Jennifer Hoffman
Greenfield,MA
Summary
Experienced operations and client service professional with strengths in office management, compliance tracking, records management, and staff supervision. Known for clear communication, organized workflows, and dependable support in fast-paced environments.
Overview
1
1
Certification
21
21
years of professional experience
Work History
Office Manager Associate Financial Representative
Gagne Wealth Management - Northwestern Mutual
Greenfield, MA
09.2023 - Current
- Supported daily office operations for Gagne Wealth Management and Northwestern Mutual client service.
- Coordinated calendars, appointments, and meeting logistics for advisors and office staff.
- Welcomed clients and managed incoming calls with clear, professional communication.
- Prepared account paperwork, forms, and correspondence for wealth management processes.
- Maintained client records and organized confidential files to uphold data integrity and confidentiality.
- Tracked office supplies and ordered materials to ensure uninterrupted office operations.
- Monitored compliance-related documents and routed items for review.
- Oversaw inventory levels and coordinated supply orders to maintain stock availability. and placed new supply orders.
- Monitored payments due from clients and promptly contacted clients with past due payments.
- Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
- Resolved customer inquiries promptly to enhance client satisfaction and foster positive relationships.
- Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
- Provided training to new hires on office policies and procedures.
- Created spreadsheets in Excel to track data such as vacation requests, sick days.
- Provided administrative support to management team including preparing reports and presentations.
- Ensured compliance with applicable laws regarding employment practices.
- Reviewed contracts for accuracy prior to signing off on behalf of the company.
- Assisted in recruiting, onboarding and training new employees.
- Delegated work to staff, setting priorities and goals.
- Consulted with managers to resolve problems relating to employee performance, office equipment and work schedules.
- Supported Northwestern Mutual financial planning meetings and client review preparation.
- Organized insurance applications, investment paperwork, and account servicing documents.
- Scheduled appointments and coordinated follow-up with clients and advisors.
- Updated client records in CRM with accurate contact information.
- Prepared policy illustrations, account summaries, and meeting materials.
- Answered client questions about coverage, accounts, and financial service requests.
- Assisted with compliance reviews and document accuracy checks.
- Communicated with the Gagne Wealth Management team on client needs and action items.
- Maintained up-to-date knowledge of products, services, regulations, policies, procedures.
- Responded promptly to client inquiries regarding account information or transactions.
- Ensured all documents were accurately completed prior to submission for processing.
- Reviewed customer applications and pursued missing information to complete submissions.
- Built positive and productive customer connections to drive consistent sales.
- Applied strict company and regulatory standards when producing contracts and documentation.
Health Director
City of Greenfield, Health Department
Greenfield, MA
03.2020 - 09.2023
- Led the City of Greenfield Health Department wellness programs and community health initiatives.
- Directed public health policy compliance across City of Greenfield department operations.
- Managed compliance with regulations and requirements.
- Communicated health priorities with city leaders, residents, and agency stakeholders.
- Developed emergency response plans for City of Greenfield Health Department services.
- Supervised health staff scheduling, training, and daily program assignments.
- Articulated health priorities to city leaders, residents, and agency stakeholders to align public health objectives.
- Coordinated health education outreach with schools, clinics, and local community partners.
- Assessed program outcomes to identify effectiveness and prioritize areas for enhancement.
- Communicated with patients with compassion while keeping medical information private.
- Explained policies, procedures and services to patients.
- Participated in meetings with senior management to discuss health initiatives.
- Collaborated with local community leaders and agencies.
- Attended meetings to discuss health initiatives and strategies. with senior management to discuss health initiatives.
- Maintained communication and transparency with governing boards, department heads and medical staff.
- Maintained awareness of government regulations, health insurance changes and financing options.
- Administered fiscal operations for accounting, budget planning, authorizing expenditures and coordinating reporting.
- Clarified health policies and procedures to patients during consultations., procedures and services to patients.
- Conducted statistical analysis of health data to measure outcomes.
- Monitored and maintained health data and updated files.
- Identified close contacts and documented exposure details in case records.
- Tracked follow-up calls in public health case management systems.
- Reviewed contact tracing records for accuracy and complete reporting.
- Explained isolation, quarantine, and symptom monitoring guidance to community members.
- Explained the importance of contact tracing to prevent disease transmission and keep communities healthy.
- Monitored trends in the spread of COVID-19 by analyzing data from contact tracing efforts.
