Rae Ann Aldana
Hercules,USA
Summary
Highly efficient administrative professional offering several years of experience, including administrative support, project coordination and management, customer service and team leadership. Comfortable working with senior management to effectively define and achieve strategic operational and administrative objectives. Streamlines administrative processes, analyzes complex issues and develops solutions. Cultivates positive work culture focused on teamwork and idea-sharing while driving goal achievement.
Overview
26
26
years of professional experience
Work History
Outpatient Quality Program Assistant
Kaiser Permanente
Martinez, CA
10.2022 - Current
- Conducted population management program outreach efforts using the system database or other outreach lists by phone and email, including bulk messaging.
- Led daily department huddles and monthly UBT meetings to enhance team communication.
- Supported team meetings by preparing agendas and taking detailed notes.
- Coordinated logistics for activities and events.
- Partnered with the Outpatient Quality Manager and other staff member on recommendations, process improvements, and corrective action plans.
- Monitored progress on project timelines associated with each program activity or initiative.
- Developed communication letters for bulk messaging to Kaiser members.
- Collaborated with cross-functional teams to develop innovative solutions for complex challenges.
- Managed communications between departments to facilitate project collaboration.
- Assisted in the development of training materials for staff onboarding.
- Researched best practices to improve program efficiency and effectiveness.
- Organized events to promote wellness initiatives within the organization.
- Assisted management with planning and logistics for program activities.
- Maintained detailed records of all program activities, data collection, and evaluation results.
- Participated in weekly team meetings to provide updates on individual projects and assist colleagues with any issues they may have encountered during their work.
- Oversaw heavy load of administrative tasks while verifying accuracy and prompt completion of paperwork.
- Organized special events such as conferences, workshops, training sessions.
- Provided assistance to program participants by responding to inquiries via phone or email.
- Produced well-written, comprehensive reports and documents.
- Maintained positive working relationship with fellow staff and management.
- Assisted with set up for social events and food deliveries.
- Coordinated support to facilitate general office operations.
- Handled incoming calls and directed callers to appropriate department or employee.
Health Education Assistant
Kaiser Permanente
Vallejo, CA
01.2013 - 10.2022
- Promote available health education resources, and book patients in appropriate classes and one-on-one appointments.
- Train patients, Kaiser staff, and doctors on Advance Health Care Directive, KP.org, and KP National and My Doctor Online applications.
- Collaborate with Family Medicine on the New Member Outreach Program.
- Research on-demand, appropriate information using KP-approved resources and websites.
- Assist senior management on new initiatives and ongoing projects by outreach and tracking data by creating various spreadsheets to measure the effectiveness of programs.
- Help train and onboard new staff members.
- Maintain KP compliance of staff members with mandatory training and attestations.
- Supervise and delegate work for adults, high school students, and special program volunteers.
- Identify process improvements in day-to-day department workflows.
- Facilitate departmental huddles and UBT meetings.
- Present various topics at Family Medicine huddles, both in person or via Microsoft Teams.
- Create flyers, brochures, kiosks, and other visual aids to help programs improve outreach efforts and results using strict Kaiser Permanente Brand Identity Guidelines.
- Order class, office, and promotional materials.
- Ordered office supplies, ergo equipment, and furniture for the department.
- Health and Safety Champion of Health Education's Napa-Solano Service Area.
Behavioral Health Education Assistant
Kaiser Permanente
Vallejo, CA
05.2007 - 01.2013
- Promote available behavioral health education resources, and book patients in appropriate classes and one-on-one appointments.
- Maintain the department's lending library system, and print/email on-demand patient resources.
- Help train and onboard new staff members.
- Input and submit TIME log corrections for staff and class instructors.
- Order office supplies, ergonomic equipment, and furniture for the department.
- Coordinate health fairs within Kaiser facilities and in the community.
- Prepare and distribute all materials for each class throughout the year.
