Rebecca Hansma
Yorkville,IL
Summary
Customer-focused administrative specialist with a strong desire to contribute experience and skills in a higher education setting. Committed to delivering exceptional service and support, eager to utilize expertise to enhance efficiency and effectiveness of administrative operations. Seeking opportunity to further develop abilities and make a meaningful impact within an organization that values teamwork and continuous improvement.
Overview
24
24
years of professional experience
Work History
Administrative Specialist
Waubonsee Community College
04.2023 - Current
- Company Overview: Campus Safety and Operations, Sugar Grove, IL
- Provide administrative and clerical support to the college’s Plant Operations Manager and the Campus Safety Project Manager
- Responsible for maintaining paper files, computer files, and associated databases within the department
- Maintain database of all room assignments across all campuses
- Assist with the coordination of small projects for the department
- Schedule meetings, attend, take notes, and record minutes as needed
- Update and submit emergency manuals for annual ICCB compliance
- Oversee proper functioning of life safety equipment (AEDs, eyewash stations, etc.)
- Assist the Plant Operations Manager and Campus Safety Project Manager with reviewing, assigning, and ensuring successful completion of work orders through the TopDesk system
- Assist the Chief Plant Operator and Campus Safety Project Manager with collecting close-out documents from construction projects and make sure they have been correctly added to the digital construction document archive
- Liaison between department and contractors for ongoing projects across campuses
- Member of interview committee for all levels of staffing
- Was a 2 year member of the college’s Support Staff Committee (2022-2024)
Administrative Specialist
Waubonsee Community College
08.2016 - 04.2023
- Company Overview: Campus Police, Sugar Grove, IL
- Provided executive level administrative and clerical support by working with and for the Chief of Police
- Required to independently review and make decisions related to evidence, as well as ensure precision and accuracy in the tracking, maintenance, submission and disposition of property and evidence in the evidence lockers
- Responsible for maintaining paper files, computer files, and associated databases within the Police Department
- Processed all requests for police reports or records and reviews all submitted documents for validity, accuracy and completeness
- Performed redaction of requested police records based upon Federal Freedom of Information Act and state/local laws and guidelines pertaining to the security of personal and/or law-enforcement sensitive information
- Processed purchase orders and invoices, tracks status of approval and payments, as well as travel reimbursement for staff travel
- Campus Police Department, Sugar Grove, IL
Secretary - Special Services
Kaneland Community Unit School District 302
09.2015 - 08.2016
- Coordinated contracted busing for our special needs students, as well as handle any busing issues, complaints from parents
- Worked with a contracted busing company to improve service to students and families
- Recorded Individual Education Plans (IEPs) into state record system
- Scheduled preschool screening for early childhood students
- Organized busing for extended school year students
- Special Services, Maple Park, IL
Administrative Secretary
Helen DeVos Children’s Hospital
07.2011 - 06.2012
- Company Overview: Academic General Pediatric/Adolescent Medicine Clinics, Grand Rapids, MI
- Created monthly clinic schedules for Academic General Pediatric Clinics
- Submitted check requests/reimbursements
- Worked with Michigan State University Center for Human Medicine Faculty Appointments Coordinator to acquire faculty appointments for HDVCH physicians
- Performed/coordinated basic office duties such as sorting/distributing mail, copying, filing, faxing, completing forms, ordering/maintaining equipment/supplies
- Composed documents and independently format, type/proofread correspondence, meeting minutes
- Worked with physician recruitment to organize recruit interviews with providers/staff/other SH members
- Tracked gifts and business courtesies using the SH Gift Tracking System
- Academic General Pediatric/Adolescent Medicine Clinics, Grand Rapids, MI
Administrative Secretary
Helen DeVos Children’s Hospital
05.2001 - 07.2011
- Company Overview: Pediatric Gastroenterology, Grand Rapids, MI
- Submitted check requests/reimbursements
- Performed/coordinated basic office duties such as answering phones, sorting/distributing mail, copying, filing, faxing, completing forms, ordering/maintaining equipment/supplies
- Composed documents and independently format, type/proofread correspondence, meeting minutes
- Worked with physician recruitment to organize recruit interviews with providers/staff/other SH members
- Worked with the forms committee to ensure documents used in our office are compliant with SH/SHMG guidelines
- Worked with the educational committee to ensure patient educational materials are updated and compliant with SH/SHMG guidelines
- Liaison for Crohn’s and Colitis Foundation of America (CCFA)
- Pediatric Gastroenterology, Grand Rapids, MI
Education
No Degree - Business Degree
Waubonsee Community College
Sugar Grove, IL03-2028
Completed courses - English, accounting, public speaking, psychology and introductory business courses
Grand Rapids Community College
Grand Rapids, MI05.1994
Skills
- Administrative support
- Effective Calendar Coordination
- Confidentiality and data protection
- Travel arrangement scheduling
- Meeting coordination/planning
- Videoconference preparation
- Proficient in Microsoft, Word, Excel, Outlook, PowerPoint
- Knowledgeable with Microsoft Visio, Access, Projects
- Documentation and recordkeeping
- Customer relations and communications
- Prioritization and Organization
- Document Organization Expertise
Other Work Experience
All other work experience prior to 1999 was clerical in nature.
Timeline
Administrative Specialist
Waubonsee Community College
04.2023 - Current
Administrative Specialist
Waubonsee Community College
08.2016 - 04.2023
Secretary - Special Services
Kaneland Community Unit School District 302
09.2015 - 08.2016
Administrative Secretary
Helen DeVos Children’s Hospital
07.2011 - 06.2012
Administrative Secretary
Helen DeVos Children’s Hospital
05.2001 - 07.2011
Completed courses - English, accounting, public speaking, psychology and introductory business courses
Grand Rapids Community College
No Degree - Business Degree
Waubonsee Community College
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