- Conducted interviews with individuals who tested positive for COVID-19 to determine the scope of exposure and risk factors.
- Analyzed contact tracing data to identify trends in COVID-19 spread, informing community health strategies.
- Responded quickly to inquiries from community members about potential exposures or symptoms associated with COVID-19.
- Coordinated with external agencies regarding environmental standards compliance.
- Responded quickly to inquiries from community members about potential exposures or symptoms associated with COVID-19.
- Educated the public on preventive measures such as wearing masks, social distancing, and hand washing.
- Provided emotional support to those affected by COVID-19 while maintaining a professional demeanor at all times.
- Remained up-to-date on new developments related to the pandemic, including changes in treatment protocol.
- Developed an understanding of state laws surrounding privacy issues when conducting contact tracing activities.
- Provided health education materials and resources to affected individuals and their families.
- Maintained confidential records of contact tracing activities in accordance with HIPAA regulations.
- Participated in training sessions conducted by health experts on topics related to virus transmission.
- Collaborated with public health officials and healthcare providers to ensure accurate information was shared regarding COVID-19 cases.
- Answered calls and interacted with community members to provide information on advocacy services.
- Advised on policy development and assisted in community program implementation.
- Assisted in the development of communications policies and procedures for emergency operations.
- Participated in emergency operations planning sessions with other local government leaders.
- Coordinated with state and federal agencies, including FEMA, to obtain necessary resources in support of emergency operations.
- Provided support during emergency operations.
- Inspected rental properties for housing code compliance and habitability standards.
- Documented property violations and issued correction notices to property owners.
- Reinspected units to verify repairs and confirm code compliance.
- Recorded inspection findings in the housing database and field reports.
- Coordinated with city departments on unsafe conditions and enforcement actions.
- Monitored repeat violations and supported fair housing program procedures.
- Effectively inspected many homes, and accurately delivered reports for each home inspection.
- Noted recurring issues and worked with contractors to prevent reoccurrence.
- Developed corrective action plans with landlords or property owners to resolve code violations in a timely manner.
- Issued notices of violations to landlords or property owners who failed to meet code requirements.
- Inspected restaurants, markets, and food plants for health code compliance.
- Reviewed sanitation practices, storage conditions, and equipment cleanliness during field visits.
- Documented violations, corrective actions, and inspection findings in official reports.
- Educated food handlers on safe preparation, handling, and cross-contamination prevention.
- Investigated consumer complaints and suspected foodborne illness cases with public health staff.
- Coordinated reinspection visits and follow-up communication with facility managers.
- Verified permits, licenses, and facility records for regulated food establishments.
- Attended training sessions related to new developments in food safety regulations or inspection protocols.
- Performed administrative tasks such as filing paperwork and updating databases as required.
- Reviewed documents related to food safety such as HACCP plans, sanitation schedules, temperature logs, ingredient lists, and labels.
- Maintained records of all inspections performed including notes from interviews with personnel and photographs taken during inspections.
- Managed grant applications, renewals, and compliance for nonprofit funding programs.
- Drafted proposal narratives, budgets, and supporting documents for grant submissions.
- Monitored deadlines, requirements, and reporting tasks across active grant portfolios.
- Coordinated with program staff, finance teams, and external funders on grant details.
- Reviewed award terms, restrictions, and documentation for grant administration.
- Maintained grant files, records, and tracking systems for audit readiness.
- Guided staff on grant procedures, templates, and compliance expectations.
- Created general ledger accounts in order to process grants.
- Developed and implemented grant-seeking strategies to identify new sources of funding.
- Maintained a database of current grants, including deadlines, funder contact information, status updates.
- Drafted periodic reports summarizing progress made on achieving goals outlined in approved grants.
- Coordinated the submission of all required documents related to grant applications.
- Reviewed grant application materials for accuracy and completion prior to submission.
Senior Center Director
Town of Williamsburg
Williamsburg, MA
03.2017 - 03.2020
- Directed senior center daily operations for Town of Williamsburg community programs.
- Supervised day-to-day operations at the facility including staffing levels, equipment maintenance and safety protocols.
- Supervised staff scheduling, training, and service delivery standards.
- Managed facility use, safety procedures, and maintenance requests.
- Coordinated recreational, wellness, and social activities for older adult participants.
- Developed innovative programs tailored to meet specific needs of seniors to improve quality of life.
