Sara J. Schimelpfenig
North Olmsted,OH
Summary
Results-driven Administrative Specialist with extensive experience in administrative support, project coordination, customer service, and team leadership. Collaborates with senior management to define and achieve strategic operational objectives. Demonstrates strong communication skills and a proactive approach while fostering a positive work culture that promotes teamwork and goal achievement.
Overview
37
37
years of professional experience
Work History
Professional Violinist and Violin Teacher
01.1991 - Current
- Taught music lessons in private home studio from 1992 to present
Administrative Specialist
Episcopal Diocese of Ohio
Cleveland, OH
01.2024 - 01.2026
- Ensured efficient time management for executives by maintaining and updating their calendars.
- Delivered administrative support to department staff, streamlining processes and improving workflow.
- Oversaw all correspondence and communication to ensure clarity and timely responses.
- Handled confidential documents in a secure manner; ensured privacy regulations were met.
- Assisted in the preparation of budgets, financial reports, invoices, and purchase orders.
- Facilitated training sessions for volunteers and new support staff members.
- Developed and revised resource materials to enhance office procedures and workflows.
- Cultivated relationships between departments and the community to strengthen collaboration and resource sharing.
- Coordinated recruitment, evaluation, and termination procedures.
- Monitored inventory, ordering, and maintenance of office supplies and equipment.
- Coordinated conventions, conferences, and events to enhance organizational presence and engagement.
Administrative Assistant, Department of Allied Health, Sport and Wellness
Baldwin Wallace University
Berea, OH
01.2011 - 01.2024
- Acted as the first point of contact and liaison for programs, departments, and area institutions.
- Assisted, facilitated, and supported associate dean, chair, faculty, adjunct faculty, and students.
- Scheduled, planned, and coordinated meetings and events (Microsoft Outlook).
- Organized and maintained office files, and confidential personnel materials.
- Prepared and processed faculty contracts, tenure and promotion materials, and general correspondence.
- Interviewed, hired, trained, scheduled, supervised, and processed payroll for student workers.
- Maintained department documents, shared drives, and Microsoft Teams.
- Monitored and tracked expenditures in multiple budget lines; reconciled budget discrepancies; reconciled monthly credit card statements.
- Developed and revised materials to enhance office procedures and workflows.
- Coordinated prospective student inquiries and campus visits.
- Researched and processed purchases for program-specific apparatus, equipment, and office supplies.
- Assisted in preparing and maintaining documentation for academic accreditations and licensure.
- Coordinated departmental course evaluations using Qualtrics.
- Managed the compiling, running, and collating of inquiries and reports using university database software systems.
- Developed timeline manual to accomplish all academic semester/year processes and requirements.
- Coordinated and revised 8-semester class sequences for department majors and minors.
- Reviewed, scheduled, and reserved rooms, finalized semester course offerings, and loaded them into scheduling software.
- Prepared faculty load sheets and accompanying letters
- Requested, tracked, reviewed, and maintained course syllabi.
- Assisted with faculty interviews and hires, coordinated processing and onboarding.
- Served as secretary for department meetings: prepared and distributed notes.
- Enhanced content on departmental website to ensure accuracy and relevance.
Program Coordinator, BW Community Arts School
Baldwin Wallace College
Berea, OH
01.2007 - 01.2011
- Coordinated offerings for New Horizons Adult Music Program and ensembles, enhancing community engagement through diverse musical opportunities.
- Coordinated registration, tracking, and scheduling for multiple ensembles in the Summer Music Programs.
- Instituted the New Horizons Adult String program.
- Hired, trained, and supervised work-study students, ensuring effective scheduling and support for program operations.
- Processed work study payroll and prepared stipends and purchase requisitions, maintaining accurate financial records for program funding.
- Managed Music Education and Conservatory instruments.
- Prepared student teacher tracking documents.
Department Assistant IV, Department of Music
Case Western Reserve University
Cleveland, OH
01.2004 - 01.2007
- Developed event planning process, scheduled events, coordinated student event monitors to ensure smooth execution.
