Miriam Pangilinan

• Organized and managed complex calendar of appointments, meetings, and travel arrangements for two Vice Presidents
• 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.
• Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
• Monitored incoming emails and responded accordingly in a timely manner.
• Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
• Assisted in organizing conferences, seminars and other events as directed by the executives.
• Managed all aspects of catering needs for special events hosted by the organization.
• Scheduled appointments for executives with external parties such as vendors or suppliers.
• Ensured that all relevant paperwork was completed accurately prior to submission for approval.
• Maintained company confidence and protected business operations by keeping sensitive information confidential.
• Coordinated meeting and work schedules for staff teams and executives.
• Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
• Handled confidential information with discretion and integrity.
• Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
• Process Accounts Payable submission, i.e., invoices, check requests, run reports, communicate with vendors, coordinate with AP.
• Process Payroll for all HR Operations, HRIS, TL & OE, HR Strategy, Compensation, and Benefits.
• PCard maintenance.
• Assist Department, Leaders that are under the VPs' direct reports as needed.

Other tasks, but not limited to the following:

• Submit eSarf for all new hires/transfer and other necessary access as needed (MyTime, Accounts Payable Oracle).
• Organize meeting schedules for all new hires' 1:1 Meet & Greet Introduction.
• Request/organize meeting rooms, set up and break down, order catering.
• Maintain and order necessary office equipment, business cards, and supplies as needed. Employee recognition includes flowers, baskets, deaths, and new baby, etc.
• Serves as backup support for other EAs within Human Resources.
• Organize small to large-scale events, i.e., hotel accommodations, food, meeting rooms, retirement/farewell receptions, and provide ongoing assistance during events. This includes Team Member Appreciation Day and HR All Hands.
• Prepare spreadsheet and reports.
• Pack, box termed team member personnel belongings, arrange for pick up or shipment either via Medspeed or FedEx - as needed.
• Act as the primary point of contact, work closely with building management, JLL, IT, and Safety and Security/Maintenance Requests – Engineering, Telecommunications, IT, Conference room set-up.
• Vendor list maintenance via Teams.

• Provides administrative support to the AVP, HR Shared Services, AVP of HR Operations, AVP of Talent Development, AVP of Talent Acquisition while managing office operations and maintaining strict confidentiality of internal and external matters, ie. Severance agreements, displacement letters, etc.
• Maintains the HR leader calendar, scheduling and confirming appointments, based on priorities established in consultation with the leader.
• Assists leader in time management, ensuring that meetings begin and end on time, building travel time into schedule, and minimizing interruptions.
• Requires a higher level of sensitivity to organizational issues and trends due to the nature of interactions with internal executives, managers, and external contacts. Consistently demonstrates a high level of sophistication, sensitivity, and professionalism.
• Processes requisitions, maintains records, orders supplies, prepares, and processes reimbursements.
• Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the HR leader.
• Monitor office equipment, office supplies, and documents/forms to ensure that all items are readily available.
• Acts as a liaison with other HR leaders and team members in a timely and confidential manner.
• Supports HR Business Partners, HR Generalists, and eServices personnel.
• Organizes and expedites the flow of work through the office and department.
• Request meeting rooms, set up and break down, order catering.

Organize small to large-scale events and provide ongoing assistance during events. These include

• Team Member Picnic, Service Awards, Holiday Meals.

Assist with special event logistics for other department; these includes:

• Team Member Appreciation Day, New Rewards and Recognition Platform, Nurses' Week, Patient Experience Survey
• Assist in creating job profiles for the executives and other leadership.
• Runs reports from Oracle and create spreadsheet i.e. Personnel databases, client groups, etc.
• Maintain inventory supplies for the entire Cambridge Ct (Inova) due to COVID-19
• Maintains Inova supplies of signage for the entire Cambridge Ct, i.e. mask, social distancing, etc.
• Process Accounts Payable submission and reimbursement for HR Ops, eServices and Talent Acquisition
• Process Department payroll, i.e. time card, enter admin leave time, payroll adjustments, sign-offs
• Reviews, determines appropriate disposition of, and responds to mail, faxes and email.
• Maintain email communication for SO team member’s I-9 expiration
• Compiles meeting agendas, gathering information from multiple resources, and ensures that materials are assembled and distributed in a timely manner.
• Coordinates internal and external meeting arrangements including invitation and registration process, facilitates catering and logistics as well as travel and hotel arrangement as needed.
• Handles system access for new hire team members coming on board.
• Act as the primary point of contact for support staff in the department.
• Serves as gatekeeper, screening visitors and calls, responding to inquiries or referring them to others, scheduling meetings or calls, and following up, as appropriate.
• Serves as primary contact for support staff in the department. May plan, instruct, train, and oversee the work of other team members.
• Maintains filing system for the department.
• Maintains storage room within the department.
• Maintains giveaways inventory
• Work with building management, IT, Safety and Security, and other support services to resolve issues and complete requests within the department.
• Order onboarding gifts for new leaders i.e. basket, flowers, etc
• Preparation of HR Operations team meetings and composing of meeting agenda.
• Supervise and directs several office moves
• Serves as Notary Public – Commonwealth of VA as needed

