Iliana Quintanilla
Winchester,VA
Summary
Proven skills in collecting, reviewing and modeling financial data in order to prepare complex reports used in budget development. Knowledgeable about revenue and expenses, compliance requirements and ? practices.
Overview
8
8
years of professional experience
Work History
Business Support Specialist
Department of the Navy: Naval Facilities Engineering Systems Command (NAVFAC) Washington/Bethesda
01.2024 - Current
- Provide support producing, analyzing, and tracking Departmental metrics.
- Research precedent studies to determine past issues, collect and evaluates variety of data.
- Analyzes and reviews procedures and controls for controlling and managing files, directives, forms, records, and office automation
- Document and control designs, established and reviews systems for control of various kinds of documents (i.e.
- Classified, unclassified, FOIA, Privacy Act, congressional correspondence, GAO reports.) Write BOD letters, partial acceptance contract letters, and final inspection letters within three calendar days to close out project.
- Collaborated with various departments to ensure smooth communication flow between teams and effective problem-solving efforts.
- Enhanced business operations by streamlining processes and implementing new systems.
- Provided comprehensive support to executive team, enabling better decision-making and strategic planning.
- Developed compelling presentations for internal and external stakeholders, effectively communicating key information.
- Handled sensitive information with discretion, maintaining confidentiality at all times as trusted Business Support Specialist.
- Achieved successful audit results through diligent record-keeping and strict adherence to internal controls.
- Streamlined budget processes for increased accuracy and timely completion of financial reports.
- Monitored and reported budgetary discrepancies to corporate senior management to maximize reporting efficiency and finalized spending plans.
- Provided training and guidance to junior analysts, fostering a collaborative work environment conducive to professional development.
- Collaborated with management teams to establish realistic budgets that support organizational growth objectives.
- Worked with human resources to assess labor patterns and hiring requirements.
- Recommended financial solutions to corporate management based on detailed financial analysis.
- Supported executive decision-making by providing accurate financial forecasts and recommendations.
- Monitored contracts and analyzed expenses to facilitate financial objectives.
- Submitted recommendations to budgets and forecasts for approval or disapproval.
- Utilized software to analyze and report on budget trends.
- Identified and implemented process changes resulting in improved performance and accuracy.
- Developed, analyzed and modified budgets to allocate current resources and estimate future financial requirements.
- Implemented process improvements that streamlined workflows and reduced time required for monthly budget reconciliations.
- Improved financial efficiency by analyzing budgetary data and identifying areas for cost reduction.
Program Specialist
National Institutes of Health: Office of Research Facilities/Division of Facilities & Maintenance/Campus Services
05.2023 - 01.2024
- Provide administrative, procedural, and informational resource support, work with staff to coordinate program workflow
- Coordinate meeting planning and logistical arrangements, including conference room and Team Meeting, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting
- Produce wide range of documents; address variety of office needs which may include word processing, information management, report preparation
- Collaborate with personnel from cross-functional teams (maintenance, engineers, project officers, management, etc.) to maintain information exchanges and to further understand methodologies, processes and procedure
- Develop and implement comprehensive plans and strategies for internal and external integration of daily and long-range projects, actions, and activities
- Gather and analyze information about processes and programs
- Assist with maintenance of SharePoint sites and shared electronic document data, including developing and monitoring content and ensuring that documents and data posted to sites are accurate and filed appropriately
- Perform analyses by investigating policies and effectiveness of programs; implement proposed changes by monitoring recommendations and identifying improvement
- Participate in developmental activities involving studies and analysis of internal administrative operations, organizations
- Track all administrative actions with 90% accuracy using tracking tools to log all actions; collaborating with team members to update tracking documents
- Coordinates with management on special projects
- Delivers documents, spreadsheets and presentations prepared accurately using variety of software systems, consistently formatted correctly 90% of time without typographical errors
- Provide Timekeeping duties for all CSB, ASB and staff within office of Director (OD).
- Streamlined communication channels between departments, enhancing overall organizational workflow efficiency as it pertains to execution of assigned projects.
- Conducted thorough needs assessments to identify gaps in service delivery and inform program development efforts.
- Established robust system for tracking and reporting on key performance indicators, allowing for data-driven approach to program enhancements.
- Established goals and created action plans to achieve goals.
- Designed and implemented monitoring and evaluation systems to track progress towards desired outcomes.
- Monitored employee work and developed improvement plans.
- Maintained regular communication between departments via email and phone calls to coordinate program logistics.
