Julie Torrence

Report directly to the CEO, and the Executive Director of the Office of the CEO

• Maintained confidentiality in handling sensitive information, preserving trust among employees and stakeholders.
• Streamlined office processes by implementing efficient administrative systems and procedures.
• Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
• Implemented project management techniques to overcome obstacles and increase team productivity.
• Collaborated cross-functionally diverse departments within organization achieve common goals streamline workflow initiatives.
• Enhanced executive productivity by managing schedules, organizing events, and coordinating travel arrangements.
• Increased efficiency by automating routine tasks using technology tools such as spreadsheets and database management software.
• Managed high-level correspondence effectively prioritizing responses according to urgency levels while maintaining professionalism.
• Facilitated meetings both internally and externally with appropriate preparation including agenda creation distribution materials coordination.
• Resolved issues through active listening and open-ended questioning, escalating major problems to manager.

• Completed a wide variety of administrative tasks for Hope Network leadership and assigned staff members including: the management of an extremely complex and active calendar of appointments; completing expense reporting requirements, composing and preparing correspondence that is highly sensitive and confidential; arranging complex an detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Maintained regular and accurate meeting minutes for a variety of organizational meetings, including Board meetings
• Planned, coordinated and ensured the assigned Hope Network leader’s schedule is followed and respected
• Acted as the “gatekeeper “and “gateway” creating win-win situations for direct access to the leader’s time and office
• Researched, prioritized, organized, and followed up on incoming issues and concerns addressed to the assigned leader(s), including those of sensitive or confidential nature; works with the leader as needed to determine the proper course of action, referral or response
• Lead on grant projects, submission, team organization, delegation of tasks, meeting and submitting grant deadlines.
• Provided a bridge for smooth communication between internal departments within Hope Network; modeling leadership to maintain credibility, trust and respect across the network
• Worked closely and effectively with the assigned leader(s) to keep him/her well informed of upcoming commitments and responsibilities; following up appropriately; attends meetings as needed and required
• Provided leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the assigned leader(s), some of which may have organizational impact
• Prioritized conflicting needs; handled matters expeditiously, proactively, and follows –through on projects to successful completion and often under deadline pressures
• Assist as directed by the Director of Executive Services and when required on events, meetings or other activities of C-Suite leadership
• Coordinate events for various leaders and service lines as assigned, for small and large groups

• Managed all administrative aspects of the Executive Offices and the workflow by understanding priorities, managing schedules, anticipating steps ahead, and focused on the most important projects
• Provided administrative support to the President, including oversight of scheduling, travel, speaking and public relations engagements, expense reporting, correspondence, etc
• Developed and maintained strong relationships with donors, alumni, and stakeholders. Worked with VP of Alumni Relations on stakeholder engagement.
• Drafted, coordinated review of, and finalized internal and external reporting from the Executive Offices, including reports to the Board of Trustees, external reports and correspondence, board meeting minutes, etc
• Facilitated functionality of councils and advisory boards; manage related initiatives and documentation
• Provided strategic guidance and tactical support to the President - Helped make wise decisions by consolidating information from various sources including feedback from others to offer sound counsel
• Managed the Major Donor Relations budget and planned events involving major donors; served as a liaison between donors and students
• Managed all administrative aspects of the Board of Trustees - Assisted with communication to the Board of Trustees
• Scheduled annual meetings and coordinated logistics (food, set-up, etc.) for the meetings
• Recorded minutes for the Executive Committee and Board of Trustees meetings
• Maintained all records and essential documents (By-Laws, etc.) relating to University governance
• Managed the Board budget and processed travel expenses for Trustees
• Facilitated and executed all projects and initiatives driven by the president and his office. These projects included major initiatives set forth by the president for the university as a whole.
• Organized workflows, system processes and protocols, managed task force teams and committees, worked with external stakeholders.
• Produced timelines, goals, initiatives, and marketing launch of new projects
• Coordinated special events, board meetings, and the president’s speaking engagements
• Secured venues, catering, oversee marketing and promotions at Cornerstone and with WCSG Radio Station.