- Coordinate and help on-call instructors with all mandatory training on KP Learn.
- Maintain rosters of class participants.
- Supervise and delegate work for volunteers.
- Manage new programs, and track qualitative and quantitative data.
- Identify process improvements in day-to-day department workflows.
- Facilitate departmental huddles.
- Present Behavioral Health Education program updates at Behavioral Medicine and Psychiatry meetings.
- Create flyers, brochures, kiosks, and other visual aids to help programs improve outreach efforts and results using strict Kaiser Permanente Brand Identity Guidelines.
- Create various spreadsheets for tracking purposes.
- Order class, office, and promotional materials, adhering to budget.
- Health and Safety Champion of Behavioral Health Education's Napa-Solano Service Area.
Administrative Specialist
Kaiser Permanente
Vallejo, CA
05.2005 - 05.2007
- Deliver top-notch administrative support to office staff, promoting excellence in office operations.
- Prepare department for HIPAA Compliance visits
- Input and submit TIME log corrections for staff and class instructors.
- Handle mail, packages, emails, document transmissions and other types of data with both manual and automated tracking strategies.
- Sort, open and route incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Create and update physical records and digital files to maintain current, accurate and compliant documentation.
- Handle incoming and outgoing mail.
- Resolve customer concerns efficiently to promote satisfaction and loyalty.
- Handle client correspondence and tracked records to foster office efficiency.
- Maintain supplies inventory by checking stock to determine inventory level and ordering new supplies when inventory runs lows.
- Prepare project documents, reports and brochures.
- Schedule meetings booked meeting rooms and prepared meeting agendas.
- Conduct thorough research using diverse resources to assist professional staff with routine and special project tasks.
- Prepare and distribute team-based communications to foster collaboration and enhance team morale.
- Produce highly accurate internal and external letters and memoranda.
- Maintain and optimize Member Services Service Director's calendar and scheduled appointments and meetings and addressed conflicts with adequate time for preparation, follow-up and planning.
Large Group Sales Coordinator
Kaiser Permanente
Santa Clara, CA
09.1999 - 06.2001
- Build relationships with employer group human resource managers to establish long-term business growth.
- Build employer group contracts according to chosen coverage and register all new members with California Service Center.
- Resolve problems with employer groups to maintain relationships and increase member loyalty.
- Collaborate with sales executives and project manager to implement continuous improvements and exceed team goals.
- Initially manage new accounts to retain existing relationships.
- Organize promotional events and interact with community to increase sales volume for group employers.
- Coordinate staff sales meetings to discuss developmental strategy, best practices and process improvements.
- Execute sales presentations to potential employer group members.
- Prepare sales presentations for employer group open enrollments.
- Create and generate reports by tracking weekly, monthly and annual sales.
Education
Health Care Administration -
San Jose State University
San Jose, CASkills
- Tracking and Document Maintenance Abilities
- Program Support
- Office Operations
- Event Coordination and Planning
- Material Preparation and Distribution
- Data Entry
- Community Outreach
- Health Fairs
- Software Proficiency
- Customer Service
- Health Education Resources
- Life Care Planning
- Excellent Communication
- Collaboration
- Program Coordination and Management
- KP Branding Department Champion
- Health and Safety Department Champion
- Meeting Facilitation
- Cultural Awareness
- Operational Efficiency
- Process Improvement
- Critical Thinking
- Multitasking Abilities
- Organization
- Time Management
- Group Presentation Abilities
Timeline
Outpatient Quality Program Assistant
Kaiser Permanente
10.2022 - Current
Health Education Assistant
Kaiser Permanente
01.2013 - 10.2022
Behavioral Health Education Assistant
Kaiser Permanente
05.2007 - 01.2013
Administrative Specialist
Kaiser Permanente
05.2005 - 05.2007
Large Group Sales Coordinator
Kaiser Permanente
09.1999 - 06.2001
Health Care Administration -
San Jose State University