Sandra L. Ceballos
Mount Airy,USA
Summary
Position as Program/Management Analyst/Executive Assistant
Organized, articulate Management Analyst and Human Resources professional with 20+ years of progressively responsible experience in the strategic areas of office management. International and domestic travel, and other administrative operations, supervisory procedures and systems. Excellent organizational, research and communication capabilities. Demonstrated ability to prioritize tasks, meet time-sensitive deadline and work independently to achieve goals. Successful professional with several years of driving critical organizational change through research, optimization, and systems development. Hands on conferences with employees and management to address problems by establishing improved procedures. Adeptly navigates internal control restrictions and calls-to-action to reduce negative impact on business operations. Contributes to streamlined processes and maximized resource utilization.
Overview
26
26
years of professional experience
Work History
Management Analyst (Contractor for NIH/NIAID/DCR/PPAB)
A-TEAM Solutions
Fulton, MD
11.2022 - 04.2024
- Prepared a variety of management and administrative studies to analyze and evaluate internal procedures, policies, processes, and systems for the purpose of improving efficiency.
- Provided project management support to the DCR to include planning and development of project schedules and deliverables, tracking project milestones, managing timelines, pre-paring status reports, monitoring progress to ensure adherence to deadlines and providing logistical support
- Communicated the progress of all ongoing projects and activities, and prepare highly detailed action item lists, meeting minutes, and emails; reconcile conflicting data information; correct errors and inconsistencies; work with appropriate program staff to discuss resolution and workarounds, including reconciling past due invoices for purchase orders; updating staff NED records; processing payroll CAN change requests; correcting data in the Fellowship Payment System (FPS); renewing maintenance agreements for existing equipment and services.
- Prepared personnel actions, including recruitments, promotions, pay adjustments, realignments, conversions, and termination of appointments; enter Personnel Action Request PAR and Recruiting workflow actions into Enterprise Human Capital Management EHCM; run a variety of HR reports
- Processed awards using the NIAID Awards and Recognition Processing Software ARPS to enter Special Act or Service Awards, Quality Step Increases, and Time-Off Awards
- Generated procurement orders and perform receiving on orders using Acquisition Management Budget Information System AMBIS; enter funding requisitions and modifications into the NIH Business Systems NBS for DCR contracts; and work with assigned Acquisition Management and Operations Branch AMOB purchasing agent to complete complex orders; Verify Section 889 compliance
- Provided administrative and program support staff with travel policy, guidance and visual aide as it relates to processing of travel authorizations and travel vouchers in the Concur Government Edition CGE travel system; review all travel to ensure compliance with Federal Travel Regulations FTR
- Developed, maintained, and utilized a wide variety of database management systems, spread-sheets, SharePoint, and shared drives i.e.
- Provided technical expertise and support along with advising management in administrative areas regarding program planning and support, administrative services, quality assurance, financial forecasting, budget formulation, procurement, contract administration, property and space management, and travel
- Performed initial processing of training requests using the NIH Learning Management System LMS along with monitoring completion of request
- Monitored trends and research by management associations and academic institutions and develop job aids, instruction and other materials to support management analysts
Human Resource Specialist (Contractor for DHA/MEDLOG)
Cherokee Nation Operational Solutions, LLC
Catoosa, OK
02.2021 - 07.2021
- Conducted a variety of tasks within the Defense Health Agency (DHA)
- Assisted the Senior Human Resource Specialist/Management Analyst in developing taskers for all new hiring actions
- Processed reclassifications of all positions as they became vacant
- Assisted in hiring management for 5 Divisions under the DHA and tracked correspondence between all Division Chiefs
- Coordinated interviews, references, and documentation for staff hiring, answered inquiries, and followed up daily
- Updated spreadsheets and other tracking documentation on a weekly basis of all completed hiring packages
- Developed a system of tracking the status of outstanding hiring packages not yet processed by their divisions
- Created, managed, and assigned Task Management Tool (TMT) taskers
