Sarah Goble Gardner
Santa Fe,TX
Summary
Professional with proven experience supporting high-level executives. Skilled in managing schedules, coordinating meetings, and handling confidential information. Strong focus on team collaboration and achieving results. Reliable and adaptable, with expertise in communication, organization, and multitasking.
Overview
17
17
years of professional experience
Work History
Executive Administrative Assistant
University of Houston
11.2019 - Current
- Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders
- Greets and directs visitors of the office of the university executive to the appropriate department or person
- Answers, screens and directs all incoming telephone calls for university executive creating a positive impression and experience for callers both internal and external
- Maintains appointment/meeting schedule for regular recurring meetings with university executive leadership and their teams
- Makes arrangements for meetings/conferences including creating agendas, compiling information, printing handouts, reserving and preparing facilities, collecting RSVP and lunch orders, etc
- Arranges and assists with travel arrangements both nationally and internationally for university executive and their team along with processing all reimbursements in a timely manner
- Sorts and prioritizes incoming mail
- Procurement and Travel Cardholder for the department of the university executive
- Ensures expense reports and documentation are submitted to central business office in a timely manner and all charges are reconciled within allotted timeframe
- Drafts routine responses to correspondence as needed
- Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals
- Maintains confidentiality when handling sensitive information, protecting university interests and employee privacy.
Administrative Secretary
University of Texas Medical Branch
06.2014 - 11.2019
- Perform complex administrative support duties for Director of Mitchell Center for Neurodegenerative Diseases/Vice Chair for Research and senior research faculty in the Department of Neurology at University of Texas Medical Branch
- Making travel arrangements and reservations for the Director/Vice Chair
- Generating, assisting with, proofreading, and distributing general correspondence
- Copying and filing and keeping files updated
- Preparing and analyzing financial reports to ensure proper spending
- Resolving discrepancies upon reconciling accounts
- Gathering and summarizing various data
- Maintaining confidential files and records for the Director/Vice Chair
- Advising Director on daily happenings within the Center
- Assisting in creating, modifying and ensuring completion of annual Employee Performance Reviews
- Assisting with Compliance Training reporting and completion on an annual basis in conjunction with Departmental Administration
- Maintaining meeting and travel schedule for multiple senior faculty
- Coordinating visitor travel for seminar speakers and preparing itinerary
- Maintaining schedule for weekly seminars
- Liaison for gathering information from incoming research personnel
- Point person for the Mitchell Center in relation to all HR matters
- Training new employees in policies and procedures for the Department
- Processing various personnel and financial functions within PeopleSoft
- Troubleshooting and resolving problems with PeopleSoft
- Working in conjunction with grants team to ensure timely submission of all grants from research faculty
- Liaison between faculty members, grants team and approvers
- Working in conjunction with finance department and post award grants team to ensure appropriate spending of funds
- Responsible for ordering and maintaining office supplies
- Responsible for ordering supplies and maintaining for use in laboratory research
- Ordering of capital equipment
- Assisting with management of inventory for all capital equipment
- Met/exceeded expectations on performance evaluations
Administrative Support Coordinator II
Baylor College of Medicine
09.2013 - 06.2014
- Performs complex administrative support duties for Senior Faculty and the Department of Neonatology at Texas Children's Hospital
- Setting up and typing financial, statistical, and textual reports from source documentation
- Responsible for ordering and maintaining office supplies
- Organizing, screening and prioritizing mail
- Answering questions and furnishing information on behalf of supervisor
- Making travel arrangements and reservations
- Generating, assisting with, and proofreading general correspondence
- Copying and filing documentation; processing various personnel and financial functions within SAP
- Troubleshooting and resolving problems with SAP
- Preparing regular reports, gathering and summarizing data
- Maintaining confidential files and records
Administrative Assistant
Cenikor Foundation
03.2013 - 09.2013
- Provide administrative support to Senior Vice President and all facility employees
- Maintaining training schedule for 20+ employees
- Maintaining Human Resources personnel files for 20+ employees
- Note taking/Time keeping at weekly staff meetings
- Organizing luncheons for Board Meetings; travel arrangements for Senior Vice President
- Setting appointments for Senior Vice President using Microsoft Outlook
- Maintaining time clock for 20+ employees through ADP system
- Make copies of correspondence or other printed materials
- Maintaining Training spreadsheets
- Expense Reports
- Travel Requisitions
- Meeting scheduling
- Responsible for all Human Resources Functions for new employees coming into facility
Administrative Sales Assistant
Kaltwasser Insurance Agency/Southern Group Insurance
09.2008 - 11.2012
- Assist insurance agent with sales and quoting insurance leads
- Greeting and directing customers at front counter
- Receiving payments
- Completed and passed Insurance CSR licensing exam
- Providing administrative support to owner/agent
- Setting appointments and/or meetings for owner/agent using Microsoft Outlook
- Responsible for travel arrangements
- Responsible for ordering and maintaining office supplies
- Multi-line phone system; Copy Machine; Fax Machine; Postage meter
- Uploading information into Main Data System from outside sources
- Maintaining files as necessary
Education
Bachelor of Science - Human Resources Management
Western Governor’s University
MillCreek, UT03-2027
High School Diploma -
Pasadena Memorial High School
Pasadena, TX05.2006
Skills
- Microsoft Office Suite
- Timekeeping applications
- SAP
- Vendor communication
- Professional licensing
- Credentialing
- Office management
- Supply management
- Scheduling
- Expense reporting
- Customer service
- Information confidentiality
- Meeting planning
- Logistics coordination
- Travel coordination
- Event coordination
- Meeting support
Timeline
Executive Administrative Assistant
University of Houston
11.2019 - Current
Administrative Secretary
University of Texas Medical Branch
06.2014 - 11.2019
Administrative Support Coordinator II
Baylor College of Medicine
09.2013 - 06.2014
Administrative Assistant
Cenikor Foundation
03.2013 - 09.2013
Administrative Sales Assistant
Kaltwasser Insurance Agency/Southern Group Insurance
09.2008 - 11.2012
High School Diploma -
Pasadena Memorial High School
Bachelor of Science - Human Resources Management
Western Governor’s University
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