Amy Jo Harris
Trafford,Pa
Summary
Experienced Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
25
25
years of professional experience
Work History
Senior Executive Administrative Assistant
UPMC East
05.2021 - Current
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.
- Assisted in event planning efforts, executing successful corporate functions that bolstered brand image and networking opportunities.
- Streamlined office operations by implementing efficient filing systems and managing executive calendars.
- Took notes and dictation at meetings.
- Worked with senior management to initiate new projects and assist in various processes.
- Spearheaded cost-saving initiatives through diligent expense tracking and budget management for departmental costs.
- Developed detailed meeting agendas, resulting in more productive discussions among team members and decisionmakers.
- Managed daily office operations, negotiated contracts, managed vendor relations and acted as primary liaison with outside organizations.
Administrative Coordinator
UPMC East Resource / Emergency Department
03.2012 - 05.2021
- Supported executive-level staff with calendar management, meeting preparation, and correspondence handling.
- Developed positive relationships with clients by promptly addressing inquiries and concerns via phone or email communication.
- Expert knowledge in Shift Select scheduling and Kronos Payroll System
- Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
- Developed and implemented organizational systems to streamline daily operations.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Facilitate and collaborate with All Unit Director in daily bed Huddle for process for supplemental Staffing to meet all inpatient needs
- Place and receive unit supply orders for ED and help other units when necessary.
- Track employee’s call-offs, tardiness, overtime, FMLA & WC in accordance with labor contract, regulatory guidelines & UPMC Policy.
- Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
Administrative Assistant
Western Psychiatric Institute and Clinic
02.2010 - 03.2012
- Handled sensitive patient information with discretion, adhering to strict HIPAA guidelines and safeguarding privacy at all times.
- Provided exceptional customer service to patients, addressing concerns promptly and professionally to ensure satisfaction.
- Prepared nursing staff biweekly schedules
- On board all new hires
- Assists unit staff with computer skill needs
- Place and receive unit supply orders
- Prepares administrative reports as requested by unit’s nursing management
- Monitor and schedule annual training competencies for staff
- Manage employee’s call-offs, tardiness, overtime, FMLA & WC in accordance with labor contract, regulatory guidelines & UPMC Policy
- Facilitates and coordinates the hiring process including the coordination of interviews, communication with Human Resources and identified candidates.
- Maintains employee records and data related to each employee
- Coordinates and monitors processing of administrative documentation related to hiring, promotion, evaluation, transfer and termination of staff
Administrative Assistant
UPMC Braddock, UPMC
09.2002 - 02.2010
- Payroll and time tracking for over 100 employees.
- Maintained adequate daily staffing for all Psychiatric/Detox units.
- Manage employee’s call-offs, tardiness, overtime, FMLA, WC in accordance with labor contract, regulatory guidelines &, Policy.
- Manages confidential employee files.
- Communicate with internal and external contacts to facilitate meetings and Information.
- Monitor and schedule annual training competencies for staff.
- Processed expense submission and reporting for four cost centers.
- Prepared materials for presentations.
- Managed daily calendars for management.
- Trainer for UPMC Braddock in Kronos (timecard computer system) Alcatel (phone system) and One–Staff (Scheduling software).
- Creation of data bases reflecting.
Education
Certificate - Microsoft Office
UPMC
Pittsburgh11.2003
No Degree - Business
CCAC Boyce Campus
Monroeville, PA08.1993
Certificate - Phlebotomy
CCAC Boyce Campus
Monroeville, Pa12.1991
High School Diploma -
Woodland Hills Senior High School
Churchill, PA06.1990
Skills
- Computer Proficiency in Microsoft Office
- Schedule Management
- Meeting planning
- Managing office supply inventory
- Travel arrangements coordination
- Staff scheduling procedures
- Scheduling and calendar management
- Filing and data archiving
- Policy and procedure modification
- Payroll and budgeting
- Employee Evaluation
- Vendor Relations
- Problem-solving aptitude
- Master calender management
- Time management expertise
- Exceptional organization
- Strong attention to detail
- Advanced multitasking
- Information confidentiality
- Spreadsheet tracking
- Videoconference preparation
- Professionalism
- Executive Support
Timeline
Senior Executive Administrative Assistant
UPMC East
05.2021 - Current
Administrative Coordinator
UPMC East Resource / Emergency Department
03.2012 - 05.2021
Administrative Assistant
Western Psychiatric Institute and Clinic
02.2010 - 03.2012
Administrative Assistant
UPMC Braddock, UPMC
09.2002 - 02.2010
Certificate - Microsoft Office
UPMC
No Degree - Business
CCAC Boyce Campus
Certificate - Phlebotomy
CCAC Boyce Campus
High School Diploma -
Woodland Hills Senior High School
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