Mary Kelly
Academic Operations Coordinator
Philadelphia,PA
Summary
Dependable Academic Operations Coordinator providing academic initiatives and administrative support to faculty, staff and students. Proficient in managing adjunct contracts, wages, course schedules and communications. Possesses strong interpersonal skills with demonstrated ability to manage competing priorities and meet deadlines. Creative problem solver with strong analytical and critical thinking skills.
Overview
42
42
years of professional experience
Work History
Coordinator of Academic Operations
Thomas Jefferson University East Falls Campus
10.2016 - Current
- Manage PhilaU/Jefferson online faculty/course assignments and advisor assignments in Banner,
- Manage adjunct contracts and salaries in Peoplesoft, as well as salaries in MyTime. Review each pay period.
- Maintained textbook spreadsheet, send each term's textbook list to bookstore, ordering of required textbooks for adjunct
- Assist with onboarding of new hire adjuncts
- Assist Director of Online/Associate Dean with adjunct communications regarding teaching assignments, attendance, grades, submitting HR required trainings, etc.
- Serve as liaison with Wiley, Registrar, Business Office, HR and other campus offices
- Collaborated with Wiley on online applicants, reviewed and accepted new students, managed online applications in Slate, ran Argos reports relating to new students
- Paid invoices, including Wiley monthly invoice and tracked on excel spreadsheet
- Process probation reports and course evaluations
- Process add/drop forms, late withdrawals
- Assisted with Blackboard course setup, review all courses for missing/broken links, review all courses for submission of adjunct bio and welcome to class (prior to change to Canvas) and monitored adjunct weekly postings and grading in Blackboard
- Maintain student files
- Purchasing of office supplies
- Manage office reception area by welcoming visitors and answering main phone line in a professional and courteous manner
- Interact with students, co-workers, visitors, and other individuals consistent with the values of Philadelphia/Jefferson University
- Other tasks as needed by office staff
Operations Coordinator
Philadelphia University/Jefferson University
12.2013 - 10.2016
- Admissions coordinator for Philau online. Coordinate and process admissions, applications and related correspondence associated with student registration
- Maintain student files
- Manage PhilaU/Jefferson online adjunct assignments, contracts, and processing of all requests of payment for instructional and non-instructional assignments
- Assist with online course scheduling
- Process probation reports and course evaluations
- Ordering of required textbooks and materials
- Assist with Blackboard course setupMonitor adjunct weekly postings and grading in Blackboard associated with student registration
- Serve as Liaison with TLH, Registrar and Business Office, as well as other offices on campus
- Assist Vice President of Innovation and Director of Online Programs with setting up meetings, catering, parking and any other tasks needed for campus visitors and events
- Manage VP of Innovation monthly Credit Card statement by posting G/L numbers to charges
- Manage office reception area by welcoming visitors and answering main phone line in a professional and courteous manner
- Interact with students, co-workers, visitors, and other individuals consistent with the values of Philadelphia/Jefferson University
- Processing of invoices
- Purchasing of office supplies
- Other tasks as needed by office staff.
Student Accounts Associate
Philadelphia University/Jefferson University
10.2001 - 12.2013
- Provided exceptional customer service support to current and prospective students and parents as well as all University offices
- Recorded and posted all financial aid loans and scholarships
- Processed return of loans as required under Title IV
- Maintained TMS payment plans and third party billing; reconciled monthly
- Special billing procedures for study abroad students, 1199C students, and various graduate programs
- Processed student refunds
- Assisted with collections procedures and 1098T reporting
- Backup to cashier processing credit card, check and cash payments, running daily reports, daily bank deposits, assisting students and staff at cashier window
- Maintained campus card accounts and meal plan changes
- Participated in new student and transfer student orientations
- Performed other duties and projects as assigned
- Reviewed issues, analyzed and interpreted data and determined corrective action
- Contributed to department projects, documentation, general analysis and testing
Accounts Receivable Associate
Valley Forge Military Academy & College
06.2000 - 10.2001
- Maintained and controlled activities of 1400 cadet accounts
- Utilized customer service skills in handling billing issues, disputes, payment plans, and collections
- Post all payments, tuition and miscellaneous charges
- Maintained AMS (Academic Management Services) payment plans
- Prepared monthly statements and pursued collection of delinquent accounts.
