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
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