Summary
Overview
Work History
Education
Skills
Timeline
Generic

Nicole Coddington

McDonald,PA

Summary

Extensive experience in administration combined with top- level personal and executive assisting.


Highly motivated, multi-tasking, self-starter with consistent experience coordinating and streamlining executive level meetings while working on a strick timeline .


I am searching for an exciting future where my skills can be applied for immediate success. Team collaboration, high quality output, integrity & goal driven work are key priorities.


Trusted associate of highly confidential information personally and professionally.

Overview

21
21
years of professional experience

Work History

Executive Assistant II

UPMC
11.2018 - Current
  • Organize and coordinate conferences and monthly meetings.
  • Prepare documents, reports and presentations for executives level.
  • Responds to emails and other correspondence to facilitate meetings and requests.
  • Process travel expenses and reimbursements for executives.
  • Screen calls and emails and initiate actions to respond or direct messages for executives.
  • Produce accurate office files, updated spreadsheets and crafts presentations to support executives.
  • Transcribe minutes of meetings and file and produce minutes for reference.
  • Trained office staff in correct procedures and office requirements.
  • Organize envelopes, postage and mail correspondence for staff and management, and coordinate with delivery and courier services.
  • File paperwork and organized computer-based information.
  • Work with leaders to initiate new projects and assist in various processes.
  • Answer high volume of phone calls and email inquiries.
  • Handle incoming and outgoing mail, email and faxes.
  • Coordinate staffing events
  • Greet visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Screen personal and business calls and directed to appropriate party.
  • Create and manage office systems to efficiently deal with documentation.

Senior Administrative Assistant

UPMC
05.2016 - 11.2018
  • Delivered top-notch administrative support to office staff, promoting excellence in office operations.
  • Kept files and records in content management systems such as MS SharePoint, EXCEL, and others.
  • Acted as backup for other employees by providing support and adapting to requirements of department.
  • Supported program operations by preparing and updating documents, reports and spreadsheets.
  • Managed disbursement of information per executive request by monitoring client arrivals and access facility access.
  • Offered office-wide software support and training, troubleshooting issues and optimizing usage.
  • Expertly coordinated logistics for functions both within and outside of organization.
  • Drafted documents in company-directed formats and fonts accurately and consistently.
  • Prepared and distributed team-based communications to foster collaboration and enhance team morale.
  • Prepared flawless emails and other documents upon direction of immediate supervisor.
  • Acquired proper equipment, refreshments and supplies for meetings.
  • Produced highly accurate internal and external letters and memoranda.
  • Placed, accepted and followed-up on customer inquiries by phone on behalf of executive staff.
  • Assisted supervisory staff with management of complex calendars and to-do lists to support organization and productivity.
  • Coordinated office activities and public events.
  • Coordinated trainings for new team members, overseeing onboarding details.
  • Arranged business travel details for company employees per supervisor requirements.
  • Categorized and processed sensitive documents with information of deeply personal nature.
  • Coached new employees on administrative procedures, company policies and performance standards.
  • Created and updated physical records and digital files to maintain current, accurate and compliant documentation.
  • Wrote and prepared deliberate agendas for company meetings.
  • Maintained personal schedule, professional calendar and individual appointments for senior staff members.
  • Managed electronic records database and handled all file requests.

Senior Administrative Assistant

UPMC Chartwell
09.2013 - 05.2016
  • Delivered top-notch administrative support to office staff, promoting excellence in office operations.
  • Kept files and records in content management systems such as MS SharePoint, EXCEL, and others.
  • Acted as backup for other employees by providing support and adapting to requirements of department.
  • Supported program operations by preparing and updating documents, reports and spreadsheets.
  • Maintained personal schedule, professional calendar and individual appointments for senior staff members.
  • Wrote and prepared deliberate agendas for company meetings.
  • Researched and analyzed data to efficiently contribute to executive reports for monthly meetings.
  • Created and updated physical records and digital files to maintain current, accurate and compliant documentation.
  • Coached new employees on administrative procedures, company policies and performance standards.
  • Coordinated office activities and public events.
  • Coordinated trainings for new team members, overseeing onboarding details.
  • Arranged business travel details for company employees per supervisor requirements.
  • Assisted supervisory staff with management of complex calendars and to-do lists to support organization and productivity.
  • Categorized and processed sensitive documents with information of deeply personal nature.
  • Placed, accepted and followed-up on customer inquiries by phone on behalf of executive staff.
  • Produced highly accurate internal and external letters and memoranda.
  • Acquired proper equipment, refreshments and supplies for meetings.
  • Prepared flawless emails and other documents upon direction of immediate supervisor.
  • Prepared and distributed team-based communications to foster collaboration and enhance team morale.
  • Expertly coordinated logistics for functions both within and outside of organization.
  • Sorted, opened and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
  • Drafted documents in company-directed formats and fonts accurately and consistently.
  • Offered office-wide software support and training, troubleshooting issues and optimizing usage.
  • Conducted thorough research using diverse resources to assist professional staff with routine and special project tasks.
  • Managed disbursement of information per executive request by monitoring client arrivals and access facility access.
  • Supported time-tested professional relationships, working with stakeholders to facilitate communication.

