Melissa Morales
South Plainfield
Summary
Dynamic Administrative Coordinator with extensive experience at Rutgers University, excelling in event coordination and payroll administration. Proven ability to enhance customer service and streamline operations through effective communication and meticulous attention to detail. Adept at managing complex schedules and fostering team collaboration to achieve organizational goals.
Overview
25
25
years of professional experience
Work History
Administrative Coordinator
Rutgers University
New Brunswick
05.2025 - Current
- Provides support related to customer service, coordination of meetings, HR and payroll, billing and invoice processing; cash handling; the preparation of financial reports and transmittals; coordination of logistics for events and meetings; and the overall administration and operation of any Dining Services office or unit.
- Duties include calendar management, coordination of meetings, reimbursements, purchasing.
- Prepares reports and data as well as a variety of complex projects, assignments, and confidential executive-level administrative support for the Dining Services leadership team.
- Acts as a liaison to both internal and external constituents, replies to routine inquiries and resolves a diverse range of issues in a professional manner.
- Provides support in matters related to personnel and payroll of a sensitive and highly confidential nature.
- Processes various administrative documents and data.
- Creates routine informational materials.
- Provides department-wide assistant and technical support in the administration of multiple systems.
- Provides training and backup coverage where necessary.
- Assists with department-wide events, programs, marketing and staff trainings.
- Assists with and completes special projects as assigned.
Program Assistant
Rutgers-RWJ Medical School
New Brunswick
07.2024 - 05.2025
- Assists managers, administrators, and faculty with matters relating to the residency programs.
- Prepares files for residency candidates, including application forms.
- Prepares personnel and payroll forms for the residents, including staff transaction forms for newly hired house staff.
- Manages databases for specific projects.
- Collects data for the department's programs.
- Participates in department and other related meetings.
- Coordinates reservations of facilities, travel arrangements, agendas, and the overall set up of conferences, seminars, or workshops.
- Assists in the preparation of reports, presentations and correspondence.
- Responds to inquiries as directed and distributes informational materials.
- Assists in submission of purchase requisitions.
- Maintains records and files.
- Provides secretarial support for training programs.
- Understands and adheres to Rutgers’ compliance standards as they appear in RBHS’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
- Performs other related duties as assigned.
- Keeps abreast of all pertinent federal, state and Rutgers’ regulations, laws and policies as they presently exist and as they change or are modified.
Program Assistant
Rutgers Cancer Institute
New Brunswick
06.2023 - 07.2024
- Arranges travel, including completion of Attendance at Events form, meeting registration, air or rail travel and ground transportation, hotel reservations, expense reporting.
- Performs a wide variety of typing assignments, including correspondence and reports, often of a confidential nature.
- Uses various software packages such as Word, Excel, Adobe Pro, Visio and PowerPoint to produce high-quality documents.
- Creates presentations, tables, charts, and graphs, as required.
- Maintains and updates Board and Committee (e.g., External and Internal Advisory Boards) charges and rosters (including photos and confirmed-current Institutions/positions), reminding leadership to review biannually.
- Implement External Advisory Board procedures, per established SOP that includes, but is not limited to create annual honoraria payment memo; track EAB member Institutions (update W9s appropriate); schedule and coordinate presenters, rehearsals and meetings; schedule (a year in advance), send regular reminders, and staff EAB meetings and rehearsals.
- Implement Internal Advisory Board (IAB) Procedures that include, but not limited to, monitor email announcements of new Chancellors, Deans, etc. and seek determination of their pertinence to the charge of the IAB; create IAB invitation correspondence to be extended via the Center Director; schedule (a year in advance), send regular reminders, and staff IAB meetings.
- Upon Chair succession, organize memento and leadership transition.
Medical Secretary
Rutgers Cancer Institute
New Brunswick
02.2022 - 06.2023
- Meets telephonic benchmarks via an automated call distribution system as outlined by leadership teams.
- Appropriately triages and clearly translates phone calls and other requests such as emails, portal requests, etc. to the appropriate individual.
- Confirms patient appointments.
- Performs follow-up services for patients in a prompt and courteous manner, such as scheduling or canceling appointments and obtaining copies lab results or specialist reports.
- Files, scans, and maintains documents in the EMR.
- Proficient use of EMR to navigate and communicate patient and staff requests.
- Ensures referring MD documentation is sent promptly.
- Undertakes routine writing and editing assignments; generates correspondence for signature; maintains mailing lists.
