KELLY A. BARNES
Durham,NC
Summary
Administrative Professional with over 25 years of progressive experience and diverse career background in the Pharmaceutical, Communication and Healthcare Industries. Enjoy the many challenges and accomplishments in the various fields worked: Proactive approach, exceptional communication skills and decision-making abilities, analytical thinking and problem-solving skills. Adaptable, with the ability to work independently, while also thriving in a team environment.
Overview
26
26
years of professional experience
Work History
Senior Executive Assistant
Chiesi USA, Inc.
09.2020 - Current
- Managed schedules, events and travel plans, as well as domestic and international trips for up to 6 executives.
- Processed travel expenses and reimbursements for executive team.
- Contributed to smooth business operations by planning and organizing meetings.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Managed travel itineraries and logistics for accommodations.
- Developed strong relationships with internal departments to facilitate cross-functional collaboration on key initiatives driven by senior leaders.
- Maintained professionalism while handling sensitive information by adhering to strict confidentiality protocols at all times.
- Streamlined executive schedules by managing appointments, meetings, and travel arrangements to ensure smooth daily operations.
- Created expense reports and filing systems.
- Managed executives' complex and frequently changing travel arrangements and coordinated pre-planning of trips.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for all types and sizes of meetings.
- Optimized time management practices with the creation of comprehensive itineraries for executive travel plans both domestically and internationally.
- Maintained executive's appointment schedule by planning and scheduling appointments, teleconferences and travel plans.
- Accurately and quickly process Purchase Requistions, invoice service entry sheets and invoices releases.
- Facilitated successful events by coordinating logistics, vendor relations, and guest accommodations for high-level corporate functions.
- Maintained confidential, administrative support to executive team.
- Expedited resolutions on pressing matters through effective prioritization of tasks according to urgency level required by executives.
- Complied with special requests from executive team members for research, assistance and travel arrangements.
- Handled confidential and sensitive information with discretion and tact.
- Facilitated training and onboarding for incoming Administrative Team staff. Ongoing mentor for recently hired Administrative Team staff.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for the executive team.
- Coordinated events and worked on ad hoc projects.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Screened personal and business calls and directed to appropriate party.
- Participated in annual volunteer events.
Executive Assistant and Office Administrator
Oriel Therapeutics, Inc.
09.2008 - 06.2020
- Company Overview: A Novartis Company
- Performed administrative responsibilities for executives to include the following: calendar management, extensive domestic and international travel arrangements, creating and processing expense reports, credit card reconciliation, calendar management, mileage reports, general administrative support
- Records Management of paper and electronic filing systems for all original corporate documents, including contracts, vendor agreements, etc
- Point of contact for all vendors, suppliers, attorneys and other relevant outside parties
- Managed all administrative services to include: vendor selection and interactions, staff travel, purchasing, accounts payable, maintaining office and break room supplies
- Board interactions: organized and managed Annual Board of Directors Calendar, liaison between Board members and staff, compile and distribute Board books
- Managed Sandoz and Oriel IT network needs, liaise with internal and contract IT support
- Proficient use of purchasing and payables systems SRM, SAP, Great Plains
- Managed Travel & Entertainment Budget
- Project Management of Administrative Integration Team activities post acquisition of Oriel by Sandoz/Novartis in 2010
- Liaised with Accounts Payable and Finance regarding vendor late payments, purchasing system issues, usage of ticketing portal
- Managed corporate due diligence activities prior to Novartis acquisition, including population and maintenance of data room, external access, monitoring and reporting data room activity, maintaining electronic and hard copy files of all related materials
- Supervised and directed work flow of Administrative Assistant
- Meeting management including logistics, event setup and catering arrangements
- Responsible for drafting, maintaining, tracking database and files for vendor agreements/contracts and confidentiality agreements
- Ensure employee adherence to company administrative policies and procedures
- Successful training and implementation of new purchasing and expense reporting portals
- Successfully managed office space remodeling and construction (Oriel)
- Special Projects as assigned by company President and Vice President
- Member of the Diversity and Inclusion Committee
- Member of the HR Core Change Champion Committee
- A Novartis Company
Accounting Coordinator
Verizon South, Inc.
09.2005 - 09.2008
- Company Overview: Verizon Telecom Marketing, Print Services
- Interim Accounting Coordinator position as of 1/1/07
- Responsible for all Accounts Payable and Accounts Receivable duties
- Produced and managed all monthly production, budget, and expense reports
- Coordinated all front office functions, liaison with management to ensure all departmental needs are met
- Strategized with members of management regarding improvement of work flow, work assignments, vendor & customer requests
- Ordered supplies, software and miscellaneous items
- Processed all associate time reporting/payroll in RDM, maintain time card files and attendance database
- Maintained vendor contract renewals and all files pertinent to the department vendors and suppliers
- Liaison with Finance to ensure accurate and timely submission of all accounts receivable and transfer requests
- Receptionist for visitors and vendor representatives, point of contact for real estate, property management and assistant to the department manager
- Point of contact for customers with billing and accounting questions
- Complete any special projects as assigned by management
- Assisted employees with questions/issues regarding payroll, time reporting and benefits
- Daily use of PACE, Lotus Notes, Microsoft Office Applications, Verizon E-web, PeopleSoft, RDM
- Verizon Telecom Marketing, Print Services
Reimbursement Specialist- Provider Enrollment Specialist
Patient Revenue Management Organization, Duke University Health System, Inc.
