NICOLE G. WILSON

• Maintains the Dean’s calendar and ensures efficient time use by prioritizing appointments with internal and external constituents
• Ensures that all the Dean’s meetings run on time, that all meeting participants are provided with an agenda in advance of the meeting, and that notes or minutes are promptly disseminated to each participant after every meeting as requested
• Assists in making travel arrangements for the Dean, visiting constituents, and potential faculty and staff hires
• Coordinates with other staff on all aspects of the Dean’s meetings and events, including workshops, retreats, presentations, and other complex events with participants of up to 200 or more
• This includes sending out invitations, maintaining RSVP lists, reserving space, ordering refreshments, processing expense reimbursements, and ensuring compliance with all university policies
• Creates daily, or as requested, dossiers for the Dean’s review, including meeting agendas and essential briefs
• As directed by the Dean, provide occasional support for the college's executive leadership team
• Prepares paperwork for signature and ensures the accuracy of the information and compliance with University policies before it is signed
• Drafts general correspondence and memoranda for college-wide distribution on behalf of the Dean
• Responds to and redirects general inquiries from internal and external constituents such as students, community members, and other University personnel
• Maintains communication with other clerical units across the college, provides them with pertinent updates, and liaises with central university administrative units
• Maintains an up-to-date contact list for all College Faculty and Staff
• As directed by the Dean, create orientation materials for new faculty and senior administrators
• Update college policy files and share them with other administrative units within the College
• Resolves varied problems under minimal supervision and within established policies and procedures assigned
• Supervises Office Coordinator, Administrative Assistant, and three Student Workers

. Provided a high level of administrative and organizational support to the Vice President and members of Institutional Advancement leadership, including maintaining calendars and contacts; arranging and processing travel; preparing correspondence and meeting materials; and coordinating meetings and events

• Supported the Vice President with administrative functions of various Boards and committees, including scheduling and planning meetings, tracking RSVPs, and preparing meeting materials
• Executed high-level communication in support of efforts for principal gift prospects and other initiatives, including but not limited to invitations, RSVPs, and donor communications
• Served as liaison to the Office of the President on matters related to the Board of Trustees, donor requests, and relevant constituent inquiries
• Created an exemplary customer service experience for all constituents by tactfully responding to general inquiries and exercising judgment in resolving issues and concerns
• Planned and coordinated divisional and department meetings and events as assigned
• Processed travel requisitions and expense reports through an automated system (Concur)
• Updated and maintained donor database, prepared company forms and maintained confidential files
• Maintained a high level of confidentiality pertaining to donor and staffing/personnel issues
• Participated in the development and establishment of departmental policies and procedures and exercised considerable tact and integrity in handling matters delegated by the Vice President or Senior Administrators
• Regularly worked with a wide array of university-wide constituents
• Directed all ongoing and special projects and developed programs and systems to manage daily activities for the office of the Vice President
• Assisted with special projects for donor stewardship communications, generating and analyzing reports, filing systems, requisitions of supplies, and other departmental-related functions
• Supervises Office Coordinator and Student Workers

• Managed and maintained AVP schedule, responsible for multiple calendars, arranged and coordinated meetings and events, and made travel arrangements for conferences & workshops in the Concur Management System
• Prepared and edited correspondence, communications, presentations, and other documents
• Responsible for ensuring timely execution and completion of a seamless workflow and accurate and timely completion of all necessary onboarding paperwork, including tax forms and benefits enrollment for each new employee in the AVP portfolio – president's Office, Athletics, and Upper Management
• Welcomed newly hired employees and executed the engagement plan throughout the onboarding journey; managed the end-to-end onboarding process, ensuring an excellent experience for new employees and a smooth start into their roles
• Ensured compliance with all processes and always maintains a high level of confidentiality
• Acted as the primary point of contact for and provided critical support to candidates, hiring managers, and internal HR and business stakeholders to provide a world-class onboarding experience for newly hired employees
• Assisted new employees in understanding and enrolling in company benefits programs, including health insurance, retirement plans, and wellness initiatives
• Immigration Manager: Oversaw the entire lifecycle for immigration sponsorship to include H-1B caps, L-1 Visas, F-1 (STEM OPT and CPT), and Perm/Green Card in partnership with immigration legal counsel
• Managed immigration cases in collaboration with outside legal counsel and others for visa transfer requests, amendments, Requests for Evidence (RFEs), extensions, and invoicing and acted as primary liaison between immigration legal counsel, University counsel, the department, and the employee
• Reviewing Official for Unescorted Access: Responsible for conducting reference checks for employees requesting unescorted access
• Maintained all files and confidential documents
• Billing Manager: Maintained billing ledgers for over 25 Vendors and 20 Temporary Staffing Agencies
• Reviewed all invoices, managed account balances to discover outstanding debts or other inconsistencies, reconciled the accounts receivable ledger to ensure all payments were accounted for and correctly posted, and verified discrepancies by auditing each bill and resolving clients' billing issues
• Created and maintained purchase orders, processed vendor invoices and submitted uploads, prepared and submitted journal entries to General Accounting for University-wide chargebacks, prepared TUMarketplace requisitions, and monitored purchase order encumbrances
• Oversaw employment departments’ budgets
• Responsible for the direct supervision of an administrative assistant and two student workers; served as an model for developing good work habits, such as punctuality, dependability, cooperation, honesty, and efficiency
• Supervised Administrative Assistant and three Student Workers

