Robin Wilhelm
Brooks,KY
Summary
Results-driven Administrative Manager with expertise in coordinating office operations and streamlining processes. Skilled in problem-solving, strategic planning, team leadership, and enhancing operational efficiency. Developed effective communication systems and managed budgets while guiding diverse teams to achieve organizational objectives.
Overview
27
27
years of professional experience
Work History
Administrative Manager
Seven Counties Services, Inc.
Louisville, Kentucky
03.2016 - 10.2026
- Managed administrative operations at five adult outpatient sites for Seven Counties Services' behavioral health programs.
- Developed and implemented administrative procedures that streamlined operations and enhanced overall efficiency.
- Worked with management team to improve workflows and eliminate unnecessary tasks.
- Analyzed existing workflows to identify areas where improvements could be made.
- Facilitated hiring and training initiatives to develop a skilled workforce.
- Reviewed job performance to deliver constructive feedback and enhance individual development.
- Ensured continuity and backup of division business operations.
- Evaluated division business systems and processes to ensure adherence to SCS standards.
- Identified and resolved problems with existing business systems and processes
- Made recommendations for improving existing systems and processes.
- Ran miscellaneous division-wide daily, weekly, monthly and special reports.
- Participated in problem-solving activities to ensure accuracy of reporting data.
- Monitored the division's fiscal status and participated in the planning and budget development process.
Human Resources Assistant
Independent II, LLC
09.2013 - 03.2016
- Conducted new hire orientation, entered new employees into WASP timekeeping system, issued time cards, gathered benefits enrollment information and ensured all new hire paperwork is complete.
- Conducted employee counseling to support performance improvement and resolve workplace conflicts.
- Facilitated disciplinary meetings with employees and supervisors to address performance issues and ensure compliance with company policies.
- Kept all files current and updated as employment continued, tracking evaluation due dates, raises given, disciplinary actions, and points accrued.
- Managed scheduling and execution of random drug screenings to uphold workplace safety and regulatory compliance.
- Monitored and approved vacation requests to ensure adequate staffing levels.
- Created payroll reports and distributed to accounting and/or the temporary agency as necessary.
- Coordinated annual health insurance bids, conducted employee benefit meetings and enrollment sessions.
- Conducted plant meetings to inform employees of new policies, company goals, benefits, etc..
Office Manager
Independent II, LLC
06.2013 - 09.2013
- Coordinated workflow within customer service, purchasing, and accounting to ensure all customer needs are met.
- Managed switchboard, negotiated office supply contracts, ordered office supplies, and completed daily invoicing.
- Support staff of 10 salesmen: created PowerPoint presentations, assisted with billing and invoicing questions, created miscellaneous contracts/spreadsheets, and coordinated product pick-ups.
- Create miscellaneous invoices to ensure proper charging for cutting dies, print plates etc.
- Assisted office staff with basic IT support and troubleshooting for office equipment.
Financial Coordinator
University of Louisville
07.2012 - 05.2013
- Prepared budgets for grant submissions and managed financial aspects of awarded grants to ensure compliance with federal grant requirements.
- Reconciled grant budgets monthly, ensuring timely submission of documentation to the granting agency as per grant guidelines.
- Maintained expenditures, financial records, budget preparations and payment approvals.
- Acted as the contact person between departments, grant coordinators, and fiscal staff for reconciliation and accounting issues.
- Executed payroll authorizations, electronic transfers, and intra-department transfers to ensure accurate budgeting and effort allocation.
Unit Business Manager
University of Louisville
01.2009 - 07.2012
- Provided financial, operational and administrative support for the division of Pediatric Hematology/Oncology at the University of Louisville.
- Managed divisional budgets, maintained financial records, tracked deposits, expenditures, check requests, and purchase orders, and reconciled approximately 30 accounts monthly, including federal/state grants and contracts.
- Negotiated budgets with sponsors for medical research grants and contracts, both federal and non-federal.
- Gathered necessary legal documents from sponsors and prepared budgets for approval.
- Monitored expenses and budgets throughout contract/grant duration, ensuring compliance with sponsor guidelines for invoicing.
- Worked closely with nurse coordinators to ensure all expenses are allowable per sponsor or federal regulations and ensured all protocol guidelines were being followed.
- Maintained accurate time and effort for each participant in federally sponsored programs for biannual reporting.
- Managed inventory control and space database in PeopleSoft for the division.