11.1999 - 09.2005
- Oversaw the coordination and preparation required to enroll and continue participation of over 1000 PDC, CPDC, Duke Health System and Duke University healthcare providers with over 40 managed care and third party health plans and carriers
- Coordinated with internal and external resources to ensure timely and accurate enrollment, collection of required providers credentialing information
- Analyzed various needs and inconsistencies within provider enrollment and developed plans for improvement
- Created and maintained the policy and procedure for provider enrollment, researched and documented provider enrollment needs
- Responsible for the maintenance and distribution of the provider directory and provider matrix
- Managed/maintained Microsoft Access Database, the central data base which produces monthly provider directory and houses pertinent confidential provider demographic and credentialing information
- Knowledge of managed care contracting process’, physician billing compliance and billing system logic, HIPAA
- Interfaced with Administration, Information Systems, Department Heads and Health Plans regarding provider enrollment operational flow, setup and compliance
- Completed all necessary paperwork needed to enroll providers with contracted and third party carriers
- Successfully provided instruction, training and acted as a resource and liaison for internal departments regarding Snappnet, on-line credentialing and enrollment software as well as training of co-workers on new provider enrollment procedures
Assistant Supervisor – Patient Collections
Private Diagnostic Clinic, PLLC, Duke University Medical Center
06.1998 - 10.1999
- Scheduled, coordinated and distributed employee work assignments
- Conducted quality reviews of employee work for evaluation and possible wage increase
- Prepared timecards and account reconciliations
- Tested new procedures/policies in the billing system; knowledge of billing policies, system logic and compliance
- Represented supervisor in his/her absence
- Monitored quality control of patient statements
- Researched delinquencies in office procedures and recommended improvements
- Corresponded with collection agencies, physicians, attorneys, patients, managers and other employees
- Served as backup for payment analyst liaising with collection agencies
- Responsible for weekly and monthly system write offs and financial classification transfers to hundreds of patient accounts
- Provided employee training and assistance as needed
Education
Academic Diploma -
Orange High School
Hillsborough, NCAnnual trainings hosted by Novartis Pharmaceuticals - Code of Conduct, Adverse Events, Anti-harassment, Anti-bribery, Information Management, Data Privacy, Conflict of Interest, Social Media for Personal Use
01.2019
Verizon Net Learn Education - Building Emergency Preparedness Program Training
04.2007
Verizon Net Learn Education - Microsoft Windows 98 User Fundamentals, Corporate Compliance-Records Management, Financial Management: Accounting Fundamentals
10.2005
Technical Report Writing - Medical Terminology, Advanced Mathematics
Durham Technical Community College
Durham, NC01.1992
Banking & Finance - Business Law
Alamance Community College
Haw River, NC01.1988
Skills
- Self Starter
- Executive Support
- Administrative Support
- Office Management
- Strong Problem Solver
- Schedule & calendar planning
- Meticulous attention to detail
- Information confidentiality
- Customer Service-Oriented
- Expense Reporting
- Microsoft Office
- SAP
Computerapplications
- Hospital and Physician billing systems (IDX, MCIS, DHIS)
- Microsoft Office (MS Outlook, Word, Excel, PowerPoint, Access)
- Lotus Notes
- PACE (Print Shop billing and accounting system)
- RDM (time reporting system)
- SRM/SAP, Ariba (purchasing and payables system)
- E-Time (time reporting system)
- Travel Agency Portal for online travel arrangements
- TMS (Talent Management System)
References
Available upon request
Hobbies and Interests
- Taking walks on nature trails
- Touring historical sites
- Traveling
- Reading
- Spending time with family
Timeline
Senior Executive Assistant
Chiesi USA, Inc.
09.2020 - Current
Executive Assistant and Office Administrator
Oriel Therapeutics, Inc.
09.2008 - 06.2020
Accounting Coordinator
Verizon South, Inc.
09.2005 - 09.2008
Reimbursement Specialist- Provider Enrollment Specialist
Patient Revenue Management Organization, Duke University Health System, Inc.
11.1999 - 09.2005
Assistant Supervisor – Patient Collections
Private Diagnostic Clinic, PLLC, Duke University Medical Center
06.1998 - 10.1999
Academic Diploma -
Orange High School
Annual trainings hosted by Novartis Pharmaceuticals - Code of Conduct, Adverse Events, Anti-harassment, Anti-bribery, Information Management, Data Privacy, Conflict of Interest, Social Media for Personal Use
Verizon Net Learn Education - Building Emergency Preparedness Program Training
Verizon Net Learn Education - Microsoft Windows 98 User Fundamentals, Corporate Compliance-Records Management, Financial Management: Accounting Fundamentals
Technical Report Writing - Medical Terminology, Advanced Mathematics
Durham Technical Community College
Banking & Finance - Business Law
Alamance Community College
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