Jill Bivens
Fayetteville,AR
Summary
Experience delivering customer service and administrative excellence, including clerical support and public interaction. Excels in calendar management, scheduling, data entry and database administration.
Experienced administrative professional prepared for this role with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment
Overview
15
15
years of professional experience
Work History
Office Support Administrator II
Garver, LLC
Fayetteville, AR
05.2019 - Current
- Executed data entry tasks within information systems and databases to ensure accurate record-keeping.
- Created essential documentation, such as letters, memos, spreadsheets, and presentations, to facilitate communication and information sharing.
- Facilitated efficient communication by scanning and dispatching documents to clients, sub-consultants, and other Garver locations.
- Scans documents to electronic files.
- Coordinated vehicle servicing, maintained logs and tag renewals to uphold fleet reliability and compliance.
- Facilitated travel arrangements for staff and candidates.
- Facilitated agenda preparation, documented meeting minutes, and participated in meetings as required.
- Streamlined coding, routing, tracking, and recording of office-related invoices and expenses.
- Compiled and submitted detailed expense reports for financial accuracy.
- Managed scheduling and organization of calendars for staff conference rooms and vehicles.
- Spearheaded strategic planning and coordination of office events to guarantee flawless execution.
- Drives and champions Garver culture initiatives/Garver Ambassador
- Facilitated budget creation in partnership with leadership to ensure financial alignment with organizational goals.
- Supported strategic planning and execution of office expansion projects to accommodate growth.
- Achieved seamless onboarding experiences for new hires through effective training programs. Enhanced office productivity by mentoring staff and fostering a collaborative environment. Drove team success by providing tailored support and resources.
- Assisted in organizing meeting agendas and documenting minutes for team discussions. Supported team members by distributing meeting notes and action items promptly. Coordinated follow-up tasks to ensure accountability and progress tracking.
- Update training materials and office support resources
- Executed negotiations with local vendors, hotels, and car rental companies to establish competitive corporate pricing agreements.
Administrative Assistant I
Garver, LLC
Fayetteville, AR
10.2017 - 05.2019
- Front desk representatives answer phones, greet clients and visitors, distribute mail, order supplies, and office upkeep.
- Coping scanning and filing documents.
- Communicate with the building manager and building maintenance for improvement requests.
Administrative Support Supervisor
Counseling and Psychological Services
Fayetteville, AR
11.2011 - 10.2017
- Serve as the front office representative and communicate frequently and effectively with the Associate Director and Director of CAPS regarding current status of upcoming needs, challenges, clinic policies and procedures to effectively serve the mental health needs of the students of the University of Arkansas.
- Conduct and participate in the interview and selection process of all CAPS applicants including clinicians, case managers, front office staff, hourly employees and graduate clinicians.
- Train, supervise, orient and informally evaluate the three Administrative Specialist III positions.
- Monitor, approve and record all CAPS procurement card purchases, keeping within p-card budget limits.
- Research data and prepare annual reports for the director of CAPS.
- Maintain and update the CAPS administrative handbook on a yearly basis.
- Prepare electronic and paper chart reviews for the CAPS yearly accreditation review.
- Communicate with administrators across campus including Department Heads within the Department of Student Affairs as well as academic units.
- Correspond with clients by phone or letter on behalf of the clinicians and psychiatrists.
- Prepare and handle legal documents (i.e., subpoenas, power of attorney papers, social security disability forms, military forms and authorization for release of confidential information, etc.).
- Perform all duties of the Administrative Specialist III positions in event of absence.
Clerical Assistant II
Counseling and Psychological Services
Fayetteville, AR
03.2011 - 11.2011
- Coordinate appointments for psychiatrists, mental health and graduate clinicians using Titanium and Point and Click electronic record keeping systems; additional duties include taking messages and assisting clients with scheduling and mediation issues.
- Process documents and personal client information in a discreet and confidential matter as required by HIPAA and counseling center regulations.
- Compile various documents using Microsoft Word and Excel.
- Able to handle crises in a caring and efficient manner.
- Facilitate communication between staff members and clients in a timely manner.
- Record and compose minutes at designated meetings; prepare and distribute as appropriate.
- Coordinate restocking of office supplies.
- Compose and prepare letters for clinical and administrative staff.
Education
High School Diploma -
Fayetteville High School
Fayetteville, ARSkills
- Legal Notary Expiration October 2036
- Interpersonal abilities/communication
- Detail-oriented data entry
- Customer and client relations
- Documentation management
- Proficient in Microsoft Office Suite
- Office management
- Effective calendar coordination
- Accounts payable processing
- Document management
- Event coordination
- Training and coaching
- Budgeting expertise
- Strategic planning
Timeline
Office Support Administrator II
Garver, LLC
05.2019 - Current
Administrative Assistant I
Garver, LLC
10.2017 - 05.2019
Administrative Support Supervisor
Counseling and Psychological Services
11.2011 - 10.2017
Clerical Assistant II
Counseling and Psychological Services
03.2011 - 11.2011
High School Diploma -
Fayetteville High School