Nicole Toomey
Summary
Encouraging and motivating manager, and analytical problem-solver with a high level of aptitude at building an excellent customer experience. Demonstrated comprehensive knowledge of Human Resource processes and the complexities of managing employees. Highly experienced in using independent decision-making skills and sound judgment to analyze and solution difficult business and financial cases, and provide sound recommendations. Proficient at operating in a fast-paced environment, with multiple competing priorities.
Overview
28
28
years of professional experience
Work History
Director of Faculty Support and Administrative Svc
The University Of Texas At Austin, College Of Pharmacy
06.2023 - Current
- Direct support of the portfolio of the Assistant Dean for Administration and Business, including management of college HR for faculty and staff, organizational change, business and finance processes, college-wide events, and overall operations
- Supervise college Division Coordinators, providing training and support where needed, to ensure excellent support and service to college faculty and staff
- HR Partner for the College of Pharmacy; review and approve all Workday processes for research staff and students, process all administrative staff and faculty HR transactions in Workday
- Manage semester transitions of graduate student employment in conjunction with the Graduate Coordinator and Division Coordinators, including use of Workday mass transaction tools
- Assist with management of all college staff and faculty recruitment, including assistance with faculty recruitment negotiations, PARs, offer letter creation, hire, and onboarding
- Handle salary costing changes for the college, including faculty release from budget, and all faculty summer jobs
- Faculty summer salary processing, including over the salary cap calculations
- Assist with faculty promotion process
- Hold regular meetings with college HR staff; cultivate a positive work environment that fosters engagement, collaboration and teamwork among administrative staff
- Proactively identify potential risks and implement mitigation strategies to minimize negative impacts on projects or business operations
Executive Assistant / Assistant to the Dean(20-23)
The University of Texas at Austin
01.2018 - 06.2023
- Support the Dean and ...all of his activities, including...
- Assist in supervision of Dean's Office Administrative Associate, work study, and workflow of office
- Monitor Dean's mail and correspondence daily
- Assist with various aspects of the portfolio of the Assistant Dean for Administration and Business, including operations management, HR for faculty staff and students, staff annual performance evaluations and merit process, faculty PAR's, building security, faculty promotions, faculty reviews, and event support
- Assist with college's Emergency Procedures
- Assist with creating and updating College organization charts
- Manage college listservs
- Coordinate travel arrangements for the Dean, and invited guests
- Develop itineraries, book flights, handle arrangements with ground transportation, reserve meeting facilities, hotel arrangements, and other necessary arrangements
- Manage and process travel, entertainment, and other necessary reimbursements
- Manage a complex schedule and calendar for the Dean with fluid re-prioritizations that require independent decision-making
- Schedule appointments and meetings, coordinate resources and assemble appropriate reference and back-up material for all meetings
- Arrange room reservations, catering, and all other necessary logistical details
- Provide oversight for flow of communication, monitor calls, ensure that this fast-paced office is organized and that all critical areas are covered, plan for contingencies and anticipate potential problems
- Perform high level administrative duties such as managing office projects
- Prepare correspondence for distribution and on behalf of the Dean
- Take notes at Deans meetings, maintain accurate and professional correspondence files, information databases, and other tracking systems
- Security and BACS contact for the PHR buildings
- Act as tertiary support for EID Administration and password resets
- Manage the Dean's Conference room reservations
- Provide necessary backup within the Dean's Office
Administrative Manager
The University of Texas at Austin
01.2014 - 01.2017
- Assist the Assistant Dean for Administration with oversight of HR functions and processes for college, including recruiting, posting, advertising, screening and applicant pool development, tracking, interviewing and hiring processes, for faculty, staff, and students
- Complete timely entry of personnel documents into college HR Data System
- Provide quality internal and external customer service
- Create, update and make recommendations on college Human Resources forms and documents
- Periodically complete data entry of sensitive information
- Create charts and graphs and analyzes information for trends
- Generate correspondence
- General supervision of full time and student staff
- Provide assistance with university, state, and federal compliance
- Assist with monitoring of college effort reporting, space reporting, and faculty review and workload
- Serve as internal consultant by reviewing and recommending college adherence to recruitment, selection policy and procedures
- Resolve policy variations
- Ensure compliance with university, ADA, FLSA and EEO policies in relation to hiring practices
