Shannon D Speakes
La Marque,USA
Summary
Dynamic administrative professional with extensive experience at the University of Texas Medical Branch, excelling in project management and event coordination. Proven track record in budget management and recruitment support, enhancing departmental efficiency. Adept at effective communication and team collaboration, consistently delivering results in high-pressure environments.
Overview
30
30
years of professional experience
Work History
Administrative Coordinator-IHII/Microbiology & Immunology
University of Texas Medical Branch
Galveston, Texas
04.2014 - Current
- Provided professional guidance and supervision for departmental administrative duties.
- Planned and coordinated all aspects of administrative operations.
- Assists in the recruitment of faculty for M&I.
- Facilitates Department Chair in APT process and annual evaluations for all faculty.
- Managed McLaughlin program as Program Coordinator, overseeing overall functions.
- Controlled costs associated with student events to maintain budget efficiency.
- Assisted with T32 and T35 grants, including application collection and recommendations.
- Coordinated special functions for Chairman, including receptions and conferences.
- Supported M&I faculty in various administrative tasks and processes.
- Processed travel authorizations and reimbursements for executive travel.
Business Coordinator-Human Resources-Corporate
University of Texas Medical Branch
Galveston, Texas
03.2012 - 04.2014
- Provided advanced administrative support to Associate VP & Executive Director of Human Resources.
- Scheduled meetings and processed travel arrangements, authorizations, and reimbursements using PeopleSoft.
- Performed personnel management functions including recruitment, interviewing, and hiring across departments.
- Processed departmental invoices, check requests, and purchase requisitions efficiently.
- Acted as departmental liaison for keys, badges, and computer access requests.
- Compiled data for reports and created documents, spreadsheets, and charts using Word and Excel.
- Managed conference room setups and screened incoming calls along with HR visitors.
- Assisted in planning special events and supported Compensation team with At-Risk goals tracking.
Business Coordinator –Faculty Relations/HRBBC (Departmental Re-org)
University of Texas Medical Branch
Galveston, Texas
01.2009 - 03.2012
- Managed EAF entries in Access Database for accurate position tracking.
- Assigned position numbers to all approved EAF submissions.
- Updated positions in HCM, including job code modifications and status changes.
- Maintained funding records in DBT for each approved position.
- Tracked new hires, rehires, and salary adjustments linked to approved EAFs.
- Processed name changes and updated SSN information for international employees.
- Ordered supplies, processed purchase orders, and paid invoices efficiently.
- Handled employee onboarding and transfer processes, ensuring compliance with HCM forms.
Administrative Secretary-Office of the EVP & Provost, Dean for SOM
University of Texas Medical Branch
Galveston, Texas
08.2007 - 01.2009
- Provided advanced administrative support to Chief Communications Officer and Executive Vice President & Provost.
- Managed scheduling of meetings and maintained physician dues and subscriptions for Provost.
- Processed travel arrangements, authorizations, conference registrations, and employee reimbursements using Peoplesoft.
- Handled departmental invoices, check processing, and purchase requisitions efficiently.
- Gathered materials for reports, speeches, or articles, ensuring thorough preparation.
- Maintained filing systems and managed receptionist area, including conference room setups.
- Screened incoming calls and visitors while processing all mail correspondence.
- Coordinated record pick-up and delivery, enforced record destruction protocols, and advised on records inventory development.
Senior Secretary-Faculty Group Practice Financial Services
University of Texas Medical Branch
Galveston, Texas
09.2003 - 08.2007
- Delivered comprehensive administrative support to associate directors of faculty group practice.
- Scheduled meetings and prepared detailed agendas for efficient discussions.
- Managed payroll and timekeeping for over 150 employees, ensuring accuracy.
- Processed department invoices, check requests, and purchase requisitions promptly.
- Maintained organized filing system to enhance information retrieval.
- Created reports and presentations to facilitate informed decision-making.
- Proofread documents for grammar, spelling, and formatting consistency.
- Coordinated departmental functions, including end-of-year celebrations and holiday events.
Payment Researcher-Faculty Group Practice Financial Services
University of Texas Medical Branch
Galveston, Texas
08.2002 - 09.2003
- Provided accurate research and payment posting to patient accounts within the physicians' billing system for all professional fees deposited.
- Responsible for application of all payment financial transactions applied to patient accounts
- Research and post accounts within specified productivity levels
- Balance, transcribe, and batch logs
- Identify checks to be placed in Undistributed
- Phone insurance companies as necessary to obtain information
- Check and verified the correctness of data that has been entered
- Research and post all payments to correct account number, date of service, and physician number
Lead Accounting Clerk-Life Premium Accounting
American National Insurance Company
Galveston, Texas
08.2000 - 08.2002
- Provide accurate research and payment posting to policy holders accounts.
- Process application payments via mail, phone, or bank draft
- Responsible for the application of all payments including loan payments applied to client’s accounts.
- Process initial payments, loans, and principle payments
- Respond to all correspondence including address changes, mode pay changes
- Compose letters to agents and insured
- Obtain bank deposits/balance sheets
- Process life insurance applications
Selling Supervisor/Children’s Department Head
Palais Royal
Texas City, Texas
08.1995 - 08.2000
- Provide customer service for internal and external customers.
- Manage 25+ employees
- Process all sales, returns, and exchanges
- Process all incoming and transfer of merchandise
- Visual Merchandise
- Set weekly sales and ad promotions
- Create weekly employee schedules
- Process bank deposits and balance sheets
- Act as sales and account motivator for employees
- Council employees
Education
GED -
Santa Fe High School
Santa Fe, Texas01.2001
Skills
- Project management
- Budget management
- Event coordination
- Travel coordination
- Data analysis
- POWER
- Recruitment support
- Effective communication
- Team collaboration
Timeline
Administrative Coordinator-IHII/Microbiology & Immunology
University of Texas Medical Branch
04.2014 - Current
Business Coordinator-Human Resources-Corporate
University of Texas Medical Branch
03.2012 - 04.2014
Business Coordinator –Faculty Relations/HRBBC (Departmental Re-org)
University of Texas Medical Branch
01.2009 - 03.2012
Administrative Secretary-Office of the EVP & Provost, Dean for SOM
University of Texas Medical Branch
08.2007 - 01.2009
Senior Secretary-Faculty Group Practice Financial Services
University of Texas Medical Branch
09.2003 - 08.2007
Payment Researcher-Faculty Group Practice Financial Services
University of Texas Medical Branch
08.2002 - 09.2003
Lead Accounting Clerk-Life Premium Accounting
American National Insurance Company
08.2000 - 08.2002
Selling Supervisor/Children’s Department Head
Palais Royal
08.1995 - 08.2000
GED -
Santa Fe High School
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