• Developed and implemented onboarding plans for new hires.
• Provided guidance on benefits enrollment and payroll setup.
• Coordinated with various departments to ensure smooth transition into the organization.
• Serves as the first point of contact for all employee levels, colleagues, and applicants.
• Provides exceptional customer service, including timely, accurate information, and problem solution.
• Ensures accurate data entry, e-Profile updating, and new hires process of employee information to facilitate smooth and accurate payroll and correct employee benefits.
• Provides biweekly, quarterly, and daily reports to customers.
• Provides managers and directors with essential employee information, so they may efficiently and effectively meet Inova Health System regulations.
• Answers telephone calls and case management in a timely manner.
• Created onboarding schedules for external and internal hires and worked with the Epic Training Center to ensure team members are scheduled for training accurately.
• Processed the Special Background Check paperwork of new team members and internal transfers.
• Trained and created training materials for new team members in the department.

• Supports Human Resources in the scheduling and coordination of new hire orientation.
• Provides support to HR operations with policy information and interpretation, and in documentation paperwork collection and follow-up.
• Serves as the first point of contact for all employee levels, colleagues, and applicants.
• Prepares paperwork required to place employee on payroll and establishes personnel file.
• Maintains personnel files in compliance with applicable legal requirements.

• Coordinates and supervises all office activities in CVICU, CVSD, ICAR, CTU North, CTU South, and ICAR. This includes managing the day-to-day administrative operations of the department, including personnel, timecards, billing, and supplies.
• Initiate the scheduling, including setting up employees in ANSOS, making changes in the schedules, and assisting in training staff on web scheduling.
• Maintains employee files/records and certifications, assists with the management of records in the Management Portal.
• Collects studies and enters them into a database, such as skin prevalence and restraints.
• Verifies accuracy of departmental payroll preparation; maintains close liaison with Nursing Support, Human Resources, and Payroll department to prevent and resolve errors.
• Maintains the master departmental database that contains all pertinent information on staff, including personal data, licensing, credentials, competencies data, etc.
• Assists managers with auditing the direct labor accounting reports to ensure that charges are accurate, and discrepancies are resolved.

• Managed daily operation of the Nursing Support Office. Ensured that unit staffing needs are accurate and recorded.
• Provided support to directors and managers to facilitate the completion of department work.
• Coordinated directly with the Administrative Directors and Inova Temps concerning staffing needs and issues.
• Verified licenses and other certifications of each individual nursing and agency personnel.
• Ensured accuracy of information provided to all employees and department units concerning timecard using ANSOS, Lawson, and InovaPass system.
• Processed billings using Invoice Harbor and paper billings. Coordinated directly with Accounts Payable and Vendors for billing inquiries and verifications.
• Verified accuracy of departmental payroll preparation; maintained close liaison with Payroll and Human Resources departments to prevent and resolve errors.
• Maintained the departmental filing system that contains all pertinent information on Float Pool staff and agency personnel, including personal data, licensing, credentials, competencies data, etc.

• Coordinated and supervised all office activities in Respiratory Care Services which includes Pulmonary Diagnostics and Pulmonary Rehabilitation. Directly responsible for the overall supervision of the administrative staff.
• Managed the day-to-day administrative operations of the department, including personnel, timecards, billing, and supplies.
• Interviewed, selected, and trained new administrative personnel.
• Scheduled staff, including Travelers and Agency personnel, process timecards using ANSOS.
• Verified accuracy of departmental payroll preparation; maintains close liaison with Nursing Support and Payroll department to prevent and resolve errors.
• Maintained the master departmental database that contains all pertinent information on staff, including personal data, licensing, credentials, competencies data, etc.
• Worked independently and assumed responsibility for the work of the administrative staff.
• Evaluated the administrative staff's performance annually.
• Scheduled, maintained, and updated appointment calendar for Director and other departmental meetings.
• Assisted Director with auditing the direct labor accounting reports to ensure that charges are accurate, and discrepancies are resolved.
• Wrote articles and ensured monthly publication of Vocal Chord, the department newsletter.

• Controlled room inventory efficiently to maximize room occupancy and average room rate.
• Ensured that Front Office, Sales, and Marketing are informed of booking trends from wholesale agents, groups, FITs, and recommended, when necessary, actions to ensure the hotel's potential is maximized.
• Assisted Sales and Marketing department in preparation of Business Plan, as well as developing and implementing hotel packages and hotel promotions.
• Ensured that a high level of product knowledge of the hotel and local area, as well as a high level of customer service, are consistently maintained in the department.
• Coordinated the administration of the Private Line program activities, including visits to members' offices.
• Handled local corporate accounts.

• Handled incoming and outgoing correspondence for the Executive Office.
• Composed and typed correspondence for the General Manager, Director of Rooms, Director of Marketing, and Financial Controller.
• Maintains calendar and coordinates meetings to ensure the most efficient and effective use of the executive's time.
• Files correspondence and other records. Compiled and typed statistical reports.
• Answers telephone and places outgoing calls.
• Arranged travel schedule and reservations.