Sharena Griswold
Decatur, Georgia ,GA
Summary
Administrative Executive and Human Resources
Dynamic and detail oriented Administrative Assistant with over 10 years' experience in administrative and Human Resources roles. Skilled in streamlining office operations, enhancing employee relations, and implementing efficient policies. Seeking to leverage my expertise in organizational management and human resources to contribute to the success and growth of Emory University's Counseling and Psychological Services department. I have proven ability to manage office functions, lead colleagues, and drive productivity while maintaining a positive work environment.
Overview
12
12
years of professional experience
1
1
Certification
Work History
Administrative Assistant
Counseling And Psychological Services
05.2023 - Current
- Provides administrative support to the Executive Director and Senior Staff members.
- Ensures office activities comply with Emory policies and procedures
- Responds to incoming telephone calls
- Maintains calendars and prioritizes meeting requests for management
- Manages departmental finances: expense reports, reimbursement request, and reconciling corporate card purchases.
- Generates payment requests for contract therapist monthly payments. Submit the approved payment requests to the finance department for payment processing.
- Reviews incoming correspondence and identifies items of special interest to management; handles routine correspondence and prepares appropriate responses
- May complete forms, grant applications, and/or correspondence associated with programs
- Prepares charts and graphs for reports and presentations
- Creates and edits scientific, programmatic or other reports associated with department's primary business
- Schedules meetings and handles logistics for meetings and special events
- Prepares materials for meetings and special events
- Initiates, processes, and maintains records and invoices
- Keeps management apprised of account status, identifies cost-effective solutions, and may authorize expenditures
- Monitors and maintains budgets and grants, assist with budget development, and prepare related expense reports and reimbursements
- Plans and coordinates travel arrangements
- Manages databases and spreadsheets; may also analyze data and design/generate associated reports
- Establishes and organizes filing systems
- Oversees ordering and maintenance of office supplies
- Supervises the direct the work of support staff and/or students
- Performs related responsibilities as required.
Patient Care Coordinator (Medical Administrative Support)
Emory MSK Spine Center
11.2021 - 05.2023
- Contact for all customer service, administrative and scheduling needs
- Act as the liaison for the patient and family, working with both administrative and clinical staff from multiple departments to improve the patient's overall experience with Emory Healthcare
- Position enhances the patient experience by serving as the primary point of contact and administrative care coordinator for established patients and/or family members
- Ensure that all related patient appointments for an episode of care are secured in a timely manner and coordinated for patient convenience and address and resolve process or administrative issues impeding timely access to care
- Responsible for collaborating with physicians and members of the care delivery team to triage, coordinate and consistently manage the patient care experience
- Position works with patients and families to answer questions, provide emotional support and resolve issues concerning the administrative coordination of their care
- Administratively coordinates care for established patients and serves as the primary point of care for these patients and their families
- Develops and coordinates a system which organizes the flow of patients from initial appointment through completion of their care experience
- Collaborates with nursing and physician teams to ensure appropriate appointments are secured in a timely manner
- This would include return visit coordination, Surgery and ancillary appointment scheduling
- Works collaboratively with the nursing team to ensure timely return of clinical phone calls
- Applies advanced interpersonal and communication skills in all interactions with patients, clinical personnel, administrative personnel and care providers
- Demonstrates attitudes and behaviors which contribute to the smooth coordination of care and enhances each patient's experience with Emory
- Treats all individuals with dignity and respect and participates in activities to improve working relationships within the section
- Actively participates in section activities such as staff meetings, supervisory meetings, patient satisfaction meetings etc
- Manages workload and assignments effectively
- Adapts well to changes and priority level of duties
- Demonstrates flexibility with section and organizational need
- Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks
- Serves as a role model of excellent customer service
- Responds constructively to the needs of all those he/ she interacts with on a daily basis
- Assesses and monitors customer satisfaction and responds promptly to voiced and identified concerns
- Acts as an administrative resource/expert for all staff in the coordination of a patient's care
- Communicates with staff complimentary/constructive feedback from self and others
- Works collaboratively with section and Emory Clinic management in implementing strategies to see a statistically significant increase in patient satisfaction results each quarter
- Works collaboratively with section management to actively investigate and remedy patient complaints received from within the staff, physicians, patient relations and members of other departments
- Works closely with patient relation's representatives
- Assists section management in monitoring customer satisfaction
- Serve as a liaison between patients and clinicians
- Answering general questions regarding appointment scheduling, insurance inquiries and updates, etc
- Managing clinicians’ personal schedules, maintaining personal meetings, and clinical peer to peers with insurance providers
- Processing clinicians travel via CTM, Processing reimbursements request
- Managing Epic clinic scheduling and resolving any provider scheduling request to scheduling changes for clinics via Zendesk
- Manage providers surgery schedule and work closely with the patients’ insurance provider and the departments’ precertification department to ensure approval for procedures
- Organize and maintain procedure orders and process entering the procedure orders into EPIC while ensuring procedure orders align correctly with scheduling expectations
- Assist with reviewing patients’ plan of care submitting from outside providers
- Assist with providing patient and outside providers with patient information such as orders ad other medical documentation.