Radiology Support Specialist

UPMC Hamot
12.2011 - 10.2013
  • Broke down and evaluated user problems, using test scripts, personal expertise and probing questions.
  • Assisted [Job title]s and [Job title]s with all support needs.
  • Maintained record of daily individual activities, behaviors and pertinent incidents for patient analysis and assessment.
  • Collaborated with vendors to locate replacement components and resolve advanced problems.
  • Maintained [Type] and [Type] records with accuracy and efficiency.
  • Resolved [Type] and [Type] concerns with little oversight.
  • Helped streamline repair processes and update procedures for support action consistency.
  • Collected, aggregated, verified and monitored trend data.
  • Used [Software] to create and updated tracking documents.
  • Monitored systems in operation and input commands to troubleshoot areas.
  • Coded and entered [Type] information.
  • Configured hardware, devices and software to set up work stations for employees.
  • Maintained servers and systems to keep networks fully operational during peak periods.
  • Patched software and installed new versions to eliminate security problems and protect data.
  • Followed up with clients to verify optimal customer satisfaction following support engagement and problem resolution.
  • Worked with software development team on reported errors and bugs on newly released software and assisted in deployment of release fixes.
  • Devised solutions to operations issues related to [System] and [Software], working closely via phone, email, live chat and web teleconference.
  • Increased sales by educating prospects on benefits of products and services in comparison to competitors.
  • Removed malware, ransomware and other threats from laptops and desktop systems.
  • Uploaded new software, rolled out updates and applied patches to [Type] servers upon release to thwart [Type] and [Type] threats from penetrating networks.
  • Retained existing clients and developed [Number] new accounts by extending high quality and efficient support service.
  • Upsold products and services to increase company revenue by [Number]% beyond [Timeframe] targets.

Office Manager and Receptionist

Dr. Kristi Liebau, Grassi DMD
10.2004 - 12.2011
  • Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
  • Kept reception area clean and neat to give visitors positive first impression.
  • Confirmed appointments, communicated with clients and updated client records.
  • Answered central telephone system and directed calls accordingly.
  • Resolved customer problems and complaints.
  • Responded to inquiries from callers seeking information.
  • Managed multiple tasks and met time-sensitive deadlines.
  • Provided clerical support to company employees by copying, faxing and filing documents.
  • Corresponded with clients through email, telephone or postal mail.
  • Answered phone promptly and directed incoming calls to correct offices.
  • Answered large volume of incoming calls daily to resolve customer issues and schedule appointments.
  • Restocked supplies and placed purchase orders to maintain adequate stock levels.
  • Sorted, received and distributed mail correspondence between departments and personnel.
  • Scheduled and confirmed appointments and meetings for senior management team.
  • Checked-in visitors, distributed visitor badges and managed logbooks to comply with security initiatives.
  • Oversaw inventory materials monitoring, requisitions and supply re-stocking.
  • Managed multi-line phone system directing individuals to desired personnel and providing general information about operations.
  • Answered high-volume, multi-line telephone, directing callers to appropriate company personnel.
  • Directed incoming calls to internal personnel and departments, routing to best-qualified department.
  • Supported various administrative duties by proofreading, transcribing and invoicing.
  • Answered and quickly redirected large volume of calls on central system.
  • Received and routed business correspondence to correct departments and staff members.
  • Received in-bound calls and initiated out-bound daily calls to introduce customers to products and services offered.
  • Monitored and screened visitors to verify accessibility to inter-office personnel.
  • Monitored premises, screened visitors, updated logs and issued passes to maintain security.
  • Aggregated and prepared documentation and reports for office meetings, distribution and filing.
  • Kept records in CRM to maintain customer data.
  • Drafted professional memos, letters and marketing copy to support business objectives and growth.
  • Liaised with vendors, contractors and professional services personnel to properly process orders.

