Jaime Cruz
Deer Park,NY
Summary
Experienced professional in administrative roles with a strong ability to manage office operations. Demonstrated leadership skills focused on fostering team collaboration, adaptability, and consistently achieving results. Proficient in project management, scheduling, and communication to ensure seamless coordination and support within a dynamic environment. Recognized for reliability and meeting evolving business needs.
Overview
24
24
years of professional experience
Work History
Administrative Lead, Marketing, PR, Community Outreach
Catholic Health
Melville, NY
01.2023 - Current
- Assists and reports to VPs of PR and Communications, Marketing and Community Outreach
- Responsible to maintain and analyze budget lines for Marketing, Public Relations and Community Outreach
- Partners with supply chain, Accounts Payable and Media Agency’s to process a high volume of purchase orders and requisitions for timely vendor payment
- Serves as point person for managing President & CEO’s event calendar in collaboration with his executive assistant, ensuring materials and deadlines are met
- Administrative point person for sponsorships, agreements, facilitating payments, collateral and artwork
- Maintain and manage calendars for Vice Presidents of PR and Communications, Marketing and Community Outreach
- Develop Power Point presentations and participates in creation of monthly marketing dashboard
- Prepares meeting agendas
- Assists with all special projects
- Schedules, ensures CV’s and photos, provides direction for CH/CFN shows when CEO/President speaks
- Coordinates logistics of photo and or video shoots
- Responsible for shipping/tracking all promotional items
Administrative Assistant II
Stony Brook Medicine
Stony Brook, New York
01.2019 - 01.2023
- Reported to the Associate Directors of Operations and Nursing
- Maintained daily operations in support of the Associate Directors of Operations and Nursing for Children’s Hospital and Women’s Services
- Provided telephone reception, calendar management, record keeping, prepared official documentation, and processing of communication into and out of the office; coordinated travel arrangements as requested
- Created agendas and recorded minutes for assigned meetings/committees/task forces
- Collaborated with hiring managers and Human Resources to ensure the timely process of permanent packages for Children’s Hospital and Women’s Services
- Liaise with the Purchasing Department and Finance to purchase supplies and equipment and follow up with process requests
- Operated as administrative and coordinator lead for Children’s Hospital specific programs and events including but not limited to Pediatric Products Committee, Children’s Hospital Prom, Family support efforts, quality initiatives, Children’s Hospital Solutions for Patient Safety initiatives, volunteer programs
- Assisted in the maintenance of multiple hospital budgets; cross referenced multiple systems to update monthly reporting; identify areas for opportunity; escalate any issues to the Associate Director of Operations
- Participated in the yearly Budget process collaborating with the Nurse Manager and Associate Director of Operations to:
- Prepared required documents
- Monitored the S&E expenditures
- Prepared budget transfers
- Developed and purchase approved capital budget
- Prepared monthly expense report for all accounts, state and foundation, with accurate data by expense category as designated by manager
- Keep information necessary for budget preparation, programmatic reporting and financial analysis is accurate and readily available
- Prepared administrative statistics and reports, as directed by the Associate Directors/Nurse Managers
- Processed, tracked and maintained appropriate documents to facilitate standing orders and contracts
- Processed purchase requests, requested for travel reimbursements, journal and budget transfers
- Assisted with communications to donors, including appointments and acknowledgements during high volume seasons
- Kept the Associate Directors/Nurse Managers informed and up-to-date on administrative and other issues pertinent to assigned service line
- Provided cross coverage for other Staff Assistants in the Children’s & Women’s service line and similarly assigned assistants to other Associate Directors
Administrative Assistant
Stony Brook Hospital Patient Access
01.2019 - 12.2019
- Prepared and coordinated meetings and agenda items for the Director/Assistant Director
- Recorded meeting minutes as needed for the Director / Assistant Director of Patient Access
- Arranged conferences and meeting times; including booking rooms, assemble and coordinate background materials for meetings and conferences
- Supported the department’s recruitment activities
- Scheduled and coordinated candidate interviews, prepared and distributed applicant packages to members of the interview panel
- Collated interview rating sheets
- Ensured timely upload to the Talent Management System
- Maintained the department’s recruitment log, table of organization, and/or onboarding checklists
- Responded to hiring manager inquiries on requisition progress and current status
- Coordinated stationery supplies and equipment for various Patient Access staffed locations, reconcile packing lists and ensure orders are distributed appropriately
- Maintained supply storage room, keeping accurate inventory
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
Project Coordinator Corporate
New York Community Bancorp, Inc.
01.2001 - 12.2019
- Assisted 250 hiring managers with the onboarding and recruitment process
- Developed and managed leadership programs for the Retail Banking network
- Created leadership development presentations for the Retail Banking network
- Coordinated with Branch Administration to created interrelated policies
- Reviewed departments records for accuracy, completeness, and ensures follow-up
- Performed trending analysis for, disciplinary actions, overtime, meal break violations, and compliance training
- Supported Retail Banking Employee Management Manager with projects, Performance Evaluations review, Employee Performance review, and Recruitment Management
- Approved request to fill open positions and lateral transfers
- Provided assistance to branch network for recruitment system and performance management
- Assisted in the creation of specific department policies, procedures and workflows
- Created leadership tools for Monthly Manager Meetings for Branch Managers, Assistant Branch Managers and Branch operations Coordinators
- Improved team collaboration by organizing regular meetings and facilitating open communication.
Teller, CSR, Branch Operations Coordinator – Retail Banking
New York Community Bank
01.2001 - 12.2019
- Corporate Title 2008 - Administrative Assistant, Corporate Title 2016 - Administrative Manager
Education
High School Diploma -
Massapequa High School
Massapequa, NY01.1998
Skills
- Banking Policies
- HR Policies
- Wrike
- Oracle
- Clairvia
- ERAS
- Citrix
- Prioritization
- Multitasking
- Community Outreach Coordination
- Meeting Minutes
- Executive Travel Arrangements
- Calendar Management
- Capital Budget
- Administrative leadership
- Office management
- Team coordination
- Project oversight
Knowledge Skills Abilities
- Microsoft Office
- Excel
- Power Point
- Word
- DocuSign
- Proficient in managing multiple budgets, analyzing, tracking and adjusting
- Taleo – onboarding / recruiting / HRIS
- Lawson
- OnBase
- SharePoint
- PeopleSoft
- Banking policies and procedures
- HR Policies
- Wrike
- Oracle
- People Soft
- Clairvia
- ERAS
- Citrix
- Keen ability to prioritize and multitask interdepartmental projects
- Coordination of Community Outreach Events
- Meeting Minutes
- Executive travel arrangements and calendar management
- Capital Budget
Professional Development
- Jackson Lewis seminars, 01/01/15 - 12/31/23
- SHRM Conferences, 01/01/15 - 12/31/23
- Fred Pryor - Excel class, 01/01/15
- Fred Pryor – Fundamentals of Project Management, 01/01/15
- Member of AHCAP – virtual webinars and courses, 01/01/15 - 12/31/23
Timeline
Administrative Lead, Marketing, PR, Community Outreach
Catholic Health
01.2023 - Current
Administrative Assistant II
Stony Brook Medicine
01.2019 - 01.2023
Administrative Assistant
Stony Brook Hospital Patient Access
01.2019 - 12.2019
Project Coordinator Corporate
New York Community Bancorp, Inc.
01.2001 - 12.2019
Teller, CSR, Branch Operations Coordinator – Retail Banking
New York Community Bank
01.2001 - 12.2019
High School Diploma -
Massapequa High School
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