Jennifer Costen
Executive Administrative Assistant
Douglasville,GA
Summary
Professional results-oriented Administrative Assistant eager to bring strong administrative skills to a department in need of top-level support.
Overview
18
18
years of professional experience
Work History
Administrative Assistant III
Georgia Department Of Transportation
Atlanta, GA
07.2019 - Current
- Scheduled office meetings and client appointments for staff teams
- Provide professional services and support in a dynamic work environment.
- Sorted and distributed office mail and recorded incoming shipments for corporate records
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Executed record filing system to improve document organization and management
- Developed strategies to streamline and improve office procedures
- Drafted correspondence and other documents for CEO and department heads in company's voice
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff
- Assisted development and implementation of new administrative procedures
- Volunteered to help with special projects of varying degrees of complexity
- Transcribed and organized information to assist in preparing speeches and presentations
- Assisted coworkers and staff members with special tasks on daily basis
- Liaised between clients and vendors and maintained effective lines of communication
- Managed filing system, entered data and completed other clerical tasks
- Skilled at working independently and collaboratively in a team environment.
- Restocked supplies and placed purchase orders to maintain adequate stock levels
- GDOT Applications and Software: Concur, GDOT 411, Workforce Time Keeper (WFTK), Employee Learning Management System (ELMS), Georgia Permit Application System (GPAS), TPRO Web, Georgia Asset Management System (GAMS), Georgia Electronic Accident Reporting System (GEARS)
Administrative Associate III
Bagwell College Of Education, Kennesaw State Univ
Kennesaw, GA
04.2012 - 07.2019
- Handle dean’s daily schedule/calendar/travel arrangements/mail/expense reports.
- Review and approve purchase orders, OfficeMax orders, ADP for all administrative staff within BCOE and for all faculty in absence of associate dean. Handle position searches when necessary for staff positions (liaison between Office of Dean and HR). Coordinate special projects that must be handled by dean’s office, which would entail scheduling staff/student assistants as needed. Work closely with Business Manager regarding personnel budgets, as well as operating budgets for BCOE departments. Always kept faculty and staff personnel files current/in order.
- Responsible for work flow between dean and two associate deans so that all work is handled in timely manner.
- Responsible for establishing & maintaining procedures within office of dean to keep work load manageable and reviewing these policies/procedures with two administrative associates as needed to keep office updated and current. Coordinate meeting/training each semester with all administrative associates in BCOE along with Business Manager, keeping them informed of any new and pending issues from outside departments, so that all assistants are current with university policies.
- Handle specific tasks/duties/projects as assigned by dean to be handled solely by Office Manager
- Induction of new staff and creating and implementing Standard Office Manual. Annual meetings and special events: quarterly college meetings, Annual Staff Appreciation Reception, Honor Award Ceremony (EdD/EdS), Holiday luncheon for faculty and staff, end of year breakfast for staff.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Drafted professional memos, letters, and marketing copy to support business objectives and growth
- Edited documents to improve accuracy of language, flow, and readability
- Maintained company handbook to outline policies and provide insights to company mission and values
- Booked airfare, hotel, and ground transportation to coordinate office travel
- Scheduled office equipment repair and maintenance to extend equipment lifespan and prevent unplanned downtime
- Screened visitors and issued badges to maintain safety and security
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates
- Surpassed team goals by partnering with colleagues to implement best practices and protocols
- Opened and properly distributed incoming mail to promote quicker response to client inquiries
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions
- Liaised between clients and vendors and maintained effective lines of communication
- Volunteered to help with special projects of varying degrees of complexity
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency
- Transcribed and organized information to assist in preparing meeting minutes and presentations
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes
- Established administrative work procedures to track staff's daily tasks
- Assisted coworkers and staff members with special tasks on daily basis
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service
- Restocked supplies and submitted purchase orders to maintain stock levels
- Facilitated timely delivery of special projects to meet organizational and departmental objectives
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail
- Managed filing system, entered data and completed other clerical tasks
- Performed research to collect and record industry data
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Drafted professional memos, letters, and marketing copy to support business objectives and growth.
Administrative Associate II
Bagwell College Of Education, Kennesaw State Univ
Kennesaw, GA
07.2006 - 04.2012
- Participated in budget planning and budget administration including Expense reports, monitoring office supplies, requisitions in AGS system; Handled budgetary duties involving processing invoices, maintain and submit P-Card transaction logs, make requests to open and close agency and project accounts, Attend all training sessions regarding financials and new systems Handled paperwork procedures for faculty searches, submit ads, keep recruiting records and submit paperwork for hiring recommendations; Submit names for GRAs and Part-Time Instructors for staffing and payroll; Handle reappointment's of Part-Time Instructors; Maintain specified personnel records; Entered data and submit PAFs for approval; Managed and maintained extensive faculty records and files, adhering to KSU policies and procedures applicable to faculty; Handle/coordinate travel arrangements; process travel reimbursements and travel forms; Provide overall professional and administrative support for Chair’s office; Managed and coordinated calendars, appointments, and meetings; coordinated academic matters, including preparing correspondence, spreadsheets and reports; Purchase all office supplies; Follow-through with maintenance arrangements for office equipment; Troubleshooting and appropriate repair solutions as needed; Scheduled office coverage to allow for proper telephone and reception area coverage; Inventoried office supplies and equipment needs. Assist new hires with set-up of ADP, keys, parking; Submit user ID requests; Help student organizations with meetings, coordination of group events, publicity; Help in planning of meetings and publicizing meeting details. Staff all courses via Banner; Handle class overflows and authorizations for special approvals for courses; classroom change request forms; Handle receiving and submitting textbook orders; Help students with registration questions. Issue parking passes to recruiters, industry guests; Process room reservation requests for special meetings/events; Support faculty and chair with School event planning, food production dinners; Post job openings on Job Hotline and disseminate to majors via email and class announcements; Work with vendors on special projects/orders; Coordinate volunteers for various events.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Drafted professional memos, letters, and marketing copy to support business objectives and growth.
Education
Associate of Applied Science - Business Management
Chattahoochee Technical College
Marietta, GA12.2024
Skills
- Customer service mindset
- Integrity
- Strong interpersonal skills
- Professional and Confidence
- Self-directed
- Business Sense/Problem-Solving/Decision Making
- Microsoft Office/Technology
- Prioritization/ Time Management
- Time management
- Results-oriented
- Strong problem solver
- Resourceful
- Service Excellence Focus
- Attention to detail
- Multi-tasking
Skills
Email and Project Coordination, Calendar Management, Meeting Coordination, Administrative Support, Excellent Interpersonal Skills, Excellent Communication, Event Planner, Creative Problem Solving, Critical Thinking, Executive Management Support, Microsoft Office, Team Player, Supervisor, Motivator.
Timeline
Administrative Assistant III
Georgia Department Of Transportation
07.2019 - Current
Administrative Associate III
Bagwell College Of Education, Kennesaw State Univ
04.2012 - 07.2019
Administrative Associate II
Bagwell College Of Education, Kennesaw State Univ
07.2006 - 04.2012
Associate of Applied Science - Business Management
Chattahoochee Technical College
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