• Performed all administrative functions for Biomedical Sciences Dean and faculty, Biomedical Informatics Dean and faculty, Development and Alumni Affairs Dean and faculty, and Research Dean and faculty
• Managed calendars for deans and faculty, scheduled meetings, conducted meeting minutes and agendas, processed expenses, booked travel, performed administrative, IT and HR duties, and managed special projects for each team
• Research Day Coordinator/Event Planner - coordinated Research Day and oversaw the Research Pilot Program with the Assistant Dean of Research. Planned and managed the year long event planning process, organization of departments and team, delegation of tasks and special projects associated with Research Day
• Oversee all aspects of Research Day events including booking keynote speakers, creating programs, promotional and marketing materials, and managed communication with students and staff
• Organized and marketed Pilot Research Projects on WMed Research Website by updating the website and the Research portal and communications
• Managed interview process by coordinating travel plans, scheduling interviewers, creating itineraries, and providing resources to candidates for on-site presentations
• Assisted with training on onboarding of new employees
• Guided new employees through basic WMed functions, processes, and software platforms
• Committee Management - Oversaw all aspects of committee management including; appointing of students, residents, and faculty; organization of communication to committee members, scheduling of committee meetings, and providing meeting agendas and minutes
• Maintain extensive Committee Master List spreadsheet and database.

• Acted as Human Resource Manager for the company. Performed bi-weekly payroll and paid all tax liabilities for state and federal taxes
• Approved and entered time-cards into Quickbooks
• Onboarded new employees and managed W-4’s, 1099’s, I-9 Verifications, Intuit Direct Deposit, enrolled in insurance policies
• Benefits - Figured costs for monthly benefits by working with insurance companies
• Submitted and processed paperwork to benefit companies such as BCBS, Delta Dental, Companion Life, Guardian Insurance
• Assisted with the new hire process, from posting jobs on Indeed to screening potential candidates and reviewing resumes, and set interviews and created the itinerary
• Performed all administrative tasks for the company, including calendar management and scheduling of meetings for employees. Prepared various documents for the company utilizing my Powerpoint and creative marketing skills
• Planned and organized approximately 7-9 trade shows each year
• Filed tax and legal documentation, and surveys for funding
• Managed all accounts payable and accounts receivable via Quickbooks, bill entry and bill payment via bi-weekly check runs
• Performed all domestic and international wire payments to vendors
• Ran A/P and A/R Aging Summary reports for review and approval by the CFO
• Managed Quickbooks and company bank accounts on a daily basis and reconciled bank accounts and credit cards for the monthly reconciliation process
• Processed all expense reports for employees
• Planned and organized approximately 7-9 trade shows each year
• Planned and managed all company events including annual Christmas party, golf outings, dinners, conferences, lunch and learns.

• Admin/Clerical/Facilities Management - Increased Advisors visibility to their clients by 40 percent by making appropriate adjustments in calendars and scheduling client meetings
• Created a new tracking process to ensure clients were receiving excellent service and support
• Event Planning and Sponsorship Coordinator – Coordinated company events and marketing efforts, including obtaining compliance approval, creating and sending event invitations, handling vendor contracts and venue set-up, preparing meeting materials
• Facilitated Annual sponsorships including communication with sponsor contracts, development of ad copy and logo placement, and sponsor payment
• Lead project manager for new expense reporting system which reduced errors by 35%
• Coordinated with CWS accountant on vendor invoices, expense tracking, accounts receivable and payable
• Client Service Assistant/Paraplanner - Grew customer relationship management by updating contact information and meeting note entry in the CRM database
• Performed daily check deposit with cashiering functions.

• Managed calendars, schedules, travel, and expenses for 8 VP's, 6 Directors, and over 30 plus team members
• Performed and executed Human Resources responsibilities and tasks for VP's and their teams
• This includes the onboarding and off boarding of employees, preparing itineraries for candidates
• Entered employee information into the Human Resources portal and facilitated training of new employees
• Budget Analyst
• Managed budgets for the teams and all functions related to budget maintenance
• Provided weekly and monthly budget updates in excel and Anaplan
• Worked with vendors to gather budget data and information
• Adjusted budgets accordingly depending on actuals received from vendors
• Analyzed current P and L and created new ways of optimizing spend
• Coupon Coordinator for the Coupons Team
• Managed PO requisition, payment of invoices, budget and spreadsheets for monthly tracking of coupons
• Worked closely with coupon vendors.

• Founded and established a 501 (c)3 pre-professional ballet school
• Human Resources - Hired and managed 9 employees, 40 plus volunteers, 8 board of directors, and 274 students
• Grew the school from 2 students to 274 students training in classical ballet
• Formed and organized the Board of Directors, worked closely with each position
• Held quarterly Board meetings for school planning and budgeting
• Performed all financial aspects of the school including accounts receivables, payables, and payroll
• Increased revenue by 34 percent
• Organized complex class schedules, rehearsal schedules and teacher calendars
• Created a strong marketing platform, website, and company marketing materials
• Established strong relationships within the community and with local area business
• Secured donors and sponsors for funding for the school.