JENNIFER ANIESA CALHOUN
CA
Summary
Entertain high-level management in Academia, Healthcare, and corporate sectors. Assisted Broad Members, Department Chair, Department Chief(s), Senior Management, and Directors, over 20-plus years administrating, and building a receptive formula - establishing and perfecting content and sensitive data within an organization(s).
Overview
12
12
years of professional experience
1
1
Certification
Work History
Academic Personnel Analyst
University Of California, Los Angeles
08.2023 - 05.2024
- All facets of appointments, reviews, and advancement processes
- Communicating and updating all candidates at initial appointment and renewal processes
- Reviewing all forms and processes to ensure effective and efficient operations of the VCF sector
- Dossier preparation, policy interpretation, form submissions, supporting meeting coordination of Voluntary Clinical Faculty Academic Appointments and Advancements Committee, and preparation of meeting minutes
- Position management for VCFs in UCPath; update and maintenance of internal database related to tracking VCF eligibility for promotions, renewals, and separations, and all other AP scheduled appointments and advancements in compliance with Academic Personnel Manual APM - 279 and UCLA Call as well as internal bylaws
- Providing administrative support to Assistant Director of Academic Review and Director of Academic Personnel in matters related to general operations of Academic Personnel
Administrative Specialist
University Of California, Los Angeles
11.2021 - 08.2023
- Served as key Associate for Department of Surgery Faculty and Staff Support Team for Division of Cardiac, Vascular, and Thoracic Surgery
- Organizer for Candidates for Department of Surgery, Chief(s) positions
- Created Transmission Handling System for Department of Surgery, Staff, and Faculty Support Team
- Developed and update records and digital files to maintain current, accurate documentation for Faculty using Box software and creating multiple spreadsheets
- Monitored and managed expenses with allotted budgets and reviewed and approved expense reports
- Precision internal and external letters and memoranda
- Lead Communicator between Staff, Faculty, and Chiefs
- Team-based communications to foster collaboration and enhance team morale
- Developed business recordkeeping by developing and optimizing organizational approaches for Staff, Faculty, and Chiefs, by using Box Cloud for records
- Delegated tasks and projects to (2) Peers and (2) Work Study Student(s)
Department Administrator II (SUPERVISOR)
University Of California, Santa Barbara
12.2019 - 05.2020
- In addition to providing high-level support to the Chair for managing faculty support (e.g., for faculty meetings, managing faculty recruitment visits, coordinating department events, etc.), serves as primary administrative point of contact for the department
- Maintains department budget, gathers and analyzes financial and other resource data; prepares reports for analyses of operational activities, evaluates current and proposed services
- Independently develops appropriate business procedures and practices with procurement, financial, and personnel processes according to university policies and GGSE procedures
- Audits and oversees payment processing and general ledger reconciliation
- Maintains historical background of the Department to provide analytical evaluation and institute procedural changes as needed
- Research complex financial discrepancies and work with staff contacts Dean' office as needed to resolve issues related to functions such as student services, budget, human resources, payroll, space, and schoolwide communications
Executive Assistant to Chief Operating Officer
Community West Bank HQ
01.2018 - 08.2019
- Tackled special projects such as Federal Audits to meet tight deadline
- Completed clerical tasks, including organizing personal files and various branch details
- Coordinated events, prepared agendas, and managed schedules for the COO and all Chief staff and investors
- Managed administrative functions, including complex calendar management focusing on proper allocation of executive availability
- Handled logistics, catering, agendas, and travel arrangements for meeting and event planning for the board of directors, president, and executive vice president
Executive Assistant to the Chief Executive Officer
Strategic Acquisitons
03.2016 - 10.2018
- Corresponded on behalf of executive and flagged important emails
- Maintained public relations relations with customers, vendors, and industry partners
- Developed presentations, reports, and minutes for executive meetings
- Managed external contacts for the CEO and tracked periodic communication with high-powered clients
- Directed administrative functions for the directors, consultants, and key managers
- Conduct research in preparation for executive meetings
Executive Assistant to the President
Majestic Fire Protection
06.2015 - 08.2016
- Entered new employees' salary into ADP database
- Payroll Reports
- Entered clients' orders into QuickBooks and emailing to clients'
- Unpaid accounts Reports
- Prepared invoices, memos, financial statements and other documentations
- Investigative research, compiled data for executive meetings
- Developed expense reports, budgets and filing systems
- Meeting minutes
Human Resources Office Assistant
Education Management Systems Inc
04.2013 - 07.2015
- Process payroll for 400 to 600 employees (excluding summer session, substitutes) per month for active associates
- Increase or decrease salaries
- Responsible for New Hire paperwork, benefits, and Onboarding Presentations.