- Planned and executed meetings to connect organizational representatives, community members and clients.
- Oversaw appointment scheduling, payroll and financial reimbursement of expenditures.
- Created and delivered program training and education to keep participants knowledgeable about program and provide necessary skills to participate productively.
- Analyzed program data by tracking and reporting program outcomes to identify areas of improvement.
- Kept program-related data accurate, up-to-date and easily accessible for accessibility.
- Provided technical support to staff with necessary resources to carry out duties successfully.
- Developed and maintained relationships with external partners to facilitate program operations.
- Those reporting to Donna Phillips Analysis of program performance data to identify issues and develop recommendations and policies for improvement
- Develops, maintains, and updates documentation, databases and spreadsheets for personnel, budget, and travel actions.
- Maintains electronic files in organize manner in shared folder/application.
- Improved overall program effectiveness through comprehensive data analysis and evaluation of key performance indicators.
Program Specialist
National Institutes of Health: Office of Research Facilities/Division of Facilities & Maintenance/Campus Services
08.2021 - 05.2023
- Plan, analyze, coordinate, and evaluate development of priorities, resource allocations, workforce management, and performance for organizational objectives to support operational requirements
- Participate on team for one initiative that will contribute to better work process and improve effectiveness
- Provide technical support to program staff in development of projects and programs associated with developing goals and assisting in resolving challenges that may affect organizational mission
- Prepare documentation cataloging open vacancies (new positions) for Supervisor, Branch Chief, and Director
- Uses software types such as desktop publishing, calendar, electronic mail, and spreadsheets
- Tracks all administrative actions with 90% accuracy using tracking tools to log all actions, developing where necessary; collaborating with team members to update tracking documents
- Constantly maintains consistent workflow to ensure that work is completed in timely manner
- Provides status updates of HR actions and communicates to requester consistently within 4 business days
- Adopts additional duties and workload to accommodate and support DFOM-Campus Services
- Serves as timekeeper for OD-DFOM Branch working in Integrated Time and Attendance System (ITAS)
- Create HR packages before sending to AOs for review and HR for processing
- Adheres to NIH administrative policies and procedures and clearly communicates with all DFOM staff
- Enters supplies order request into (POTS) Purchasing Online Tracking System
- Reviews and processes travel documents (travel authorization and vouchers) received from program support staff
- Provide general office program support
- Delivers documents, spreadsheets and presentations prepare accurately using variety of software systems, consistently formatted correctly 90% of time without typographical errors.
- Prepare HR action packages accurately and timely (within 4 days of receipt) and route for approval to appropriate parties; maintaining tracking mechanism to support effort/successes.
- Improved overall program effectiveness through comprehensive data analysis and evaluation of key performance indicators.
- Received incoming phone calls and contact form submissions and provided timely responses to inquiries.
Program Specialist
National Institutes of Health: Office of Research Facilities/Division of Facilities & Maintenance/Campus Services
08.2019 - 08.2021
- Plan, analyze, coordinate, and evaluate resource allocations and workforce management related to supporting operational requirements
- Provide technical support to program staff in developing projects and programs associated with developing goals and assisting in resolving challenges that may affect organizational mission
- Ensures internal rules and protocols are followed.
- Provides program oversight, critical decision-making, and coordination of mission assignments
- Maintain and monitor reporting systems to communicate information and results to senior specialists and perform timekeeping duties within Division
- Coordinate with Department of Administration Office on planning and execution of HR Packages to support organizational programs
- Complete Position Descriptions Form (OF-8) for vacancies following rules and regulations to comply with company policy
- Uses data analysis to determine modifications to procedures, staffing, and equipment
- Prepare documentation cataloging open vacancies (new positions) for Supervisor, Branch Chief, and Director
- Obtain feedback containing reports or recommendations to review packages and execute necessary changes
- Securely handle Personally Identifiable Information (PII) and other sensitive information as they apply to roles and responsibilities of task
- Provide support for day-by-day operational objectives for Department
- Monitor resource allocation and ensure proper use of supplies and equipment.
- Submit IT tickets for any technical computer program issues.
