Oulay Harvey
Champaign,IL
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
16
16
years of professional experience
Work History
Assistant to the Assistant Dean
Student And Corporate Connections
10.2021 - Current
- Serve as administrative support to the Assistant Dean and SCC staff
- Manage calendars for Assistant Dean, Associate Director of Illinois Business Consulting (IBC), and SCC staff; schedule appointments based on priorities, importance and sensitivity of the issue, and provide input regarding other participants
- Arrange travels for Assistant Dean, Associate Director of IBC, and SCC staff
- Schedule committee meetings, coordinates interview dates/times and travel arrangements for candidates
- Maintain an overall awareness of organizational activities of impact to the unit; coordinates and expedites necessary actions; handle sensitive and confidential issue
- Serves as resource person for SCC; respond to general inquiries, complaints, requests for specific assistant, and/or urgent matters requiring immediate attention
- Work closely with career advisors and corporate partner teams
- Collaborate with Assistant Dean and SCC staff for weekly meeting agendas
- Resolve problems that require the interpretation, explanation, and justification of administrative and programmatic policies and procedures
- Direct and coordinate clerical functions of the unit with full accountability
- Interview, hire, train, and supervise student employees
- Maintains I-9 Tracker system for new employees
- Review and approve student timesheets
- Analyze work requirements for student workers with responsibility for establishing operating guidelines and implementing actions necessary to effective accomplish the work
- Review and monitor unit fiscal transactions and accounts with responsibility for overall financial control
- Direct all finance and budget need of SCC, IBC, and Magelli Office of Experiential Learning; working with the College of Business budget officer on budget oversight using Banner, EDDIE, ViewDirects, and MyFinance
- Uploading student information for appointments in SCC, IBC and Magelli Office of Experiential Learning thru My.Business Portal and I9 system
- Plan events that includes Kickoff Event, IBC Networking, end of semester events and Staff Retreats
Office Administrator and Administrative Aide
Illinois Business Consulting, IBC
11.2014 - 10.2021
- Promoted to Administrative Aide in October 2016
- Served as administrative support to the Director, Associate Director of IBC and Senior Leadership Team (SLT)
- Managed calendars for director and associate director of IBC and director of The Magelli Office of Experiential Learning
- Arranged travels for Director, Associate Director and IBC students and the Director of the Magelli Office of Experiential Learning
- Scheduled committee meetings, coordinates interview dates/times and travel arrangements for candidates
- Served as resource person for IBC
- Worked closely with SLT to help new student consultants understand IBC policies and procedures
- Collaborated with SLT and Director and Associate Directors for weekly meeting agendas
- Answered inquiries and resolves problems that require the interpretation, explanation, and justification of administrative and programmatic policies and procedures
- Interviewed, hired, trained, and supervised student employees
- Reviewed and approved student timesheets
- Analyzed work requirements for student workers with responsibility for establishing operating guidelines and implementing actions necessary to effective accomplish the work
- Reviewed and monitored unit fiscal transactions and accounts with responsibility for overall financial control
- Directed all finance and budget need of IBC; worked with the College of Business budget officer on budget oversight using Banner, EDDIE, ViewDirects, and MyFinance
- Uploaded student information for appointments in IBC thru My.Business Portal and I9 system
- Planned events that includes Kickoff Event, IBC Networking, end of semester events and Advisory Board meetings
- Created contract using contract templates for IBC clients and uploading to iCS
- Created and submitted invoices to IBC clients
- Served as resource person for Project Management Program (PMP) online course
Office Support Specialist
Vice President For Academic Affairs
02.2012 - 11.2014
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes; Answered/transferred incoming calls to the Office of the VP for Academic Affairs.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Managed calendars for Associate VP and the Assistant VP for Academic Affairs
- Maintained daily administrative operations of the AVPAA including scheduling appointments, travel arrangements, drafting correspondence and meeting notices
- Collected meeting materials for the AVPAA for the Board of Trusting Meetings
- Organized and scheduled meetings for strategic projects under AVPAA
- Assisted in event planning tasks including catering, room reservations and tracking expense for the annual Salute to Academic Achievement (SAA) event to honor and recruit the state’s most talented students from underrepresented minority groups and underrepresented counties in the state of Illinois
- Answered inquiries and provide support as needed regarding SAA and the President’s Award Program (PAP)
- Coordinated travel arrangements for the Associate and Assistant Vice Presidents
- Prepared travel reimbursement thru TEM for UAPS/UOPS staff and for Assoc & Asst VP
Office Support Associate
University Of Illinois, Purchasing Dept
07.2007 - 02.2012
- Maintained Office Machine Repair (OMR)
- Liaison between, departments and vendors for OMR
- Prepared accounts payable and general ledger
- Assisted on payment procedures, resolved discrepancies and answered questions from departments and vendors pertaining to banner
- Reviewed vendor billings for appropriate changes
- Assisted the Purchasing Officer I in renewal and payment of contracts
- Assigned purchase orders to requisitions in Banner and iBuy
- Assisted departments and vendors on freight inquiries
- UPS shipments thru CampusShip
- Wrote Letters of Moving Authorization to our contracted vendor for new employee relocations
- Prepared change orders to POs as requested by end users
- Mailed out freight invoices to departments
Education
Master of Science Technology - Training And Development
Eastern Illinois University
Charleston, IL07.2017
Bachelor of Arts - General Studies
Eastern Illinois University
Charleston05.2014
Skills
Office Skills
- Multitasking and Time Management
- Logistics and Schedule Management
- Workflow Improvements
- Customer Service
- Administrative Support
Technical
- Banner
- iBuy
- My UI Finance
- MyBusinessIllinois Portal
- Other University systems
Additional Information
- Completed Fall 2021 HR Series thru Illinois Human Resources
- Completed Spring 2023 Illinois Supervisory Skills Program thru Illinois Human Resources
- Native in Lao language
Affiliations
- Lao Community of Champaign County Leader
- Champaign/Urbana One-to-One Mentoring
- Laotian translator for Champaign County Courthouse
- Ambassador for CU Welcome Crew
Timeline
Assistant to the Assistant Dean
Student And Corporate Connections
10.2021 - Current
Office Administrator and Administrative Aide
Illinois Business Consulting, IBC
11.2014 - 10.2021
Office Support Specialist
Vice President For Academic Affairs
02.2012 - 11.2014
Office Support Associate
University Of Illinois, Purchasing Dept
07.2007 - 02.2012
Master of Science Technology - Training And Development
Eastern Illinois University
Bachelor of Arts - General Studies
Eastern Illinois University
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