- Drafted department correspondence, created event marketing materials, prepared mail-merge documents, and coordinated mailings.
- Maintained budget spreadsheets, processed faculty contracts and requisitions.
- Assisted Department Chair; managed office operations and acted as primary contact for inquiries.
Assistant to the Director, Community Music Enrichment Program
Cleveland State University
Cleveland, OH
01.2001 - 01.2004
- Coordinated, planned, and executed annual multi-organizational professional event.
- Developed publicity process and promotional materials for events and annual concert series.
- Processed and maintained budgets, purchase requisitions, and payment requests.
- Established procedures for academic admissions for graduate level workshops and classes.
Doctors’ Secretary I
University Ophthalmologists, Inc. - University Hospital
Cleveland, OH
01.1996 - 01.2001
Office Manager
Theresa J. Ruggiero, O.D., Private Practice
Northampton, MA
01.1993 - 01.1995
Unit Clerk-Alcohol & Drug Treatment Center
The Toledo Hospital
Toledo, OH
01.1989 - 01.1991
Education
Master of Music - Violin Performance
Cleveland State University
2121 Euclid Ave. Cleveland, OH01-2000
Bachelor of Music - Violin Performance
Bowling Green State University
1001 E. Wooster St. Bowling Green, OH01-1991
Skills
- Office administration
- Calendar management
- Document preparation
- Meeting planning
- Event coordination
- Project coordination
- Budget tracking
- Billing oversight
- Expense validation
- Order processing
- Registration processing
- Document management
- Correspondence management
- Activity reporting
- Report preparation
- Process optimization
- Confidential document control
- Videoconference preparation
- Time management
- Travel arrangement scheduling
- Team collaboration
- Attention to detail
- Problem solving
- Training facilitation
- Verbal communication
- Proofreading
- Vendor management
- Graphic design
- Calendar maintenance
- Meeting minutes
- Proficient in Office 365, Apple Pages, Datatel, Digarc/Section, Colleague, Informer, Qualtrics Survey Tool, Blackboard, eTime
- Registration processing
- Expense validation
- Project coordination
- Event planning
- Meeting minutes
References
- Amy Jo Sutterluety, Professor and Department Chair, Allied Health, Sport and Wellness, Baldwin Wallace University, 275 Eastland Road, Berea, OH, 44017, (440) 826-3175, asutterl@bw.edu
- Jaimy Dyer, Professor, Allied Health, Sport and Wellness, Baldwin Wallace University, 275 Eastland Road, Berea, OH, 44017, (440) 826-2181, jmdyer@bw.edu
- Karen Munroe, Associate Professor and Department Chair, Biology & Geology, Baldwin Wallace University, 275 Eastland Road, Berea, OH, 44017, (440) 826-8562, kmunroe@bw.edu
- Meredith Kurtz, Assistant Director, Community Arts School, Baldwin Wallace University, 275 Eastland Road, Berea, OH, 44017, (440) 826-2360, mkurtz@bw.edu
Timeline
Administrative Specialist
Episcopal Diocese of Ohio
01.2024 - 01.2026
Administrative Assistant, Department of Allied Health, Sport and Wellness
Baldwin Wallace University
01.2011 - 01.2024
Program Coordinator, BW Community Arts School
Baldwin Wallace College
01.2007 - 01.2011
Department Assistant IV, Department of Music
Case Western Reserve University
01.2004 - 01.2007
Assistant to the Director, Community Music Enrichment Program
Cleveland State University
01.2001 - 01.2004
Doctors’ Secretary I
University Ophthalmologists, Inc. - University Hospital
01.1996 - 01.2001
Office Manager
Theresa J. Ruggiero, O.D., Private Practice
01.1993 - 01.1995
Professional Violinist and Violin Teacher
01.1991 - Current
Unit Clerk-Alcohol & Drug Treatment Center
The Toledo Hospital
01.1989 - 01.1991
Master of Music - Violin Performance
Cleveland State University
Bachelor of Music - Violin Performance
Bowling Green State University