Kathleen M. Merz
Raleigh,North Carolina
Summary
To obtain a challenging position utilizing my experience and education in combination with interpersonal and analytical skills
Meticulous [Job Title] with versatile background in various administrative support functions. Follows office workflow to increase performance levels, maintain files and records and support teams with various administrative tasks. Outstanding knowledge of MS Office and accounting software.
Skilled, dedicated and motivate Executive Office Coordinator with experience support C-level healthcare executive
Polished professional with advanced education and skills in office management, MS Office Suite software, ...
Resourceful Coordinator possessing outstanding prioritization, multitasking and planning abilities to juggle responsibilities. Systematic and methodical professional offering [Number] years of hands-on experience handling various administrative duties and tasks in office setting. Commended and recognized for meticulous file management abilities.
Overview
25
25
years of professional experience
Work History
Executive Office Coordinator
WAKEMED HEALTH AND HOSPITALS
Raleigh, North Carolina
06.2017 - Current
- Support Vice President/Chief Information Officer and Chief Medical Information Officer including complex schedule coordination and varied administrative duties
- Provide administrative support to the department directors, including processing bi-weekly time records
- Serve as office manager for approximately 150 staff, including planning department-wide events
- Maintain strict confidentiality, uses discretion and sound judgment in performing duties which include exceptional communication, organizational and customer service skills, knowledge and perception of what constitutes urgent/non-urgent attention
- Serve as first point of contact/communication for department visitors
- Record and transcribe minutes at four monthly executive governance meetings, as well as department senior leader meeting weekly, and monthly meetings including full leaders, Employee Advisory Group, and full department staff meetings
- Coordinate monthly department networking events and work with Marketing/Public Relations and Corporate Compliance departments to coordinate building-specific events.
- Developed strategies to improve operational procedures and reduce costs.
- Assisted with the preparation of presentations for senior management, department, and team meetings.
- Organized team events to promote a positive work environment.
- Monitored inventory levels and ordered additional supplies as needed.
- Maintained calendars of upcoming events, meetings and deadlines.
- Facilitated communication between different departments in order to resolve issues quickly.
- Organized travel plans for business trips including flights, hotels, car rentals.
- Resolved customer complaints or answered customers' questions.
- Researched and prepared reports required by management or governmental agencies.
Project Associate
SOCIUS HEALTH SOLUTIONS
Raleigh, North Carolina
09.2015 - 06.2017
- Supported President including varied administrative duties
- Coordinated annual budget, periodic financial and cash flow reports
- Ensured smooth running of Socius office day-to-day operations
- Served as liaison between President and C-Suite executives/staff of member organizations, Board members, and vendors
- Coordinated schedules of Socius staff including regular meetings with member organizations including Socius Board, Operations Committee, individual work groups, contractors, consultants, and vendors
- Maintained annual subscriptions/polices for WebEx Videoconferencing, Outlook, D&O Insurance Policy
- Transcribed Socius Board meeting minutes
- Processed employee time records for Payroll
- Maintained office supplies including ordering and process invoices
- Designed and maintained filing system
- Maintained relationship with property manager
- Organized office set-up including coordinating and scheduling vendors for furniture, telecommunications, A/V, signage, and movers.
- Monitored progress against milestones to assess performance against objectives.
- Created presentations summarizing project outcomes for senior management review.
- Participated in team brainstorming sessions to generate creative ideas for problem solving.
- Scheduled team meetings and collaborated with [Number] other team members.
- Monitored communications between in-house software team, clients and stakeholders.
- Submitted budget estimates, progress reports and cost tracking reports.
- Created project status presentations for delivery to customers or project personnel.
Executive Assistant
WAKEMED HEALTH AND HOSPITALS
Raleigh, North Carolina
04.2014 - 09.2015
- Supported Executive Vice President/CFO including varied administrative duties
- Served as liaison between Executives and other members of the Executive, Corporate and Management staffs, Finance staff members, Physician and Community leaders
- Maintained strict confidentiality, used discretion and sound judgment in performing duties
- Resolved issues with division employees, vendors, patients as appropriate to prevent escalation to CFO
- Provided administrative support to the Chief Compliance Officer, Corporate Compliance Department, Chief Internal Audit Officer, Controller, and Financial Planning Department
- Served as liaison between Evolent Health and WakeMed Information Services Department
- Served as temporary Executive Assistant to President of Socius Health Solutions
- Coordinated scheduling meetings for all executives listed above with other executives, physicians, community and business leaders, and department staff.
- *Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive vp/cfo. scheduled appointments for exectuives with external parties such as vendors or suppliers (EOC & PRA)
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Set up meeting and event logistics for senior management and updated calendars.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Maintained confidential records and files related to executive operations.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Developed effective filing systems for easy retrieval of information when needed.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Assisted in organizing conferences, seminars and other events as directed by the executives. (EOC)
- Managed all aspects of catering needs for special events hosted by the organization. (EOC)
- Oversaw inventory control processes ensuring availability of supplies at all times. (EOC)
- Answered telephone calls from customers or clients providing assistance where necessary.
- Managed and tracked expenses to meet company budget requirements. (PRA)
- Obtained signatures for financial documents and internal and external invoices.
- Conducted research and collected and analyzed data to prepare reports and documents. (EOC ee eng survey 2020)
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions. (PRA)
- Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events. (ALL)
- Delivered optimal administrative, customer service and case management support.(EOC)
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Executed special objectives and projects in response to executive team and board member requests. (EOC ee eng survey 2020)
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives. (EOC)
- Prepared invoices and drafted memos for executives.
- Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
Patient Services Representative
WAKEMED HEALTH AND HOSPITALS
Raleigh, NC
10.2013 - 04.2014
- Coordinated patient discharge plans prepared by Behavioral Health Social Worker
- Ensured all discharge planning documentation was complete, accurate, and entered timely
- Maintained confidentiality with all patient/family information and complied with HIPAA guidelines
- Maintained effective, open, and consistent lines of communication with team members and department staff
- Initiated, developed, and sustained positive relationships with all community resources, including behavioral health agencies and other community partners.
- Maintained confidentiality of all patient information according to HIPAA regulations.
Certified Nursing Assistant I/Clinical Secretary
WAKEMED HEALTH AND HOSPITALS
RALEIGH, NC
04.2009 - 10.2013
- Provided direct patient care including personal needs and comfort of patient under supervision of staff nurse
- Provided phlebotomy services for patients on unit as ordered by physicians
- Charted patient care provided and patient status throughout shift in electronic medical record
- Performed Clinical Secretary duties listed below.
- Provided secretarial support for the clinical care unit’s professional staff
- Disseminated information, interpreting and transcribing physician orders
- Assembled, organized, and maintained hard copy patient medical records while on unit
- Ensured availability and completeness of patient medical records, both physical and electronic
- Served as receptionist for unit, greeting visitors to unit and responding to patient call bell
- Maintained medical and office supplies
- Served as Constant Observer for Behavioral Health patients as needed.
Senior Executive Assistant/Contracts Specialist
WAKEMED HEALTH AND HOSPITALS
RALEIGH, NC
11.2003 - 04.2009
- Supported Executive Vice President of Operations and Ambulatory Development, including maintaining schedule; composing and processing correspondence and presentations; travel and conference arrangements
- Coordinated physician contract system including the following: Reviewed and revised contract template language with legal staff as needed
- Initiated development and creation of physician contracts database and reporting program with internal IT department
- Maintained physician contracts databasePrepared and coordinated contract renewals, amendments, and addendums
- Ensured compliance for all new and renewal contracts
- Produced and distributed monthly contract reports
- Compiled and produced annual contract compliance report for Board of Directors
- Coordinated payments to contracted physicians with Accounts Payable
- Acted as liaison between Executive Vice President and members of the Board of Directors, Executive, Corporate, Management, and Medical Staffs, as well as community leaders and real estate developers
- Resolved issues with division employees, vendors, patients as appropriate to prevent escalation to Executive Vice President
- Processed time records for division employees using Kronos Time & Attendance System
- Maintained office and policy manuals, and division files
- Interacted with public (patients, family members, vendors, etc.) in variety of high stress situations
- Served as resource to division staff on variety of software issues (MS Office, Groupwise).
Executive Assistant
WAKEMED HEALTH AND HOSPITALS
Raleigh, NC
02.1999 - 11.2003
- Supported Senior Vice President, Strategic/Community Services and Corporate and Community Health Department
- Coordinated and prepared quarterly system-wide balanced scorecard report for Chief Operating Officer
- Assisted in preparing annual department budgets for Strategic/Community Services, Community Health Improvement, and WakeMed Foundation
- Processed and maintained monthly budget reports for division
- Coordinated and maintained applications, records and budgets for grants received by WakeMed
- Produced bi-monthly budget updates and annual operational/financial progress reports for grants
- Coordinated and maintained WakeMed Community Health Improvement (CHI) Fund financials
- Coordinated incoming grant applications as well as monthly budget updates and financial tracking
- Processed requests for donations from to community organizations
- Maintained financial records/database of donations and reported periodically to Senior VP
- Coordinated collection, maintained database, and prepared reports of community benefit contributions
- Participated in presenting annual training on system-wide Community Benefit Program
- Assisted in preparation of annual charitable contribution report
- Supervised registration staff during annual WakeMed Foundation celebrity fundraising event
- Served on variety of special projects throughout division as needed (PR, Marketing, Foundation, Corporate & Community Health).
- art wall - vendors, internal customers, internal teams
- Conducted research on various topics as requested by executives or senior management personnel.
- Maintained Kronos records for executive team
Education
Bachelor of Science - Accounting
NORTH CAROLINA WESLEYAN COLLEGE
Rocky Mount, NC12-2013
Bachelor of Science - Business Administration
NORTH CAROLINA WESLEYAN COLLEGE
Rocky Mount12.2001
Skills
- Project Coordination
- Communication
- Sensitive Information
- Executive Level Management
- Planning and Scheduling Management
- Customer Service Management
- Office Management
- Teamwork
- Organization Skills
- Microsoft Office
- Administrative Leadership
- Information Collection
- Event Planning and Coordination
- Customer Service
- Discretion and Confidentiality
- MS Office
Timeline
Executive Office Coordinator
WAKEMED HEALTH AND HOSPITALS
06.2017 - Current
Project Associate
SOCIUS HEALTH SOLUTIONS
09.2015 - 06.2017
Executive Assistant
WAKEMED HEALTH AND HOSPITALS
04.2014 - 09.2015
Patient Services Representative
WAKEMED HEALTH AND HOSPITALS
10.2013 - 04.2014
Certified Nursing Assistant I/Clinical Secretary
WAKEMED HEALTH AND HOSPITALS
04.2009 - 10.2013
Senior Executive Assistant/Contracts Specialist
WAKEMED HEALTH AND HOSPITALS
11.2003 - 04.2009
Executive Assistant
WAKEMED HEALTH AND HOSPITALS
02.1999 - 11.2003
Bachelor of Science - Accounting
NORTH CAROLINA WESLEYAN COLLEGE
Bachelor of Science - Business Administration
NORTH CAROLINA WESLEYAN COLLEGE
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