- Followed up overdue payments and payment plans from clients to establish good cash flow
- Prepared and mailed invoices to customers, processed payments, and documented account updates
- Identified, researched, and resolved billing variances to maintain system accuracy and currency
- Managed and responded to correspondence and inquiries
Medical Billing Representative
SmithKline Beecham/Quest Diagnostics
05.1997 - 06.2000
- Analyzed, reassessed and organized all incoming patient correspondence
- Utilized analytical skills to facilitate swift responses from insurance companies to maximize cash
- Enhanced the efficiency of written and oral correspondence
- Maintained superior standard of productivity and quality while enhancing customer service skills
- Trained co-workers on various billing issues
- Research and billed third party insurance companies
Accounting Assistant
The Health Care Group
01.1995 - 11.1995
- Responsible for trial balances, financial statements, bank reconciliation and petty cash
- Prepared monthly general ledger, footings of disbursements, journal receipts and various reports.
- Input financial data and produced reports using QuickBooks
- Processed daily bank deposits and took to Bank
- Served as backup for bookkeeper, accounts receivables and billing associate
Accounts Receivable Coordinator
The Health Care Group
05.1989 - 01.1995
- Responsible for computerized accounts receivables for over 1000 accounts
- Reviewed the entries of attorney and consultants daily work sheets for accuracy
- Collection procedures including telephone calls, written correspondence and dunning
- Maintained customer relations in regards to billing issues, disputes, payment plans
- Assisted bookkeeper and business manager
- Trained new Accounts Receivable Coordinator
Billing Clerk
The Health Care Group
05.1987 - 05.1989
- Responsible for data entry of all billable time, out of pocket expenses and fees
- Prepared all invoices, statements and end of month reports
- Assisted bookkeeper and business manager
- Trained new Billing Clerk
Accounts Receivable Clerk
Jones Oldsmobile, Inc.
05.1985 - 05.1987
- Responded to inbound inquiries regarding accounts and payments
- Submitted cash and check deposits and generated cash receipts to record money received
- Prepared billing statements and invoices for customer purchases and recorded transaction date, price and fees to support accuracy
- Made outbound calls to vendors and customers to discuss and resolve account needs
- Monitored accounts to verify compliance with payment terms and schedules
- Reviewed accounts on monthly basis to assess aging and pursue collection of funds
Office Assistant
WCAU-TV
02.1984 - 05.1985
- Completed clerical tasks such as filing, copying, and distributing mail
- Maintained and updated office records, both digital and physical
- Managed daily data entry and kept clerical information accurate and up-to-date
- Ordered office supplies and kept office stocked with needed resources to operate smoothly
- Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted
- Processed incoming and outgoing mail and packages according to established procedures
Dental Assistant
Dr. Jerrold Axler, DDS
04.1982 - 02.1984
- Cleaned and sanitized dental tools and equipment, straightened treatment rooms, and restocked supplies to prep for next patient and maintain health and safety practices
- Successfully assisted dentist by performing four-handed dentistry and other chair-side duties
- Performed general chair-side duties for general dentistry, endo procedures, and oral surgery
- Maintained dental supply inventory by checking stock to determine inventory levels and placing and expediting orders for supplies
- Created dental impressions used for diagnostics, opposing models and study casts to make crowns, bridges, and other dental prosthetics
- Took dental images following strict patient protection rules, applying lead aprons
Skills
- Provide strong operational support
- Excellent interpersonal and communication skills
- Efficiently manage time, workload and processes
- Highly dependable and discreet with confidential information
Qualifications Summary
Highly experienced administrative professional working in a fast-paced environment demonstrating strong organizational, communication and customer service skills. Trustworthy, ethical, and discreet, committed to superior customer service. Confident and poised at interactions with individuals at all levels. Detail-oriented and resourceful in completing projects, able to multi-task effectively, and team oriented. Offering strengths in areas of:- Extensive Customer Service background- General Accounting skills- Strong organizational, time management and problem resolution skills- Detail oriented with a keen ability to recognize discrepancies- Excellent interpersonal and communication skills- Efficient in Microsoft applications, Colleague, Banner, PeopleSoft, Box, Image Now
Timeline
Coordinator of Academic Operations
Thomas Jefferson University East Falls Campus
10.2016 - Current
Operations Coordinator
Philadelphia University/Jefferson University
12.2013 - 10.2016
Student Accounts Associate
Philadelphia University/Jefferson University
10.2001 - 12.2013
Accounts Receivable Associate
Valley Forge Military Academy & College
06.2000 - 10.2001
Medical Billing Representative
SmithKline Beecham/Quest Diagnostics
05.1997 - 06.2000
Accounting Assistant
The Health Care Group
01.1995 - 11.1995
Accounts Receivable Coordinator
The Health Care Group
05.1989 - 01.1995
Billing Clerk
The Health Care Group
05.1987 - 05.1989
Accounts Receivable Clerk
Jones Oldsmobile, Inc.
05.1985 - 05.1987
Office Assistant
WCAU-TV
02.1984 - 05.1985
Dental Assistant
Dr. Jerrold Axler, DDS
04.1982 - 02.1984
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