Summary
Overview
Work History
Education
Skills
References
Timeline
Generic

Ray-chel Arenas

Eastvale,CA

Summary

Meticulous and systematic Administrative Assistant skilled in organizing, planning and managing daily clerical needs. Bringing solid expertise in coordinating documents, reports and records, handling correspondence and managing deliveries. Skilled in oral and written communication, team leadership and relationship-building.

Overview

18
18
years of professional experience

Work History

Administrative Assistant

Methodist Hospital of Southern California
Arcadia, CA
03.2015 - 10.2023
  • Responsible for providing the highest level of administrative support to the Vice President/CNO and three Nursing Directors.
  • Perform a variety of complex secretarial and administrative duties requiring initiative, discretion, and independent judgment in support of numerous departments to include: Admin Service Line, Oncology Service Line, Cardiology Service Line, Maternal Child Health, Stroke, Clinical Research, Bariatrics, Institute for Surgical Specialties, Institute for Women's Health and Wound Care.
  • Independently planning, organizing and prioritizing multiple assignments and tasks.
  • Prepared and prioritized calendars and correspondence for Nursing Directors.
  • Assist with coordination of meetings and logistics -schedule meetings, conferences, and training sessions. Facilitate invites, oversee attendance, compile minutes and distributed meeting minutes accordingly. Arrange for audiovisual equipment, room set-up and order food as necessary.
  • Responsible for overseeing special projects as requested to include creating Power Point presentations, algorithms, excel spreadsheets, and word documents.
  • Proofread documents and communications - patient education, policies, posters, community education and booklets.
  • Utilize program management software to develop project timelines and progress: Gantt charts, logistics, program management process and flowsheets.
  • Assist with scheduling and coordinating program support groups for Stroke and Bariatric patients.
  • Maintain and update department data and analysis reports to ensure that all information is accurately recorded.
  • Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
  • Monitor department budgets, productivity, and timecards for accuracy. Assist management with the preparation of upcoming budgets with expense reports and upcoming cost projections.
  • Oversee program payments to ensure accurate and timely payment for services.
  • Collaborate closely with interdisciplinary teams to ensure up to date record keeping for program regulatory requirements.
  • Update and upload department policy and procedures on a monthly basis.
  • Communication liaison between the medical team, nursing and ancillary staff.
  • Handle incoming calls and direct callers to the appropriate department or employee.
  • Responded effectively to sensitive inquiries or complaints.

Administrative Coordinator

Glendale Memorial Hospital
Glendale, CA
08.2005 - 12.2011
  • Provided administrative support to the nursing leadership team, including scheduling meetings and managing calendars.
  • Composed letters, memos, reports, emails, presentations and other written correspondence for various hospital departments.
  • Sorted and distributed incoming faxes, letters and emails for office distribution.
  • Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
  • Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
  • Accountable for organizing monthly meetings, preparing agendas and packets, taking minutes, setting up equipment, and ordering food.
  • Process employee schedule changes, timecards, overtime reports, absent and sick call reports, and productivity reports.
  • Responsible for managing requests and processing payments for contracted labor.
  • Gathered, entered and updated data to maintain departmental records and databases.
  • Coordinated travel arrangements and completed expense reports for travel reimbursement.
  • Monitored progress on projects assigned by upper management.
  • Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.

Education

Bachelor of Science - Psychology

California State University, Los Angeles
Los Angeles, CA
06-2025

High School Diploma -

Benjamin Franklin High School
06.2002

Skills

  • Microsoft Teams
  • Microsoft Outlook
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Power Point
  • Microsoft Visio
  • Microsoft Project Manager
  • Zoom
  • Webex
  • QuickBooks
  • API - Timekeeping and Scheduling
  • Meditech
  • Lawson
  • Res-Q Scheduling
  • Kronos
  • Office Administration
  • Calendar Management
  • Research
  • Database Management
  • Memo Preparation
  • Mail Handling
  • Meeting Planning
  • Detailed Meeting Minutes
  • Project Planning
  • Travel Coordination
  • Spreadsheet Management
  • Expense Reporting
  • Typing Proficiency
  • Filing and Data Archiving
  • Workflow Planning
  • Payroll and Budgeting
  • Complex Problem-Solving
  • Sensitive Material Handling
  • Tech-Savvy

References

References available upon request.

Timeline

Administrative Assistant

Methodist Hospital of Southern California
03.2015 - 10.2023

Administrative Coordinator

Glendale Memorial Hospital
08.2005 - 12.2011

Bachelor of Science - Psychology

California State University, Los Angeles

High School Diploma -

Benjamin Franklin High School

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Ray-chel Arenas