- Planned budgets, supplies, and program resources for senior services.
- Communicated with residents, families, and town officials on the center needs.
- Supported outreach, enrollment, and information sharing for older adult services.
- Organized educational seminars on topics such as nutrition, exercise, health care awareness, financial planning.
- Collaborated with volunteers to coordinate events that would benefit seniors in the area.
- Developed community partnerships with local agencies and service providers.
- Established partnerships with other organizations dedicated to providing services for elderly individuals.
- Resolved conflicts among staff members in an effective manner while maintaining positive working relationships.
- Ensured compliance with all applicable laws, regulations and policies related to the operations of a senior center.
- Monitored progress on projects assigned by board members or other governing bodies associated with the senior center.
- Planned special events such as holiday celebrations or recreational outings for seniors attending the center.
- Maintained records of activities and analyzed feedback from participants.
- Maintained records of activities and analyzed feedback from participants.
Technical Director, Vascular Surgery
Baystate Medical Center
Springfield, MA
06.2005 - 10.2008
- Performed carotid, arterial, and venous duplex studies in vascular lab.
- Prepared patients for vascular exams and explained testing procedures clearly.
- Documented scan findings in electronic medical records to facilitate timely physician review and patient care.
- Maintained ultrasound equipment and followed vascular lab cleaning protocols.
- Collaborated with physicians on study protocols and urgent case priorities.
- Assessed patient comfort and adjusted positioning during vascular imaging exams.
- Supported vascular lab workflow and coordinated daily exam room readiness.
- Performed carotid, arterial, and venous duplex studies in the vascular lab.
- Captured and developed images following physicians' orders allowing proper diagnosis and treatment.
- Recorded detailed scan findings in electronic medical records for physician access. in electronic medical records for physician review.
- Educate patients on lifestyle changes to effectively reduce risk of developing vascular disease.
- Directed technical operations for Baystate Medical Center clinical systems and support teams
- Ensured quality, safety, and patient confidentiality by following hospital and regulatory guidelines during patient information collection and imaging procedures.
- Managed vendor communication for hospital technology installations and service requests
- Reviewed system performance and resolved technical issues across care areas
- Trained staff on equipment use, troubleshooting, and operational best practices
- Set and administered budgets alongside the leadership staff.
- Developed strategies for improving workflow processes within the department.
- Collaborated with other healthcare providers to coordinate patient care plans.
- Reviewed previous test results for comparison purposes during current exams.
- Ensured that all documentation is accurately entered into patient charts.
- Cultivated relationships with referring doctors to enhance service referrals and improve patient access to vascular care.
- Performed vascular ultrasound examinations of the arterial and venous systems to evaluate blood flow, identify blockages, or detect aneurysms.
- Provided assistance in training new staff members on proper techniques related to vascular imaging.
- Provide patient education regarding risk factors for vascular disease.
- Participated in continuing education classes related to vascular technology advances.
Education
Master of Science - Public Health
University of Massachusetts, Amherst
Amherst, MA05-2017
Bachelor of Science - Diagnostic Medical Imaging
SUNY Health Science Center At Brooklyn
Brooklyn, NY06-1997
Skills
- Office management
- Calendar management
- CRM data entry
- Compliance tracking
- Contract management
- Contract analysis
- Report preparation
- Microsoft Excel
- Records management
- Program management
- Client engagement
- Client advocacy
- Staff supervision
- Staff scheduling
- Team management
- Professional communication
- Conflict resolution
- Problem solving
- Coaching and mentoring
- Decision-making
- Team collaboration
Certification
- Life and health insurance - FINRA
- Registered Vascular Techologist - ARDMS
- Title 5 - Commonwealth of Massachusetts
- Pool Inspector - Commonwealth of Massachusetts
- Lead Inspector - Commonwealth of Massachusetts
- SIE - FINRA
- Food Safety Inspector - FDA and ServSafe
Timeline
Office Manager Associate Financial Representative
Gagne Wealth Management - Northwestern Mutual
09.2023 - Current
Health Director
City of Greenfield, Health Department
03.2020 - 09.2023
Senior Center Director
Town of Williamsburg
03.2017 - 03.2020
Technical Director, Vascular Surgery
Baystate Medical Center
06.2005 - 10.2008
Master of Science - Public Health
University of Massachusetts, Amherst
Bachelor of Science - Diagnostic Medical Imaging
SUNY Health Science Center At Brooklyn