Facilities Management Assistant
Kelly Government Solutions/Cape Fox Facilities Services
08.2018 - 08.2019
- Work closely with Branch Chiefs, Supervisors, and Engineers to ensure workforce is adequately supported
- Maintain accurate record of office supplies and complete any required documentation (Acquisition Form)
- Perform timekeeping duties within ORF/Division of Facilities and Operations
- Follow administrative regulations and procedural guidance when using ITAS timekeeping computer program to record timesheets
- Obtain, organize and maintain necessary receipts and signatures
- Perform audits on Time and Accounting system; provide reports with deviations on time charged and overtime hours
- Update database and track items according to DFOM guidance
- Prepare, maintain and update databases, spreadsheets and status reports for Division of Facilities and Operations Maintenance (DFOM)
- Coordinate with building engineer group and other customers
- Prepare, maintain, schedule, and direct inbound calls for meetings with Branch Chief and schedule interviews
- Coordinate with Department of Administration Office on planning and execution of HR Packages Uses software types such as desktop publishing, calendar, electronic mail, spreadsheets, or graphics.
Administrative Assistant
Coverall North America
03.2016 - 08.2018
- Perform receptionist duties, which included answering telephones, greeting customers, and acknowledging all visitors courteously and promptly.
- Provide administrative and production support to over 30 personnel and 125 franchise owners
- Respond to customer problems by taking appropriate action, including routing calls to responsible parties.
- Receive service requests or create/enter repair orders in Fransys database
- Confirm and record appointments for general manager for potential franchise prospects
- Set up appointments for franchise prospects in E-Maximation and Microsoft Outlook
- Collaborate with sales team to manage customer contracts
- Complete franchise owner sales proposals in 24 hours and prepare new franchise owner files
- Prepare new customer files, distribute files to responsible parties, and attach SDS (safety precautions/data sheet and policies, procedures) to logbook
- Review budgets before entering new orders for customer supplies and equipment.
- Gather all necessary receipts and signatures from franchise owner to release sales order
- Enter new dates for shutdowns, startups, and cancellations in Fransys and Sales-Logix databases
- Order supplies from approve vendors and review each invoice with Business Development Manager before coding and approving invoices
- Process payment requests and deposit franchise/customer payments online with My Vision X
- Create report for Account Receivable to handle payment of invoices
- Gather all information using Excel spreadsheet to create monthly daily cash reports
- Collect, analyze, and evaluate franchise statements and communicate with management about final financial report.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Scheduled office meetings and client appointments for staff teams.
- Created and maintained databases to track and record customer data.
- Executed record filing system to improve document organization and management.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure smooth integration into team.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Assisted development and implementation of new administrative procedures.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Facilitated collaboration within team by organizing regular meetings, maintaining meeting minutes, and tracking project progress.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Managed filing system, entered data and completed other clerical tasks.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
Education
Bachelor of Finance - Finance
University of Maryland Global Campus
Adelphi, MD08.2024
Skills
- Report Preparation
- Monthly Reporting
- Budget Forecasting
- Microsoft Excel proficiency
- Budget Compliance
- Data Interpretation
- Statistical Analysis
- Records management procedures
Summary Of Qualification
Extensive experience supporting teams through administrative tasks, procedural guidance, and informational assistance. Skilled in working collaboratively with colleagues to manage program workflow, organizing meetings and logistics, creating various documents, and communicating with individuals from different cross-functional teams. Developing and implementing comprehensive plans and strategies Analyzing process and program information Maintaining SharePoint sites and shared electronic document data Investigating policies and program efficacy Engaging in developmental activities like internal administrative operation studies and analyses Executing timekeeping duties for CSB, ASB, and DFOM members within the Director's office Regularly analyzing program performance data Maintaining up-to-date personnel, budget, travel documentation, databases, and spreadsheets to ensure productivity and efficiency.
Awards
- Extraordinary Teamwork 12/2021
- Extraordinary Teamwork 04/2023
- Extraordinary Work and Diligent Service 05/2023
References
References available upon request
Timeline
Business Support Specialist
Department of the Navy: Naval Facilities Engineering Systems Command (NAVFAC) Washington/Bethesda
01.2024 - Current
Program Specialist
National Institutes of Health: Office of Research Facilities/Division of Facilities & Maintenance/Campus Services
05.2023 - 01.2024
Program Specialist
National Institutes of Health: Office of Research Facilities/Division of Facilities & Maintenance/Campus Services
08.2021 - 05.2023
Program Specialist
National Institutes of Health: Office of Research Facilities/Division of Facilities & Maintenance/Campus Services
08.2019 - 08.2021
Facilities Management Assistant
Kelly Government Solutions/Cape Fox Facilities Services
08.2018 - 08.2019
Administrative Assistant
Coverall North America
03.2016 - 08.2018
Bachelor of Finance - Finance
University of Maryland Global Campus
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