Oksana Popova
Urbana,USA
Overview
9
9
years of professional experience
Work History
Office Manager
Illinois Global Institute
Champaign, USA
05.2024 - Current
- On shared basis providing administrative support to two centers – European Union Center and Women and Gender in Global Perspectives Program
- Managing daily operations of the two centers; serving as a contact point between faculty, students, visitors and Center’s staff, responding to emails and answering phone calls
- Maintaining Director’s calendars, scheduling meetings, securing meeting spaces, preparing agendas, recording and distributing minutes / notes
- Assisting in organization of events, including securing space, managing catering orders, working with vendors and purchasing marketing materials and supplies
- Booking hotel rooms, fight tickets and restaurants and making other travel arrangement for faculty, staff, students and visiting speakers; preparing itineraries for speakers
- Helping Associate Directors and Directors arrange for speakers by sending out and/or following up on email requests for publicity details such as biographies, talk titles, photo, affiliation
- Helping both centers to make purchases using university P-Card and T-Crad following Business and Finance office policies and procedures
- Maintaining office inventory supplies and replenishing them when need
- Updating and editing information on center’s website
- Processing reimbursements and honorarium payments for domestic and international speakers
- Processing faculty, staff and student reimbursements via Chrome River expense management system
- Maintaining and updating business expense spreadsheets
- Reconciling monthly financial statement
- Attending university Payables and Chrome River training sessions to learn about the latest policy and procedure updates
- Informing faculty, students and staff of university policy updates to ensure successful payments and reimbursements
- Training IGI office support staff on business related tasks when needed
- Serving on the search committee for office support specialist positions, conducting interviews and participating in post interview deliberation
- Working with associate directors and IGI business staff to close out grant and fiscal year funds
- Assisting Associate Director and Director with issuing award letters to faculty and external organizations regarding annual find allocations
- Perform other duties as assigned by Directors, Associate Director of the Centers and IGI staff
Office Support Specialist
Illinois Global Institute
Champaign, USA
01.2023 - 05.2024
- Providing administrative support for two centers within the Illinois Global Institute - European Union Center and Women and Gender in Global Perspectives Program
- Coordinating meetings / schedules, assisting with preparation materials for the meetings, taking notes during meetings, recording attendance
- Assisting with making the necessary arrangements for conferences and events for both centers which includes working directly with venues and caterers, compiling the necessary materials, working on logistics for the invitees and guest speakers, and preparing itineraries
- Monitoring, distributing, and responding for both centers email accounts
- Maintaining expense report spreadsheets, monitoring, and updating expense records for both centers
- Helping in the processing of honorarium payments for foreign national speakers; collecting supporting documentation and assisting in completing vendor and other required forms, submitting department payment requests
- Making purchases on TCard and PCard, reconciling charges and processing reimbursements in Expense management System Chrome River; maintaining knowledge on current policies surrounding travel reimbursement, such as requesting exceptions through University Payables Office for non-compliant travels before booking or processing
- Utilizing iBuy for orders specific to the center’s needs
- Serving on the search committee for office support specialist positions, conducting interviews and participating in post interview deliberation
- Updating and editing information on the center’s webpages
- Keeping track of hosted and co-sponsored events, recording attendance, and collecting documentation
- Monitoring centers expenses and printing monthly financial statements along with supporting documents
- Serving as receptionist in the absence of the receptionist
- Maintaining keys for the building offices
- Serving as a contact point between faculty, students, visitors and Center’s staff
- Managing Center’s email account and answering the phone calls
- Maintaining Director’s calendars and managing daily operation of the centers
- Attending Payables and Chrome River training sessions about the latest policy and procedure updates
- Assisting Director and Associate Director with issuing award letters to faculty and external organizations regarding annual fund allocations
- Working with Associate Directors of the Centers to close out fiscal year funds
- Performing other duties assigned by the Directors and Associate Directors of the Centers
Extra Help Office Support Assistant
Illinois Global Institute
Champaign, USA
09.2022 - 01.2023
- Providing general office support for EUC and WGGP
- Helping with organization of social events, i.e., Fall Reception, Roundtables, organizational staff meetings
