Office Specialist: Office Word Certification, 2016
- Fundamentals of Management Certificate, 2014-15
References
References available upon request.
Timeline
Administrative Specialist II
University of Florida
09.2024 - Current
Non-Clinician Recruiter
The Villages Health
10.2023 - 09.2024
Administrative Specialist II
University of Florida UF Health Precision Health Research Center
06.2021 - 10.2023
University Program Coordinator
NC State University Division of Academic and Student Affairs
08.2012 - 10.2021
Administrative Specialist
NC State University Engineering Foundation
06.2007 - 08.2012
Bachelor of Science - Business Management - Human Resources
Troy University - Attended
Some College (No Degree) - Business Administration: Travel And Tourism
West Liberty University - Transferred
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