- Assist with the coordination of international faculty, staff, and student documentation
- Provide necessary backup within the Dean's Office
- Timely processing of HR documents including all HRMS, Payroll, Timekeeping, PAR, and DEFINE documents
- Coordinate and process paperwork for tenured, tenure-track, and professional-track faculty
- Assist with relocation documentation
Sr. Administrative Associate/Administrative Manager
The University of Texas at Austin
01.2007 - 01.2014
- Administratively assist Senior Associate Dean, including travel, purchasing, calendar maintenance, preparation of classroom materials, facilitating arrangements for committee and administrative meetings
- Own the oversight of academic processes in the Senior Associate Dean's portfolio including course scheduling, teaching load reporting, course instructor surveys, grade reporting, and textbook ordering
- Maintain PHR and PGS course inventory, including submitting changes and course catalog
- Manage registration restrictions and prioritizations to ensure standards and prerequisites for curriculum are defined
- Assist with Pharmobility (International Exchange) program paperwork and process and act as liaison with the International Office
- General supervision of full time and student staff
- Provide necessary backup within the Dean's Office
- Manage details of Colleges annual Honors Day event, including making all venue and catering arrangements, invitations, collecting responses, and coordinating activities on day of the event
- Coordinates DEFINE logons and authorizations for PHR applications
- Process HRMS assignments for monthly and hourly student (academic and non-academic) and other temporary staff appointments
- Process hourly payroll
- Update and maintain university space system database for all spaces that Pharmacy occupies/owns
- Procard payments and documentation for Assistant Dean and Senior Associate Dean
Administrative Associate
The University of Texas at Austin
01.2000 - 01.2007
- Advertise jobs, interview, facilitate hires, train and supervise all LRC student workers; collect time sheets and process payroll
- Manage LRC office
- Maintain files and key control system
- Process monthly VP7 Procard vouchers
- Annually handle LRC equipment inventory and insurance
- Provide administrative support for the LRC Director
- Prepare travel arrangements and process reimbursements
- Technical resource for faculty in educational technologies
- Assist with project management including classroom remodels and website updates
- Purchase all LRC equipment and software
- Coordinate the financial side of contracts for LRC projects
- Work directly with director to track budgeted expenditures
- Assist with Video Control Room scheduling, and backup LRC positions as needed
Sr Student Associate/Office Assistant/Accounting Clerk I & II
The University of Texas at Austin
01.1996 - 01.1999
- Expedite outstanding purchase orders and follow-up with vendors
- Occasional pickup of orders/supplies utilizing college vehicle
- Filing and scanning
- Process office supply orders
- Time Sheets
- Provide backup support for other Business Office staff, as needed.
Education
Bachelor of Arts Economics -
The University of Texas At Austin
Skills
- Critical Thinking
- Organization
- Creative Problem Solving
- Data Analysis
- Human Resources
- Academic Support
- Workday
- Define
- Microsoft Office Suite
- Process Improvements
- Strategic Planning
Development And Recognition
2003 – 2024 University Committees
2003 – 2024 College Committees
2003 Pharmacy Merit Award
2004 Pharmacy Excellence Award
2005 Pharmacy Merit Award
2007 NCURA Annual Meeting
2009 Pharmacy Merit Award
2012 Pharmacy Excellence Award
2016 Pharmacy Excellence Award
2017 Workday Annual Meeting
2018 Workday Annual Meeting
2019 Workday Annual Meeting
2020 AACP Interim Meeting
2020 SHRM Program Certification
References
Patrick J. Davis, Ph.D. (former supervisor, retired)
Eckerd Centennial Professor in Pharmacy Emeritus
davispj@austin.utexas.edu
512-695-0310
Debra A. Madden (former supervisor, retired)
Assistant Dean for Administrative Affairs & Chief of Staff
College of Pharmacy Dean's Office
debramadden@utexas.edu
512-771-2842
Andrea C. Gore, Ph.D.
Professor, Vaceck and Vaceck Chair in Pharmacology
College of Pharmacy, Division of Pharmacology and Toxicology
andrea.gore@austin.utexas.edu
575-737-5051
Somshuvra Mukhopadhyay, Ph.D.
Associate Professor, Bauerle Centennial Professorship in Drug Dynamics
College of Pharmacy, Division of Pharmacology and Toxicology
som@austin.utexas.edu
xxx-xxx-xxxx
Robert O. Williams III, Ph.D.
Professor and Division Head, Johnson & Johnson Centennial Chair in Pharmacy
College of Pharmacy, Molecular Pharmaceutics and Drug Delivery
bill.williams@austin.utexas.edu
512-656-8955
Timeline
Director of Faculty Support and Administrative Svc
The University Of Texas At Austin, College Of Pharmacy
06.2023 - Current
Executive Assistant / Assistant to the Dean(20-23)
The University of Texas at Austin
01.2018 - 06.2023
Administrative Manager
The University of Texas at Austin
01.2014 - 01.2017
Sr. Administrative Associate/Administrative Manager
The University of Texas at Austin
01.2007 - 01.2014
Administrative Associate
The University of Texas at Austin
01.2000 - 01.2007
Sr Student Associate/Office Assistant/Accounting Clerk I & II
The University of Texas at Austin
01.1996 - 01.1999
Bachelor of Arts Economics -
The University of Texas At Austin
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