Kathleen Lefebvre
PORTLAND,OR
Summary
Admin Specialist III coordinating executive calendars, document workflows, and cross-department requests across academic and healthcare settings. Keeps records management, reporting, and meeting logistics organized for busy teams while maintaining clear communication with staff and stakeholders. Supports smooth daily operations by resolving scheduling conflicts, preparing materials, and keeping administrative processes on pace.
Overview
26
26
years of professional experience
Work History
Admin Specialist III
City of Portland - Bureau of Planning and Sustainability
09.2023 - Current
- Coordinate [number] agenda packets per cycle for committee and regular meetings while keeping timelines on track.
- Schedule MHCRC regular meetings in Outlook and coordinate calendars with Community Media Centers.
- Prepare agendas with Chair approval, gather supporting materials, and track committee and regular agenda items.
- Produce meeting minutes in Word, resolve hybrid technology issues, and provide live support during Commission meetings.
- Maintain contacts, dates, and Franchise Compliance data in Excel, and prepare council filings for agenda placement with the City of Portland and five local jurisdictions.
- Manage SAP uploads, update the MHCRC website in WordPress, coordinate special events, and learn SAP reports, Content Manager, and P&D.
Office of Institutional Research and Planning - Executive Assistant
Portland State University
09.2019 - 09.2023
- Processed [number] public records requests monthly while maintaining timely response and records management.
- Reconciled department budget and credit card activity through monthly expenditure tracking and invoice processing.
- Interpreted State travel rules and reviewed business expenses for compliance before reimbursement approval.
- Coordinated hiring actions and position funding distributions to support Human Resource needs.
- Ran OnBase reports, updated the department website, and formatted documents for recurring administrative requests.
- Supported the Director with special projects and handled day-to-day stakeholder communication.
Center for Public Service (CPS) - Operations Manager, temporary position
Portland State University
06.2019 - 03.2020
- Oversaw daily office operations for the Center for Public Service during a department transition.
- Prepared and formatted documents, records, and correspondence to keep information accurate and accessible.
- Coordinated stakeholder communication to support smooth handoffs and timely issue resolution.
- Handled event coordination, travel coordination, and invoice processing with consistent attention to detail.
- Entered and updated data to maintain reliable administrative records and support day-to-day operations.
Construction Manager/Airbnb host
Self-Employed
10.2016 - 06.2019
- Managed construction planning and permitting for a detached Accessory Dwelling Unit in Portland, Oregon.
- Delivered over 200 guest stays with consistent service and responsive communication.
- Maintained consistent 5-star ratings by resolving guest issues professionally and promptly.
- Resolved guest and property issues with a calm, customer-first approach.
- Prioritized client needs while supporting a reliable, high-touch hosting experience.
- Contributed to Airbnb community discussions and documented operational details for smoother coordination.
Regional Research Institute - Human Resource Coordinator
Portland State University
09.2010 - 08.2017
- Managed grant-funded and state-funded hiring for the Regional Research Institute, coordinating calendars, scheduling, and stakeholder communication.
- Co-managed a .75 FTE Official Specialist II role while supporting document formatting and records management.
- Oversaw 23 small grant budgets, including tuition remission for department PhD students, and maintained related budget records.
- Verified, disbursed, and reconciled Foundation accounts while processing invoices and maintaining accurate transaction records.
- Managed department security access and partnered with Sponsored Projects to follow grant payroll standards and requirements.
School of Social Work - Program Assistant
Portland State University
04.2007 - 09.2010
- Reconciled department Visa card activity in Banner and the University fiscal database.
- Coordinated Personal Service Contracts within University guidelines, partnering with PSU Purchasing and Contracts.
- Managed bill payments and invoice corrections by working directly with vendors to meet deadlines.
- Co-coordinated the annual Master of Social Work graduation event, supporting 150 graduates, their families, and faculty.
- Co-managed the fall new student welcoming with the MSW Director and supported event logistics.
- Arranged travel and processed reimbursements while maintaining accurate supporting documentation.
- Ran reports in FIS, SIS, and BI-Query and supported special projects for the Chief Budget Officer.
School of Nursing - Program Coordinator
Oregon Health Sciences University
06.2000 - 05.2003
- Supported the Admissions Office by coordinating applicant communication and routing inquiries to the appropriate staff.
- Prepared and formatted admissions documents, maintaining organized files and consistent records for graduate and undergraduate programs.
- Coordinated calendars, meetings, and related administrative follow-up to keep program operations moving smoothly.
Education
Bachelor of Arts - French Literature
Portland State University
03-1997
Skills
- Calendar coordination
- Meeting scheduling
- Agenda preparation
- Document formatting
- Records management
- Stakeholder communication
- Event coordination
- Travel coordination
- Invoice processing
- Data entry
Timeline
Admin Specialist III
City of Portland - Bureau of Planning and Sustainability
09.2023 - Current
Office of Institutional Research and Planning - Executive Assistant
Portland State University
09.2019 - 09.2023
Center for Public Service (CPS) - Operations Manager, temporary position
Portland State University
06.2019 - 03.2020
Construction Manager/Airbnb host
Self-Employed
10.2016 - 06.2019
Regional Research Institute - Human Resource Coordinator
Portland State University
09.2010 - 08.2017
School of Social Work - Program Assistant
Portland State University
04.2007 - 09.2010
School of Nursing - Program Coordinator
Oregon Health Sciences University
06.2000 - 05.2003
Bachelor of Arts - French Literature
Portland State University