Nichole Cockrum
Ceres,CA
Summary
Organized, methodical, and process-oriented Administrative Specialist with experience providing executive-level support for 10+ years and project management experience for the last 4 years at a business level. Consummate professional dedicated to making the daily administrative tasks of executives more manageable. Looking to blend hands-on experience and familiarity with administrative and project management methodologies in a position with your company.
Overview
15
15
years of professional experience
Work History
Administrative Services Coordinator III
Kaiser Permanente
11.2021 - Current
- Provide executive level support to department director, 5 inpatient Managers and 20 Assistant Nurse Managers
- Maintain office calendars to track important dates and deadlines.
- Manage supervisor itinerary and appointments and streamline scheduling procedures.
- Implement project management techniques to overcome obstacles and increase team productivity.
- Create presentations and other materials to support organizational activities and executive meetings.
- Develop and implement organizational systems to streamline daily operations.
- Submit invoices and communicate with vendors of any incorrect billing. Request vendor to re-submit invoice to address correct billing information.
- Coordinate with key stakeholders and schedule monthly Adult Service Line Committee meetings and follow-up meetings
- Manage and maintain electronic and paper-based filing systems to keep essential documents and information easily accessible and organized.
- Provide backup to other department Admins to step in to assist with various tasks whenever employee was absent or at lunch.
- Complete bi-weekly payroll for 50 employees.
- Compose, edit, and proofread detailed documents and action items, and ensure minutes are sent out by following week for review.
- Assist with on-boarding and monitoring compliance of around 600+ staff
- Monitor and update department organizational chart.
- Place orders for medical equipment and office supplies
- Maintain databases and contact lists to keep important contact information accurate and up to date.
- Assist management with special projects to complete all tasks by deadlines, while using our "Plan, Study, Do, Act" process.
- Collaborate with our team to determine the issue, review current workflow and policies, analyze the problem, compile regional and departmental data, implement and monitor test of change.
- Prioritize hundreds of emails daily and balance my workload
- Use Oracle software to initiate guided learning and Peoplesoft applications
- Make travel arrangements, both domestic and international for senior leaders, and compile itinerary to organize into folder for travel.
- Pull and review and implement policies
- Assist in command center, pulling reports, policies, emailing status of surveyor location, updating findings and issues logs, while performing my own daily tasks
- Created a spreadsheet in which I monitor and track management attendance, and report completion for mandatory leadership meetings.
- Respond to all inquiries or requests in a timely manner.
Administrative Specialist IV
Kaiser Permanente
08.2017 - 11.2021
- Provide executive support to the Director of Perioperative Services and perioperative team at both Dublin and Walnut Creek medical facilities with no supervision
- Plan, coordinate and organize on-site and off-site events for small and large groups of executive and senior leaders, management team, nurses and physicians. Ensure, when researching off-site venues, to request permits, caters, party supplies, technology set-up for the presentation and speakers.
- Plan, coordinate and organize on-site and off-site events for small and large groups of executive and senior leaders, management team, nurses and physicians. Ensure, when researching off-site venues, to request permits, caters, party supplies, technology set-up for the presentation and speakers.
- Manage communication across Peri-Op departments and plan bi-weekly leadership meetings to ensure the team is aware of upcoming projects and events within and outside of our department
- Scheduled meetings booked meeting rooms and prepared meeting agendas and minutes.
- Created and updated records and files to maintain document compliance.
- Maintained supplies inventory by checking stock to determine inventory level and ordering new supplies when inventory runs lows.
- Offered technical support and troubleshot issues to enhance office productivity.
- Coordinated and booked domestic and international travel arrangements.
- Prepared and processed managers expense reports and ensure policy compliance.
- Submitted bi-weekly payroll for our management team.
- Conduct new hire orientations, onboard new employees/travelers.
- Submit termination letters for resignation, retirement and termination.
- Monitor monthly overtime expenditures, and pull management reports to discuss at executive meetings.
Administrative Specialist IV
Kaiser Permanente
06.2016 - 08.2017
- Provided executive support to Area Quality Leader and Area Finance Director for both San Francisco and South San Francisco facilities
- Managed busy calendars, and plan in facilitation of meetings, conferences, and travel
- On-board new directors/managers, and ensure they receive notification of their first day of assignment
- Assisted in accessing computer applications for onboarding workstations
- Obtained, analyze and disperse crash cart logs to department managers
- Created financial reports and administer to department directors/mangers
- Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
- Maintained and optimized manager's calendar and scheduled appointments and meetings and addressed conflicts with adequate time for preparation, follow-up and planning.
- Conducted research to assist with routine tasks and special projects.
- Handled mail, packages, emails, document transmissions and other types of data with both manual and automated tracking strategies.
- Worked on behalf of senior leaders to complete project requirements according to schedules and within budgetary limitations.
- Prepared project documents, reports and brochures.
- Responsible for compiling, tracking, and submitting vendor invoices for senior leader
- Responsible for event planning, organizing, and coordinating off site and on site team building seminars.
- Conducted research to assist with routine tasks and special projects
Senior Support Staff
APR Consulting, Kaiser SFO
03.2016 - 06.2016
- Provide executive support to Area Quality Leader and Area Finance Director.