• Provided customer service support to the University Community and vendors by responding to phone or e-mail inquiries
• Ensure that responses are timely, complete, and adequately followed up
• Used judgment to route to the appropriate person in the department (staff or management) to assist as needed
• Conducted audits of the work completed by the Processing Team to ensure accuracy before the payment was released
• Made appropriate recommendations for voiding, editing transactions, and adequately logging findings
• Completed the vendor process for all incoming invoices and expense reports
• Consistently and adequately notated the address code, direct deposit override, and any other pertinent facts to ensure correct processing by the Processing Team
• Established new vendors and edited existing vendors in the Banner ERP system
• Ensured that proper documentation was provided and that IRS Form W-9 was completed before processing the invoice
• Appropriately followed up with department and vendor for any additional information
• Utilized Cognos reporting and Concur Intelligence to run existing queries and reports necessary for performing audit analyses
• Conducted analysis/research essential to respond to data inquiries and requests to interpret rules and regulations and administrative procedures

• Entered financial aid awards and incoming and outgoing forms and documents in the Datatel system
• Coordinated printing and mailing all financial aid award letters to new and returning students
• Ensured that verification of selected applicants was done promptly and complied with federal guidelines
• Assisted prospects, students, parents, faculty, and staff with the financial aid process and completing appropriate forms in person, by mail, e-mail, and telephone
• Conducted appropriate follow-up contact with students to resolve discrepancies according to regulations and policy and monitored the completion of Federal Stafford Loan entrance interviews
• Performed various secretarial duties to support the Financial Aid Office's operation

• Managed and maintained the Director's schedule, arranged and coordinated meetings and events, making travel arrangements for conferences & workshops
• Coordinated program admissions; managed (CASPA) Central Application Service for Physician Assistants
• Maintained WebAdmit data applications and records and prepared analytic reporting on related statistics
• Scheduled/organized interview days; made travel arrangements for conferences & workshops
• Prepared mailings and distributed correspondence related to enrollment and admissions
• Coordinated clinical rotation site programs; maintained clinical rotation sites via phone, mail, and electronic correspondence; and prepared and organized clinical affiliation agreements
• Maintained E
• Value database; coordinated licensure verification
• Managed PA administrative assistant and student workers
• Coordinated all special projects: PA Certificate Ceremony, PA White Coat Ceremony, and PA Student Orientation

• Managed and maintained the Director and Assistant Provost's schedule, arranged and coordinated meetings and events, making travel arrangements for conferences & workshops
• Created and maintained an AAP program access database to comply with all state-mandated data fields, assembled data for tri-yearly state reports, maintained student folders with required materials, updated the student database with current semester academic information, and documented student activity in the program as it occurred
• Served as the first point of contact and provided prompt, courteous, and knowledgeable assistance
• Managed office budget, inventory, and supplies and supervised and trained student workers
• Scheduled and coordinated meetings, interviews, appointments, events, and activities for supervisors, including travel and lodging arrangements
• Scheduled student meetings for AAP counselors and Director, answered phone inquiries and maintained files as required with state-mandated documents in all student folders
• Organized and oversaw textbook lending library for all program students, liaising with the bookstore to ensure delivery of appropriate textbooks

• Provided administrative assistance to the program, including filing, inventory, and ordering of office supplies, as well as managing and training student workers
• Works with admissions to provide information about disability services to prospective students and families and advocates and assists transitioning new students with disabilities
• Developed an Access database for 150-200 students and maintained student data
• Prepared all written correspondence, invoices, and administrative reports for the department head and served as the first line of reception, in-person and on the telephone, for the program
• Collaborated with faculty and University personnel regarding their responsibility to provide disability accommodations; worked with Counseling and Learning and Advising offices to receive and retain confidential information for students requiring office services
• Coordinated volunteer note-taker schedules and contacted instructors requesting volunteer note-taker assistance by making class announcements and arranging test-taking appointments while coordinating appointments with faculty members

• Determined selection criteria for candidates by liaising with managers and other staff members
• Planned interview and selection procedures, including screening calls, assessments, and in-person interviews
• Processed bi-weekly payroll for 150 employees; researched paycheck and miscellaneous payroll discrepancies and performed administrative tasks such as data entry, filing, and file maintenance
• Led 'cleanup' of company database and files
• Created organized and efficient personnel financial and operational records that accelerated data input, processing, and retrieval times
• Coordinated and arranged travel requests for the Director while maintaining expense reports
• Greeted applicants and helped them complete the application process
• Demonstrated flexibility adapting quickly when new tasks or responsibilities arose, maintaining a high level of performance under pressure.
• Strengthened relationships with clients through attentive service and prompt issue resolution.
• Collaborated with various departments to develop cohesive strategies for achieving organizational goals.
• Facilitated smooth travel arrangements for executives, ensuring seamless itineraries and accommodations.
• Boosted morale within teams by fostering a positive work environment with open lines of communication.
• Assisted in preparation of financial reports, budgeting and forecasting for executive office.
• Answered high volume of phone calls and email inquiries.
• Transcribed phone messages and relayed to appropriate personnel.