Rosa Mentor
New York,NY
Summary
A passionate and result-driven individual seeking an administrative assistant position with a hospital or office. I utilize exceptional customer service skills when educating and catering to anyone who needs assistance. I also provide a proven ability to manage administrative tasks in order to contribute effectively to the mission of the facility. I am very efficient, work well under pressure, able to prioritize assignments to meet deadlines, and detail-oriented. A personable administrative professional dedicated to cultivating positive client, staff, and management connections. Highly-developed communicator with outstanding skills in complex problem-solving and conflict resolution. Expertise in resource allocation and schedule management.
Overview
19
19
years of professional experience
Work History
Administrative Assistant to the Dean of Admissions
Columbia University, College of Dental Medicine
New York, NY
11.2017 - Current
- Create spreadsheets for presentations, timesheets for executives and to improve inventory management and accuracy
- Maintain payroll information by collating, calculating, and entering data
- Ensure the productivity of the Dean by organizing, prioritizing, and summarizing emails, meeting request, meeting materials and conflicts as deemed appropriate
- Updating payroll records by entering any changes to employee information or benefits such as job title changes, exemptions and saving deductions Manage a complex calendar to coordinate meetings, conference calls and appointments
- Arrange domestic and international travel including private charters and all flight itineraries
- Create multicurrency expense reports
- Organize and schedule board, management, and staff meetings
- Reserve conference rooms and arrange catering
- Process travel expenses and reimbursements reports
- Provided accurate detailed information to in all monthly report for the Dean by creating a spreadsheet
- Responded promptly to inquiries from students or faculty members regarding academic matters.
- Created spreadsheets, databases, and PowerPoint presentations for various projects.
- Organized and maintained filing systems, both paper and electronic.
- Monitored incoming mail from students or other university departments.
- Coordinated meetings between the Dean and other staff members.
- Managed multiple calendars for the Dean's office staff.
- Reviewed applications from prospective students before submitting them to the Deans' Office.
- Updated contact information in databases used by the Deans' Office regularly.
- Tracked deadlines for projects assigned to the Dean's office staff.
- Kept office equipment functional and supplies well-stocked to promote efficient operations.
- Raised funds by organizing multiple events and diligently managed details to meet deadlines.
- Prepared meeting materials such as agendas, notes, presentations and reports.
- Composed correspondence on behalf of the Dean when needed.
- Answered and directed phone calls to appropriate personnel.
- Scheduled travel arrangements for members of the Dean's office staff.
- Developed memos, letters, emails, forms, and other documents as requested.
- Manage accounts and perform bookkeeping
- Prepare communications, such as memos, emails, invoices, reports, and other correspondence
- Developed marketing campaigns for upcoming events using social media platforms
- Performed shopping, bill payment, and mail management duties for time-poor executive professionals
- Planned and supervised executive air travel, hotel accommodations, and meeting agendas.
SENIOR PATIENT CARE COORDINATOR/ADMINISTRATIVE ASSISTANT
Weill Cornell School of Medicine, Brain, Department
New York, NY
09.2017 - 12.2018
- Make sure proper surgical environment conducive throughout all phases of patient care
- Developed and sustained relationships with surgical supply sales representatives
- Managed order fulfillment and inventory of necessary surgical supplies
- Made travel arrangements and accommodations
- Prepared travel reimbursements and expense reports
- Prepared minutes for meetings, agendas, correspondence, statistical reports, tables and other documents as well as transcribed dictation as needed
- Coordinated travel arrangement and scheduled meetings and appointments
- Answered phone calls and routed emails accordingly
- Scheduled employee annual health assessment appointments and assisted callers with inquiries
- Worked closely with Health Physician Assistant and Infectious Disease Nurse regarding epidemiologist concerning Personnel Health issues
- Manage admission process for all assigned patients
- Prepared correspondence and created various forms (e.g
- Follow up letters, questionnaires, consent/declination forms, pre-employment forms)
- Researched and conducted data to prepare documents for review and presentation by boards of directors, committees, and executives.
