Sara Herbst
Administrative Assistant
Blossburg,PA
Summary
Systematic Administrative Assistant with successful experience in fast-paced office settings. Offering keen attention to detail and strong decision making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
20
20
years of professional experience
5
5
years of post-secondary education
2
2
Certificates
Work History
Administrative Assistant
Mansfield University
Mansfield, PA
06.2019 - Current
- Provide administrative support to Music Department Chairperson and 20 faculty members
- Handles department budget of approximately $250k through multiple funding agencies – Mansfield University, Mansfield Foundation, and College Community Services, Inc.
- Created detailed expense reports and requests for capital expenditures
- Leads efforts to recruit prospective students by independently coordinating and implementing recruiting and admission events
- Assists with design, production, and distribution of recruiting and public relations publications (print, digital and web)
- Researches and creates varied performance contracts and makes determinations on contract verbiage and stipulations
- Works directly with national and international guest artists, performers, and clinicians to execute contracts, handle appropriate paperwork, make travel arrangements, and resolve issues prior to performances
- Coordinated travel arrangements by booking airfare, hotel and ground transportation
- Independently makes determinations on equipment sourcing for wide variety of performances and events including sound, lighting, and electrical needs
- Maintains department annual calendar of concerts and events and coordinates with university-wide calendar of events
- Independently coordinates setup, implementation, distribution, and reconciliation of ticket sales systems for multiple department events – online, phone and face to face sales
- Primary direct contact with external agencies for equipment maintenance & repair, food services, guest artist housing, etc.
- Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events
- Acts as site coordinator for summer camps and off campus organizations in Butler Music Center, Steadman Theatre and Straughn Auditorium
- Implemented YouTube live streaming of events during pandemic
- Primary point of contact for 125+ music students
- Interviews, hires, and supervises over 20 work study students including stage crew employees
- Attends faculty meetings and records minutes for distribution
- Monitored supervisor's work calendar and scheduled appointments, meetings and travel
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions
- Scheduled office meetings and client appointments for staff
- Daily use of Microsoft Excel, Word, Teams, Office 365, Sharepoint, Outlook, Zoom, SAP, Adobe Docusign, Accufund Accounting, Ariba Sourcepoint and Colleagueteams
Fiscal Assistant
College Community Services, Inc
Mansfield, PA
10.2016 - 01.2019
- Asked to return to help during a transitional phase due to unforeseen circumstances within the company
- Re-evaluated procedures and trained new employees
- Performed all of the same job functions as my previous employment term from 2005 - 2011
- Review and input A/P vouchers for more than 200 organizations and monitor their individual budgets
- Enforce by-laws and budget requirements
- Prepared financial reports for auditors, supervisors, and treasurers as well as athletic expenses for annual NCAA audit review
- Reconciled accounts, managed audits and updated financial records with remarkable accuracy
- Strengthened financial operations by conducting bank reconciliations and financial reporting
- Quickbooks, Accufund Accounting, Microsoft Word, Excel, Outlook daily use
Customer Service Rep
Ward Manufacturing
Blossburg, PA
09.2015 - 10.2016
- Managed customer accounts throughout United States and Austria
- Point of contact handling all customer relations
- Processed orders, credits, and inquiries
- Maintained customer satisfaction with forward-thinking strategies focused on addressing customer needs and resolving concerns
- Liaised with customers, management and sales team to better understand customer needs and recommend appropriate solutions
- Fielded customer questions regarding available merchandise, sales, current prices and upcoming company changes
- Cultivated customer loyalty, promoted repeat business and improved sales
- Trained other customer service representatives on new product lines
- Voted as best in customer service and received “Eye of the Tiger” award for 2015
Office Manager
Northeastern Drug & Alcohol Testing
Covington, PA
01.2011 - 10.2015
- Notified companies of random pulls and employee test results
- Maintained accurate spreadsheets of employee records for many companies and report all tests to consortium
- Attended webinars to stay current with Federal Guideline testing requirements
- Utilized client and staff feedback to maintain customer partnerships and increase revenue
- Maintained computer and physical filing systems
- Optimized organizational systems for payment collections, AP/AR, deposits and recordkeeping
Clerk Typist 2
College Community Services, Inc.
Mansfield, PA
01.2005 - 09.2011
- Implemented new accounting software to assist in monitoring over 2 million dollars in budget monies for numerous accounts
- Review and input A/P vouchers for more than 200 organizations and monitor their individual budgets
- Enforce by-laws and budget requirements
- Make travel arrangements for all student/club travel
- Maintain accurate records of expenses, revenues, confidential data such as payroll information, W-9’s, contracts, etc.
- Prepared financial reports for auditors, supervisors, and treasurers as well as athletic expenses for annual NCAA audit review
- Matched purchase orders with invoices and recorded necessary information
- Reconciled accounts, managed audits and updated financial records with remarkable accuracy
Office Manager/Licensed Real Estate Agent
Koch Homestead Realty
Mansfield, PA
03.2002 - 01.2005
- Managed budgets, appointment scheduling, employee and event itineraries and accounts to improve productivity initiatives.
- Reconciled all banking accounts including checking, escrow and rental accounts.
- Established workflow processes, monitored daily productivity and implemented modifications to improve overall performance of personnel.
- Optimized organizational systems for payment collections, AP/AR, deposits and recordkeeping.
- Handled all A/R and A/P tasks.
- Developed standard operating procedures for all administrative employees.
- Maintained computer and physical filing systems.
- Maintained office calendar and scheduled agent hours, appointments and showings.
- Corresponded orally and in writing with attorneys, settlement agents, brokers and financial institutions.
- Secretary Elect to the North Central Penn Board of Realtors
Education
Bachelor of Science - Business Marketing Management
Western Governors University
Salt Lake City, UT 09.2018 - 08.2021
Associate of Applied Business - Business Administration
Southern New Hampshire University
Hooksett, NH 10.2016 - 08.2018
Skills
Spreadsheet management
Administrative support
Records management
Scheduling
Account Reconciliation
Conference planning
Customer and client relations
Office management
Travel planning
Meeting arrangements
Process optimization
Marketing
Contract agreement preparation
Expense reporting
AP/AR proficiency
Contract negotiations
Certification
PA Licensed Real Estate Salesperson
Timeline
PA Licensed Notary
08-2021
Administrative Assistant
Mansfield University
06.2019 - Current
Bachelor of Science - Business Marketing Management
Western Governors University
09.2018 - 08.2021
Associate of Applied Business - Business Administration
Southern New Hampshire University
10.2016 - 08.2018
Fiscal Assistant
College Community Services, Inc
10.2016 - 01.2019
Customer Service Rep
Ward Manufacturing
09.2015 - 10.2016
Office Manager
Northeastern Drug & Alcohol Testing
01.2011 - 10.2015
Clerk Typist 2
College Community Services, Inc.
01.2005 - 09.2011
PA Licensed Real Estate Salesperson
12-2002
Office Manager/Licensed Real Estate Agent
Koch Homestead Realty
03.2002 - 01.2005