- Interviewed, trained and supervised office clerical staff.
- Performed staff evaluations, worked with problem employees and made hiring/firing decisions.
- Tracked and reported faculty leave requests to create monthly divisional calendars for Pediatric Hematology/Oncology clinics, specialty clinics, on-call hospital coverage, and medical procedures.
Administrative Associate
University of Louisville
06.2004 - 01.2009
- Assisted the Unit Business Manager for the division of Pediatric Hematology/Oncology at the University of Louisville.
- Completed check requests, submitted travel reimbursement forms, maintained accounts payable, ordered office supplies, reconciled monthly budget reports, and assisted with grant/contract budgeting and invoicing.
- Coordinated annual lectureship and other guest speaker functions.
- Supervised clerical office staff.
- Created monthly divisional calendars for all Ped Hem/Onc clinics, specialty clinics, on-call hospital coverage, and medical procedures.
- Supported initiatives within Pediatric Hematology/Oncology division
Program Assistant Senior
University of Louisville
08.2001 - 06.2004
- Assisted the Unit Business Manager for the division of Pediatric Hematology/Oncology at the University of Louisville by offering support with check requests, travel reimbursements, accounts payable, office supply orders and account reconciliations.
- Assisted departmental secretary with incoming calls, typing PowerPoint presentations, medical transcription and routine office functions.
- Scheduled and maintained weekly calendar for busy division director.
Administrative Secretary
University of Louisville
03.2000 - 08.2001
- Schedule and maintain the weekly calendar for a busy division director.
- Answer all incoming calls to the division and route to the appropriate party or take accurate messages.
- Sorted and distributed incoming and outgoing mail, streamlining communication within the office environment.
- Completed medical dictation for five physicians and two nurse practitioners, ensuring accurate communication with outlying physicians.
- Created professional PowerPoint presentations for physician lectures, enhancing the delivery of complex medical information.
- Division of Pediatric Hematology/Oncology
Education
High School Diploma -
Iroquois High School
Louisville, KY06-1988
General studies focusing on business management
University of Louisville
Louisville, KYSkills
- Budget compliance oversight
- Payroll management
- Accounts receivable and payable
- Invoicing and grant reconciliation
- PeopleSoft proficiency
- Microsoft Office Suite expertise
- Employee benefits administration
- Time and attendance tracking
- Workflow analysis and optimization
- Policy interpretation and implementation
- Problem solving abilities
- Team leadership and collaboration
- Clear communication skills
- Team collaboration
Professional Development
- Human Resources Update Seminar through Career Track – May 8, 2014
- Unit Business Training for UofL Unit Managers – Certificate of Completion September 7, 2012
- Member of Unit Business Manager mentoring program 2009 - 2013
- University Staff Senate July 2007 – June 2008
- Industry Contract & Grants Management training February 2006
- Received Unit Business Administration certification December 16, 2004
- PeopleSoft implementation committee April 2001 – September 2002
- Effective Supervision Series December 12, 2000
- Better Business Writing class June 13, 2000
- Introduction to Excel training course June 9, 2000
- PowerPoint training course May 31, 2000
- Grammar & Editing for Business Communication class May 2000
- Intermediate Word training course April 20, 2000
- Introduction to Word training course April 14, 2000
Professional References
- Cynthia Walker, Administrative Manager, Seven Counties Services, cwalker@sevencounties.org, 502-593-8750
- Ashley Buren, Program Director, Seven Counties Services, aburen@sevencounties.org, 502-712-4036
- Evonne Leonard, Office Manager, Seven Counties Services, eleonard@sevencounties.org, 502-310-8146
- Master Sergeant Terry Tyree, United State Air Force, retired, Terry.tyree@mac.com, 502-762-7870
Timeline
Administrative Manager
Seven Counties Services, Inc.
03.2016 - 10.2026
Human Resources Assistant
Independent II, LLC
09.2013 - 03.2016
Office Manager
Independent II, LLC
06.2013 - 09.2013
Financial Coordinator
University of Louisville
07.2012 - 05.2013
Unit Business Manager
University of Louisville
01.2009 - 07.2012
Administrative Associate
University of Louisville
06.2004 - 01.2009
Program Assistant Senior
University of Louisville
08.2001 - 06.2004
Administrative Secretary
University of Louisville
03.2000 - 08.2001
High School Diploma -
Iroquois High School
General studies focusing on business management
University of Louisville