- Responsible for processing purchase orders, check requests, travel reimbursements and subscriptions.
- Ensures that expenditures are in accordance with allocation of funds and tracks that all payouts are completed.
- Responsible for confirming schedule of appointments, proactively addressing conflicts and managing the daily calendar of the assigned clinical faculty and senior staff, applying informed independent judgment to help manage time.
- Handles all travel and conference arrangements, travel advances and expenses, and prepares detailed and accurate itineraries with all contact information for hotels, transportation, etc.
- Maintains the assigned Faculty's Curriculum Vitae and Bio sketch, accurately and currently, in accordance with University and NIH standards.
Clinical Service Representative
Rutgers-RWJ Medical School
New Brunswick
04.2021 - 08.2021
- Registers patients presenting for treatment; enters all biographic and insurance information into computer system.
- Obtains a copy of patients’ Medicaid/Medicaid HMO card and verifies and updates information as needed; ensures that the designated insurance co-payment is collected before patient is seen by student.
- Responsible for the collection and posting of patients’ payments.
- Responds with good customer service to patient inquiries or transfers, as appropriate, to a financial coordinator.
- Prepares and balances receipts daily for the bank deposits.
- Responsible for requesting charts for next day and ensuring that they are received.
- Calls patients with scheduling recall reminders and advises them as needed to make payments; arranges for scheduling with financial coordinator if required.
Program Support Specialist
Rutgers Cancer Institute
New Brunswick
05.2017 - 04.2021
- Provide executive level administrative support in the management and coordination of administrative activities for clinical faculty including but not limited to, travel arrangements, expense reports, manuscript and abstract preparation/submission, coordination of calendars.
- Responsible for ensuring that documentation pertaining to licensure, continuing medical education, professional memberships and hospital credentialing is current and accurate.
- Learns and applies technologies and software as needed to perform job functions.
- Handle confidential materials and exercise discretion.
Office Coordinator
Robert Wood Johnson University Hospital
New Brunswick
02.2007 - 04.2017
- Greeted customers and visitors in-person and via telephone calls.
- Answered inquiries and addressed issues to management personnel to ensure client satisfaction.
- Received and routed business correspondence to correct department or staff member.
- Greeted incoming customers in a professional manner and provided friendly, knowledgeable assistance.
- Provided clerical support to company employees, including copying, faxing and file management.
- Scheduled appointments, registered patients.
- Verified patients' eligibility and claims status with insurance agencies.
- Prepared patient charts, pre-admissions and consent forms as necessary.
- Determined prior authorizations for medication and outpatient procedures.
Radiology Clerk
Robert Wood Johnson University Hospital
New Brunswick
11.2001 - 02.2007
- Answer and managed incoming and outgoing calls while recording accurate messages.
- Greet numerous visitors, including VIPs, vendors and interview candidates.
- Answer and quickly responded to Physician requests.
- Assist Physicians with PACS system.
- Upload patient images and reports from outside facilities.
- Notify physicians of emergent cases.
- Prepare films and reports for patients upon request.
Administration Clerk
U.S. Marine Corps Reserves
01.2001 - 04.2005
- Education in military history, customs and courtesies, leadership and core values.
- Underwent various academic and physical exams.
- Entered Military Occupational School for Administrative Services.
Education
Diploma -
North Plainfield HS
North Plainfield06.1999
Skills
- Calendar management
- Invoice processing
- Event coordination
- Payroll administration
- Database management
- Customer service
- Effective communication
- Attention to detail
- Team collaboration
- Office administration
- Travel arrangements coordination
- Filing
- Telephone etiquette
- Schedule management
- Travel arrangements
- New hire orientation
Timeline
Administrative Coordinator
Rutgers University
05.2025 - Current
Program Assistant
Rutgers-RWJ Medical School
07.2024 - 05.2025
Program Assistant
Rutgers Cancer Institute
06.2023 - 07.2024
Medical Secretary
Rutgers Cancer Institute
02.2022 - 06.2023
Clinical Service Representative
Rutgers-RWJ Medical School
04.2021 - 08.2021
Program Support Specialist
Rutgers Cancer Institute
05.2017 - 04.2021
Office Coordinator
Robert Wood Johnson University Hospital
02.2007 - 04.2017
Radiology Clerk
Robert Wood Johnson University Hospital
11.2001 - 02.2007
Administration Clerk
U.S. Marine Corps Reserves
01.2001 - 04.2005
Diploma -
North Plainfield HS