- Composed and typed documents in final form in accordance with regulations (Position Descriptions)
- Provided complete packages (PD) and processed Civilian Awards
- Participated in weekly executive staff meetings and provided input to PowerPoint presentations
- Attended training classes as required
Management/Program Analyst GS-0343-12
DHHS/FDA/CDRH/OSEL/DALS
Silver Spring, MD
05.2015 - 06.2018
- Maintained employees leave records accurately and in accordance with OPM, HHS, FDA time and leave policies and procedures
- Completed timekeeping records on a bi-weekly basis and within established payroll deadlines, entered leave information on appropriate timekeeping documents and maintain accurate records, corrected timekeeping errors
- Provided information to staff regarding hours worked, leave, credit time, etc
- Submitted travel arrangements in the appropriate electronic system and monitored for approvals, contacted traveler to review and signed completed authorization for approval, prepared and booked flights and hotels through travel system, changed flights if needed to be corrected
- Confirmed ahead of time so that travel vendor or other errors could be resolved prior to traveler's departure
- Tracked spreadsheets and monitored all travel through to completion
- Prepared and submitted travel vouchers for approval for payment, uploading all receipts and made sure traveler reviewed voucher before submission and approval
- Entered all required travel information onto operating log, assigned accounting information to travel authorization to ensure correct financial source was used
- Communicated with customers and vendors regarding requests, work products, and services, referring customers to appropriate sources for information and guidance
- Assisted customers to finding solution to customer problems
- Addressed and responded to customers' requests in a timely manner
- Maintained effective lines of communication with customers, either by telephone, email or in person
- Division purchase card holder for authorization to purchased approved products through the IMPAC system
- Obtained electronic or written approval from the Division Director prior to purchase through PurchD
- Maintained IMPAC log and tracked all transactions via JP Morgan Chase customer website
- Kept detailed and accurate files required by the bank card holder agreement, made sure that all receipts were signed and dated as orders were received
- Coordinated and submitted original statement to OSEL bankcard approving official
- Kept track of bank card balances so that all information was accurate and correct
Management Analyst GS-0343-12
DHHS/FDA/ORA/OMPT
Rockville, MD
09.2013 - 05.2015
- Maintained employee leave and earning records accurately and in accordance with FDA/OMPT time and leave policies and procedures
- Completed timekeeping records on a bi-weekly basis and within established payroll deadlines, entered leave information on appropriate time keeping documents, corrected timekeeping errors
- Provided information to staff regarding hours worked, leave, credit time, etc
- Communicated with customers and vendors regarding requests, work products, and services, referred customers to appropriate sources for information and guidance
- Assisted customers to finding solutions to customer problems/issues
- Addressed and responded to customers' requests in a timely manner
- Maintained effective lines of communication with customers, either by telephone, email or in person
- Entered all required travel information onto operating log, assigned accounting information to travel authorization to ensure correct financial source was used
Program Support Specialist GS-301-9
DHHS/FDA/CDRH/DAM
Silver Spring, MD
11.2011 - 08.2013
- Monitored trends and research by management associations and academic institutions and develop job aids, instruction, and other materials to support management analysts
- Maintained employee leave and earning records accurately and in accordance with FDA/OMPT time and leave policies and procedures
- Completed timekeeping records on a bi-weekly basis and within established payroll deadlines, entered leave information on appropriate time keeping documents, corrected timekeeping errors
- Provided information to staff regarding hours worked, leave, credit time, etc
- Division purchase card holder for authorization to purchased approved products through the IMPAC system
- Obtained electronic or written approval from the Division Director prior to purchase through PurchD
- Maintained IMPAC log and tracked all transactions via JP Morgan Chase customer website
- Kept detailed and accurate files required by the bank card holder agreement, made sure that all receipts were signed and dated as orders were received
- Coordinated and submitted original statement to OSEL bankcard approving official
- Kept track of bank card balances so that all information was accurate and correct