Office Assistant and Dental Assistant

Dr. Jack Pontoriero, DMD
06.2002 - 10.2004
  • Prepared insurance claim forms, explained benefits and outlined pricing details for procedures and services.
  • Cleaned and sanitized dental tools and equipment, straightened treatment rooms and restocked supplies to prep for next patient and maintain health and safety practices.
  • Performed general chair-side duties for general dentistry, endo procedures and oral surgery.
  • Sanitized trays, instruments and surfaces for clean dental office setting and patient safety.
  • Maintained dental supply inventory by checking stock to determine inventory levels and placing and expediting orders for supplies.
  • Successfully assisted dentist by performing four-handed dentistry and other chair-side duties.
  • Sterilized rooms and prepped equipment and instruments for [Number] procedures daily.
  • Explained treatment procedures and instructed patients on home care guidelines.
  • Recorded patients' health histories, documented current symptoms and pulled up records from prior visits for dentists to view and evaluate.
  • Scheduled appointments for new and existing customers, factoring in provider availability and scheduling loads.
  • Assisted dentists, hygienists and other personnel by handing appropriate tools and supplies needed for procedures.
  • Documented patient dental health information, medical history and vital signs for future reference.
  • Prepared and arranged instruments, medications and required materials for dental procedures.
  • Created dental impressions used for diagnostics, opposing models and study casts to make crowns, bridges and other dental prosthetics.
  • Prepared comprehensive radiological images, allowing supervisory dental staff to spot cavities, tooth decay and areas needing treatment.
  • Assisted dentists by passing instruments, suctioning intraoral fluids, adding water and mixing materials for fillings, [Type], casts and impressions.
  • Prepared patient X-rays and images by [Action] for review by dentist.
  • Prepared rooms for patient treatment by cleaning and sterilizing tools and equipment, [Action] and [Action].
  • Staged tray for procedures by arranging dental instruments and equipment.
  • Scheduled appointments, prepared bills and received payment for dental services by completing insurance forms, verifying insurance information and maintaining records.
  • Educated patients on dental hygiene, pre-surgical instructions and post-surgical care.
  • Educated patients by giving oral hygiene, plaque control and postoperative instructions.
  • Helped dentists restore teeth by applying permanent and temporary fillings and crowns.
  • Typed patient data into computer system using [Software] while following privacy laws and maintaining high level of accuracy.
  • Took dental images following strict patient protection rules by mentioning risks during pregnancy, [Action] and applying lead aprons.
  • Measured and recorded vital statistics by taking patients' blood pressure, temperature and pulse.
  • Supported dentists during procedures to restore teeth, like dental fillings, permanent and temporary crowns, [Action] and [Action].
  • Used [Software] to document and maintain patient information and health background.
  • Educated patients on postoperative care and best practices for protecting dental work and boosting healing process.
  • Verified proper operation of dental equipment by completing preventive maintenance, troubleshooting malfunctions and calling for repairs.
  • Assisted dentist with paperwork and billing protocol for both routine and less common procedures.
  • Booked patient appointments and managed treatment details using MS Excel and industry-standard registration software.
  • Administered desensitizing agents by applying numbing gel to prepare patients for anesthetic injections.
  • Provided diagnostic information by exposing and developing radiographic studies.
  • Taught patients strategies for boosting oral hygiene, controlling plaque and protecting tooth enamel from long-term damage.
  • Prepared and positioned patients for procedures by [Action], clipping dental napkins and placing patient safety devices.
  • Managed office schedules and calendars to coordinate administrative planning and execution.
  • Helped [Job title]s complete routine and advanced procedures by preparing patients and instruments for expected needs.
  • Assisted dentist in management of medical or dental emergencies by [Action].

Education

High School Diploma -

Lee M. Thurston High School
Redford
06.2000

Skills

  • Meeting Agendas and Minutes
  • Proper Phone Etiquette
  • Social Media Knowledge
  • Employee Training
  • Sorting and Labeling
  • Business Correspondence
  • Mail Handling
  • Conflict Management
  • Advanced MS Office Suite Proficiency
  • Project Planning
  • Excel Spreadsheets
  • Self Starter
  • Logistics and Schedule Management
  • Strong Problem Solver
  • Information Confidentiality
  • Schedule Planning
  • Travel Accommodations
  • Interpersonal Communications
  • Compensation and Benefits
  • Spreadsheet Tracking
  • Appointment Setting
  • Office Administration
  • Schedule Management
  • Executive Presentation Development
  • Executive Support
  • Administrative Support Specialist
  • Microsoft Office
  • Invoice Preparation
  • Special Event Projects
  • Confidentiality and Discretion
  • Resourceful Researching
  • Travel Arrangement Coordination
  • Call Screening
  • Calendar and Scheduling Software
  • Arrange Business Meetings
  • Goal Minded
  • Video Conferencing Software
  • Maintain Filing Systems
  • Board of Directors Support
  • Administration Management
  • Administrative Policies
  • Executive Calendars
  • Hotel Accommodations
  • Executive Travel
  • Office Supplies and Inventory
  • Meeting Agenda Preparation
  • Filing
  • Proofreading
  • Payroll

Timeline

Executive Assistant II

UPMC
11.2018 - Current

Senior Administrative Assistant

UPMC
05.2016 - 11.2018

Senior Administrative Assistant

UPMC Chartwell
09.2013 - 05.2016

Radiology Support Specialist

UPMC Hamot
12.2011 - 10.2013

Office Manager and Receptionist

Dr. Kristi Liebau, Grassi DMD
10.2004 - 12.2011

Office Assistant and Dental Assistant

Dr. Jack Pontoriero, DMD
06.2002 - 10.2004

High School Diploma -

Lee M. Thurston High School

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Nicole Coddington