- Credentialing
- CALPADS
- Census Surveys
- Provide assistance to Executives, HR Director, Managers and Generalist
- Improved record-keeping accuracy by regularly auditing employee files and updating information as necessary
- Increased transparency in hiring practices by creating standardized interview questions and evaluation criteria for all candidates entering the organization
Human Resources Clerk
Glendale Community College
08.2012 - 08.2013
- Coordinated New Hire Orientation
- Prepared weekly reports
- Internal communication
- Meeting Support and new policy notifications
- Investigated facility personnel files to ensure compliance
- Prepared monthly, weekly, and daily logs using Microsoft Excel and Microsoft Office
- Distributing mail
- Managed facility and staff exit interviews and paperwork
- Assisted with on-boarding process of all new hires of Glendale College
Education
Bachelor of Science - Organizational Leadership
Arizona State University
Tempe, AZ06.2025
Associate of Science - Business Management
Ventura College
Ventura, CA12.2022
Associate of Science - Social and Behavioral Sciences
Ventura College
Ventura, CA12.2022
Skills
- ADP Custom Reports
- Adobe Photoshop
- Records Management
- Microsoft Outlook, Word, PPT, Office, and Excel
- Project Management
- Calendaring
- Project Scientist & Researcher Merit & Promotion Dossier
- Volunteer Clinical Faculty Academic Appointments and Advancements Committee Coordinator, Agenda and Minutes
- Faculty Terminations
- Cognos Monthly Report
- Faculty Onboarding and New Hires
- Lead Correspondent Letters of Recommendation on behalf of Physicians, and Department Chiefs
- Kronos - Time Processor and Approver
- Ellucian Server - International and Domestic Visiting Scholars
- UCLA Business & Finance Solutions (Connexxus) (SAP Concur)
- LA County Olive View Medical Center Physician Timesheet
Certification
- Supervision Certificate of Achievement - Business Associate of Science, Ventura College, 2022
- UCLA Administrative Management Group (AMG) Advancements, 2022, 2023
- UCPath & PayPath Initiator Certification, UCLA, 2023
- Bruinbuy Preparer Training, 2023
- Form I-9 Policies & Tracker I-9 Systems, 2023
- UCLA Directory Update System, 2023
Affiliations
- Internationals WeloveU Foundation - 2012 - current
Timeline
Academic Personnel Analyst
University Of California, Los Angeles
08.2023 - 05.2024
Administrative Specialist
University Of California, Los Angeles
11.2021 - 08.2023
Department Administrator II (SUPERVISOR)
University Of California, Santa Barbara
12.2019 - 05.2020
Executive Assistant to Chief Operating Officer
Community West Bank HQ
01.2018 - 08.2019
Executive Assistant to the Chief Executive Officer
Strategic Acquisitons
03.2016 - 10.2018
Executive Assistant to the President
Majestic Fire Protection
06.2015 - 08.2016
Human Resources Office Assistant
Education Management Systems Inc
04.2013 - 07.2015
Human Resources Clerk
Glendale Community College
08.2012 - 08.2013
Bachelor of Science - Organizational Leadership
Arizona State University
Associate of Science - Business Management
Ventura College
Associate of Science - Social and Behavioral Sciences
Ventura College