- Submitted travel arrangements in the appropriate electronic system and monitored for approvals, contacted traveler to review and signed completed authorization for approval, prepared and booked flights and hotels through travel system, changed flights if needed to be corrected
- Confirmed ahead of time so that travel vendor or other errors could be resolved prior to traveler's departure
- Tracked spreadsheets and monitored all travel through to completion
- Prepared and submitted travel vouchers for approval for payment, uploaded all receipts and making sure traveler reviewed voucher before submission and approval
- Entered all required travel information onto operating log, assigned accounting information to travel authorization to ensure correct financial source was used
- Communicated with customers and vendors regarding requests, work products, and services, referring customers to appropriate sources for information and guidance
- Assisted customers to finding solution to customer problems
- Addressed and responded to customers' requests in a timely manner
- Maintained effective lines of communication with customers, either by telephone, email or in person
Senior Human Resource Supervisor (SFC)
US Army, 318th Training Battalion
Ft. Meade, MD
02.2007 - 12.2009
- In charge of the S-1 Section pertaining to personnel, pay and travel
- I worked with soldiers who needed promotion packets completed and also arranged for soldiers' removal boards and handled any disciplinary documentation needed
- Process classification or reclassification actions
- Prepared orders and request for orders
- Supervised 5 subordinate personnel to prepare and maintain Officer and Enlisted personnel records
- Processed personnel for separation, deployment and retirement
- Processed evaluation reports and awards
- Ensured all documents were filed properly in Military Personnel Files & Medical records; ensured Soldiers audit their MPF annually; prepared award documents as required; ensured ARIMS files are managed properly; ensured additional duties book is kept current; supervised the preparation of NCOER and OER shells
- Prepared command memorandums as required; ensured promotion packets are properly prepared; supervised and trained subordinates; performed other administrative duties as assigned
- Trained personnel and prepared travel orders and Active Duty orders for training and deployments
- Responsible for Military Pay and submitted payroll for Army Reservists on a monthly basis
- Established deployment readiness exercises and counsel Soldiers on benefits for family members while deployed
- Responsible for timely Personnel Accounting and Strength Reporting; responsible for the Accountability and readiness of all assigned and attached personnel, to include direct supervision of one NCO and 5 subordinates
- Additional duties assigned was Weight Control NCO, Postal NCO, Training NCO in the area of administration
Career Counselor/Retention NCO-E-7
99th RRC
Gaithersburg, MD
06.2002 - 02.2007
- Processed Soldier benefits, re-enlistment entitlements, and retirement options efficiently; improved the career quality of 5 Army Reserve Units
- As Retention NCO, assisted the 1SG with retention interviews resulting in an over 90% extension rate among eligible Soldiers
- Advised the Battalion Commander, Command Sergeant Major, and company command teams on all aspects of the Army Retention Program; provided supervision, training, and guidance to 1 company Retention NCO; liaisons with local personnel and finance offices to facilitate Army retention incentives; prepared and maintained statistics and reenlistment residual files on all enlisted Soldiers
- Interviewed, counseled and qualified soldiers for transfer, reenlistment, extension, and warrant officer; explained benefits and incentives; prepared reenlistment, extension, transfer, and warrant officer forms and documents; provides career and transition assistance to the soldiers of the USAR; conducts professional development programs; served as commander's primary agent for retention, transition and warrant officer activities; explained USAR benefits to family members and staffed a family assistance center during mobilization
- Recruited Soldiers from the Inactive Ready Reserves to the Active Reserves and placed in Army Reserve Units in my geographical area
Program Analyst GS 343-09
DHHS/HRSA/HAB
Rockville, MD
03.2000 - 06.2002
- Analyzed, evaluated and recommended solutions in terms of support to HIV Directives, with contingency planning, material distribution, management operations
- Based on data analyses, develops and provides guidance to supervisors, director on the execution of data information support
- Responsible for management and proper staffing of the Directors tasking, Requests for Information, and Operational Needs Statements
- Developed and recommended administrative policy, goals, performance objectives, internal controls, and management programs