- Arranging Catering Services for events, reserving space, sending out invitations
- Providing administrative support by scheduling meetings and events, managing calendars, sending out mass emails
- Ordering office supplies and putting in maintenance requests
- Arranging travel for speakers, reserving hotel rooms, buying tickets, booking car rides
- Utilizing university services and tools such as Box sharing service, I-Buy, MS Office programs such as Excel, Word, PowerPoint, Outlook, Calendar, Skype for Business
- Performing other clerical tasks assigned by director and associate directors
Front-End Cashier
Whole Foods Market
Ann Arbor, USA
09.2020 - 08.2022
- Provided customers with great customer service, greeting, helping to find goods in store, escorting to the items, if needed, thanking for purchases
- Operated a POS cash register, processing customer transactions and maintaining the control of incoming and outgoing cash
- Worked through most of the Holidays, Weekends, and rush hours
- Worked on a phone line, responding customer questions over the phone, interacting with other departments
- Processed Amazon returns at the customer service desk
- Assisted in training new cashiers, teaching them how to operate the register and get a quick access to the product codes
Administrative Assistant of the Department of Foreign Languages and Russian Language as Foreign Language
Northern State Medical University
Arkhangelsk, Russia
09.2017 - 06.2019
- Provided administrative support of the department by scheduling the use of classrooms, departmental equipment, and maintaining the security of classrooms, equipment, and records, creating brochures and newsletters, maintaining and updating the departmental web page and database
- Provided basic and initial assistance to students with questions about classes, registration, permissions, etc
- Using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures), and assigning advisors
- Assisted faculty staff by locating desired information and materials, assisting in lesson preparation, setting up equipment for class, copying, printing, obtaining desk copies of textbooks
- Helped to organize and conduct departmental meetings and events by scheduling and securing space, equipment, preparing invitations, announcements, agendas, brochures, purchasing awards
- Assisted in hosting Symposiums Conferences; sending out invitations, preparing brochures, collecting information and putting together conference programs, ordering supplies
- Assisted the department head by drafting and proofreading reports, letters, documents, making reservation for museums, theatres, social or cultural events
- Performed other duties as assigned by the head of the department
Secretary at the Department of Clinical Psychology, Social Work and Adaptive Physical Training
Northern State Medical University
Arkhangelsk, Russia
09.2015 - 09.2017
- Performed office duties such as accepting phone calls, answering emails, scheduling appointments, filing documents, making copies of the documents
- Supported the department work by maintaining and keeping departmental and university documents
- Assisted students and staff by answering questions and providing information about schedules, events, deadlines
- Arranged appointments between students and academic advisors
- Collected students’ records, kept student’s files organized and updated
- Input information in computer system and kept records updated, printed out monthly reports
- Assisted the department head by preparing and proofreading reports, making PowerPoint presentations, preparing and distributing papers for the meetings, taking notes during departmental meetings, drafting letters for external organizations
- Performed miscellaneous job-related duties as assigned by the head of the department
Education
Master of Art Degree - Foreign Language Teaching
Northern Arctic Federal University
Arkhangelsk, Russia06.2018
Degree of Specialist (BA - equivalent) - Intercultural Communication
Northern Arctic Federal University
Arkhangelsk, Russia06.2015
Skills
- Office management skills
- Knowledge of university payables policies and procedures
- Knowledge of P-Card and T-Card Policies
- Problem-solving skills
- ability to prioritize task and ensure efficient completion
- Proficient in MS Office, Outlook, MS Teams, Zoom, Chrome River, iTravel, iBuy, Webtools, Banner, My-UI-Financials
- Strong attention to detail
- Ability to learn quickly
- Communication
Timeline
Office Manager
Illinois Global Institute
05.2024 - Current
Office Support Specialist
Illinois Global Institute
01.2023 - 05.2024
Extra Help Office Support Assistant
Illinois Global Institute
09.2022 - 01.2023
Front-End Cashier
Whole Foods Market
09.2020 - 08.2022
Administrative Assistant of the Department of Foreign Languages and Russian Language as Foreign Language
Northern State Medical University
09.2017 - 06.2019
Secretary at the Department of Clinical Psychology, Social Work and Adaptive Physical Training
Northern State Medical University
09.2015 - 09.2017
Master of Art Degree - Foreign Language Teaching
Northern Arctic Federal University
Degree of Specialist (BA - equivalent) - Intercultural Communication
Northern Arctic Federal University
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