ADMINISTRATIVE ASSISTANT/SURGICAL COORDINATOR
Rutgers University School Of Medicine, Neurosurgery
Newark, NJ
01.2016 - 05.2017
- Addresses staff issues and conducts regular performance reviews
- Supervises the selection and ordering of supplies
- Schedule surgical cases to assigned medical staff, based on priority and medical emergency basis
- Work with surgical scheduling team to ensure that all cases are scheduled in a timely manner and in accordance to the physician's direction
- In charge of clinical and surgical calendar
- Provide pre-operative instructions to patients and explain what to expect in recovery rooms
- Ascertain that all pre-surgical forms and medical clearance documents are present, complete and accurate
- Coordinate with the physician to improve surgery block-time and release any unused time
- Determine emergent cases and ensure that they are fitted into the surgical schedule on a priority basis
- Seek approvals surrounding physicians' schedules and follow up on post-operative visits
- Interact with patients and families to facilitate accurate flow of information and ensure increased responsiveness
- Work with patients' insurance companies to obtain necessary authorizations for surgical procedures and all radiology diagnostic testing
- Monitored and updated dashboard with reminders and alerts to organize daily task
- Ensured timely and accurate distribution of daily surgery schedules and notified all scheduled physicians and staff
- Coordinated with physician and surgical vendors to ensure equipment and surgical machines are available
- Verified patient insurance coverage, determined if referral or authorization for surgery is required
- Arranged time, date and location for procedure; arranged preoperative testing and/ or exam as needed
- Answer, screen and route all voicemail messages/ emails that are sent from patients to the doctors
- Sort and distribute mail to all corresponding physicians
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
OFFICE MANAGER/ ADMINISTRATIVE ASSISTANT
University Urology
New York, NY
09.2005 - 01.2016
- Triage phone calls and patient inquiries
- Answer multiple phone lines, scheduled appointments, and verify all medical insurances
- Perform all pre-authorizations/pre-certification for x-rays, CAT scans, medications and surgical procedures including anesthesia
- Collect all outstanding balances, copays and deductibles before all procedures
- Make sure all payments are batched out and logged in at the end of the day
- Process vitals, current medications and patient history, procedures, results and diagnose through EPIC EMR
- Billing and coding
- Notify patients on negative results and set them up on the EMR patient portal
- Insure all codes correspond with surgical procedures done by the doctors
- Review all surgical documents and patients chart to ensure the most appropriate medical clearance
- Responsible for posting all payments
- Answer, screen and route all voicemail messages/ emails that are sent from patients for the doctors
- Make sure all patients are medically cleared before being scheduled for any outpatient/ in patient procedures
- Import master files into EMR systems
- Extensive experience and competency with varied computer hardware and software including word processing, spreadsheet, database, scheduling, and communications
- Coordinates all conference calls and meetings in and out of the office for the doctor and processes financial requests: check requests, travel reimbursement, etc
- Assist with the daily review of patient accounts in preparation for daily schedules
- Prepare and type routine correspondence, form letters and reports
- Prepares front office payroll information.
Education
B.S - HEALTHCARE BUSINESS ADMINISTRATION -
Southern New Hampshire University
02.2024
HIGH SCHOOL DIPLOMA -
Aquinas High School
01.2002
Skills
- File Management
- Document Preparation
- Expense Reporting
- Travel Arrangements
- Meeting Scheduling
- Spreadsheet Management
- Meeting Planning
- Invoice Processing
- Database Management
- Data entry
- Outlook
- Excel
- Powerpoint
- Doodle Poll
- Web Ex
- Go To Meeting
- Zoom
- Operations management
- Team supervision
- Training and development
- Financial reporting
- Administer payroll
- Analytical thinking
- Coordination
- Digital archiving
- Project management
References
References available upon request.
Timeline
Administrative Assistant to the Dean of Admissions
Columbia University, College of Dental Medicine
11.2017 - Current
SENIOR PATIENT CARE COORDINATOR/ADMINISTRATIVE ASSISTANT
Weill Cornell School of Medicine, Brain, Department
09.2017 - 12.2018
ADMINISTRATIVE ASSISTANT/SURGICAL COORDINATOR
Rutgers University School Of Medicine, Neurosurgery
01.2016 - 05.2017
OFFICE MANAGER/ ADMINISTRATIVE ASSISTANT
University Urology
09.2005 - 01.2016
B.S - HEALTHCARE BUSINESS ADMINISTRATION -
Southern New Hampshire University
HIGH SCHOOL DIPLOMA -
Aquinas High School
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