- Established and maintained stakeholder relationship management in terms of external organization communications/coordination
- Assisted in the design and development of cost-benefit studies, business case analysis, and made assessments using activity-based management and computations relating to core competencies, business practices and resource usage
- Work consisted of projects and/or other assignments requiring analyses of inter-related issues of effectiveness, efficiency and quality of substantive medical information programs of great importance to HAB mission
- Independently planned, scheduled and carried out major projects, expanding or narrowing the scope as considered appropriate
- Kept supervisor informed of overall project status and points of unusual controversy or sensitivity
- Decisions that are precedent setting may be subject to review for their effect on agency policies or goals
- Assisted in the development of program realignment strategy and supported adjustments to promote program sustainability
Administrative Assistant to the Deputy Director GS-303-08
DHHS/HRSA/MCHB
Rockville, MD
09.1998 - 03.2000
- Supervised performance of administrative functions for other Administrative Assistants
- Reviewed and edited correspondence prior to release, submission for signature, or other disposition
- Conducted periodic review of files to ensure proper filing of correspondence
- Controls use of reproduction facilities and reviews items to be reproduced
- Received inventories, and signs hand receipts for office equipment
- Coordinated administrative activities with other organizational elements and staff sections
- Wrote office SOP, job descriptions, and directives, determines requirements for office equipment, supplies, and space
- Prepared documents for destruction or other disposition
- Ensures proper accountability of documents based upon the degree of classification
- Receives publications, establishes and maintains publications library
- Provides technical training and instructions to subordinates
- Requisitions and stocks blank forms
- Prepared all travel and submitted vouchers upon completion of travel for Deputy Director
Education
Computer Security Course -
Federal
01.2022
Ethics Training -
Federal
01.2022
JKO Training -
Army Contractor
01.2021
Human Resource Training -
Army Contractor
01.2021
Computer Security Course -
Federal
01.2021
Ethics Training -
Federal
01.2021
Computer Security Course -
Federal
01.2017
Ethics Training -
Federal
01.2017
Contract Management Certification Course -
Federal
01.2017
College Coursework completed -
American Military University
Charleston, WVA08.2011
College Coursework completed -
San Francisco State
Los Angeles, CA07.1992
Skills
- Administrative Expertise
- Computer and Database Management Skills
- Report and Document Preparation
- Research and Analysis
- Communication Skills
- Problem-solving aptitude
- Adaptability and flexibility
- Teamwork and collaboration
- Self motivation
- Excellent communication
- Continuous improvement
- Time management
Federalstatus
Retired/Contractor
Veteranspreference
30% disability Service-Connected
Military Service
- US Army, 01/01/74, 12/31/76, E-4, Admin Clerk
- US Army Reserve, 01/01/77, 12/31/83, E-6, Human Resources
- US Army, 01/01/83, 12/31/85, E-6, Human Resources
- US Army, 01/01/85, 12/31/93, E-7, Recruiter
- US Army Reserve, 01/01/93, 12/31/02, E-7, Senior Human Resource Sergeant
- US Army, 01/01/02, 12/31/07, E-7, Career Counselor
- US Army, 01/01/07, 12/01/09, Senior Human Resource Sergeant (Supervisor)
Personal Information
- Disability: Scheduled A Eligibility
- Citizenship: USA
References
References available upon request.
Timeline
Management Analyst (Contractor for NIH/NIAID/DCR/PPAB)
A-TEAM Solutions
11.2022 - 04.2024
Human Resource Specialist (Contractor for DHA/MEDLOG)
Cherokee Nation Operational Solutions, LLC
02.2021 - 07.2021
Management/Program Analyst GS-0343-12
DHHS/FDA/CDRH/OSEL/DALS
05.2015 - 06.2018
Management Analyst GS-0343-12
DHHS/FDA/ORA/OMPT
09.2013 - 05.2015
Program Support Specialist GS-301-9
DHHS/FDA/CDRH/DAM
11.2011 - 08.2013
Senior Human Resource Supervisor (SFC)
US Army, 318th Training Battalion
02.2007 - 12.2009
Career Counselor/Retention NCO-E-7
99th RRC
06.2002 - 02.2007
Program Analyst GS 343-09
DHHS/HRSA/HAB
03.2000 - 06.2002
Administrative Assistant to the Deputy Director GS-303-08
DHHS/HRSA/MCHB
09.1998 - 03.2000
Computer Security Course -
Federal
Ethics Training -
Federal
JKO Training -
Army Contractor
Human Resource Training -
Army Contractor
Computer Security Course -
Federal
Ethics Training -
Federal
Computer Security Course -
Federal
Ethics Training -
Federal
Contract Management Certification Course -
Federal
College Coursework completed -
American Military University
College Coursework completed -
San Francisco State
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