- This was a temporary assignment, in which I was hired permanent at Kaiser SFO.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Transcribed and organized information to assist in preparing speeches and presentations.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed filing system, entered data and completed other clerical tasks.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Resolved customer complaints with diplomatic and courteous communication.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Volunteered to help with special projects of varying degrees of complexity.
- Answered telephone and assisted callers by providing information or directing to appropriate employee.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Performed research to collect and record industry data.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
Administrative Sales Support
Cigna Corporation
11.2014 - 03.2016
- Provide executive support to three New Business Managers and three Client Managers, implementing new cases that sell
- Monitor daily timelines to ensure adherence
- Partner with Compliance and Commission on issues as needed
- Prepare presentations for Client Managers, including binding packets
- Provide back-up when sales support is out of office
- Create pivot tables for executive management in reporting medical, dental and vision sales.
- Liaised between clients and vendors and maintained effective lines of communication.
- Performed research to collect and record industry data.
- Assisted coworkers and staff members with special tasks on daily basis.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
Administrative Assistant
John Muir Health
03.2014 - 11.2014
- Provide support to Safety & Facilities Management directors
- Maintain director's calendar
- Schedule and coordinate meetings
- Prepare meeting documents including minute taking
- Coordinate safety-related training events and various hospital inspections
- Review and edit hospital policies and procedures for Safety department
- Maintain a log of safety corrections to be completed by team
- Coordinate event planning for offsite management meetings.
- Completed forms, reports, logs and records to quickly handle all documentation for human resources.
- Developed strategies to streamline and improve office procedures.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
Administrative Assistant
Cigna Corporation
10.2013 - 03.2014
- Provide administrative support for new and renewing business
- Create, and generate compliant benefit summaries and SBC's for medical, dental, and vision
- Assemble open enrollment information
- Create Aggregate Statements and graphs for broker's clients
- Using an estimator to configure sales for current year ending
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests
Administrative Assistant
Recovery Resources
10.2012 - 10.2013
- Prepared legal documents to recover claims from Workers' Compensation and third-party liabilities
- Worked closely with the legal representatives, researching, and locating documents and files
- Using Electronic Adjudication Management System to file stipulation orders, Notice of Representation, Declaration of Readiness to proceed documents, and to file liens including Health Care Reform mandates.
Medical Biller
Bottom Line Billing and Collections
06.2012 - 10.2012
- Follow up on past-due aging with insurance companies (Blue Shield, Blue Cross, Medicare, Medicaid, and Aetna)
- Input notes into patient's account to reflect current insurance, and payment status
- Revised patient demographics
- Generated corrected claims and input correct procedure codes and charges
- Mailed completed CMS 1500 claim forms to appropriate insurance company.
- Audited and corrected billing and posting documents for accuracy.
- Accurately entered patient demographic and billing information in billing system to enable tracking history and maintain accurate records.
- Maintained accurate records of customer payments.
- Posted payments and collections on regular basis.
- Communicated with insurance providers to resolve denied claims and resubmitted.
- Liaised between patients, insurance companies, and billing office.
- Monitored outstanding invoices and performed collections duties.
- Collaborated with customers to resolve disputes.
Secretary Student Services Coordinator
Eden Area Regional Occcupational Program
02.2008 - 06.2012
- Implemented program-level departmental policies and procedures and managed budgets to support educational program and curriculum.
- Organized and allocated resources required to meet needs of 400 students and 20 instructors.
- Strengthened communication skills through regular interactions with others.
- Adaptable and proficient in learning new concepts quickly and efficiently.
- Scheduled educational activities, faculty lectures and departmental events to drive mission and values of institution.
- Monitored attendance of 400 students.
Education
No Degree - Project Management
Project Management Training Academy
Online04.2020
No Degree - Project Management
Kaiser
San Rafael, CA08.2018
Bachelor of Science - Healthcare Administration/Management
University of Phoenix
Livermore, CA03.2016
Associate of Applied Science - Medical Office Administration
Heald College
Hayward, CA06.2013
Skills
- Advanced Excel spreadsheet functions
- Special event project management
- Database Maintenance
- Processing Expense Reports
- Employee Records Management
- Meeting coordination and support
Timeline
Administrative Services Coordinator III
Kaiser Permanente
11.2021 - Current
Administrative Specialist IV
Kaiser Permanente
08.2017 - 11.2021
Administrative Specialist IV
Kaiser Permanente
06.2016 - 08.2017
Senior Support Staff
APR Consulting, Kaiser SFO
03.2016 - 06.2016
Administrative Sales Support
Cigna Corporation
11.2014 - 03.2016
Administrative Assistant
John Muir Health
03.2014 - 11.2014
Administrative Assistant
Cigna Corporation
10.2013 - 03.2014
Administrative Assistant
Recovery Resources
10.2012 - 10.2013
Medical Biller
Bottom Line Billing and Collections
06.2012 - 10.2012
Secretary Student Services Coordinator
Eden Area Regional Occcupational Program
02.2008 - 06.2012
No Degree - Project Management
Project Management Training Academy
No Degree - Project Management
Kaiser
Bachelor of Science - Healthcare Administration/Management
University of Phoenix
Associate of Applied Science - Medical Office Administration
Heald College
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