Patient Service Coordinator 2
Emory Healthcare
04.2019 - 11.2021
- Provide excellent customer service to the patients while welcoming and checking them in for their appointments
- Ensuring patients have a smooth and positive experience
- Communicating with patients, families, and staff to troubleshoot and meet patient needs while waiting to see their provider
- Following approved standard operating procedures to complete technical and administrative functions such as arriving appointments, confirmation and updating of patient demographics, registration, and insurance information, scheduling, entering referrals, providing information about insurance following HIPPA guidelines, and collecting copayments
- Generate forms and documentation and provide clerical support to clinical staff
- Implement technical aspects, but deliver high-level customer service skills, excellent interpersonal and communication skills, and a high degree of independent decision-making
- Facilitate capture and revenue cycle process
- Greets and welcomes all customers utilizing the EHC customer service model
- Participates as a key contributor to the Press Ganey patient satisfaction initiatives within the department
- Reviews all appointments prior to patient’s arrival for appropriateness and completeness and resolves any issues
- Sorts and distributes reports daily
- Arrives patient appointments in IDX and presents appropriate paperwork to patient
- Verifies the accuracy of patient demographics and insurance information, updating IDX when applicable
- Reviews insurance eligibility and primary care provider information via online insurance verification system and/or contact insurance carrier to obtain eligibility and benefits and takes appropriate action
- Collects all payments according to guidelines and enters into IDX
- Identifies and process case-specific special billing requirements; i.e., dental or company billing
- Notifies clinical staff of patient arrival status per section guidelines
- Checks out patients ensuring all TEC financial and service requirements have been fulfilled
- Enters outpatient and inpatient charges into IDX
- Schedules all walk-in or add-on appointments and prepares necessary paperwork
- Registers any new patients not pre-registered including those requiring specialized registration such as transplants, student health, and occupational medicine
- Verifies and processes referrals, authorizations, and links to appointment
- Balances and closes all charge and payment batches by the end of each day
- Schedules ancillary services
- Complies with all clinic and section policies and procedures
- Reviews schedules periodically throughout the day to ensure all appointment statuses are correct in IDX
- Reviews and resolves daily listing of past pending appointments, missing referrals, and missing charges
- Completes productivity reports; i.e., patient count, copay, and collection reports
- Facilitates the resolution of patient concerns
- Assists with patient flow by tracking and monitoring patient wait times
- Answers and directs incoming calls according to section guidelines
- Arranges transportation for ambulatory patients
- Attends training classes and meetings as scheduled
- Prepares all source documents for imaging
- Performs other related duties as assigned or requested by any member of management
- Prepares encounter forms for inpatient and nursing home billing.
Accounts Payable Coordinator - Vendor Management (Contract)
Imerys
11.2018 - 02.2019
- Developed and maintained professional relationships with new vendors and handle all inquiries from customers and employees
- Coordinated with vendors and assisted with the recovery of overdue payments
- Evaluated all invoices received from vendors; verified receipt dates and paper invoices
- Administered vendor invoices and prepared expense reports for purchase orders
- Administered accounts payable department and recommend changes to policies for various new software
- Reviewed all vendor debit memos and invoices
- Managed all accounts payable processes such as batch returns and printing checks
- Trained all new employees in file room processes
- Managed and maintained inputs in purchasing system for all housing payments and assisted in allowance disbursements
- Directed and supervised support staff; managing front office processes
- Assisted Assistant Controller in various accounts payable for options
- Monitored and resolved all accounts payable issues and administer all invoices for vendors and non-vendors
- Administered various non-vendor invoices, monitor expense reports and evaluate for appropriate signatures in invoices
- Monitored all accounts payable payments and ensure compliance with company policies
- Coordinated with internal and external auditors and customers and evaluated all sales tax
- Managed and updated payroll in Excel and monitored monthly charges.
Administrative Assistant (Contract)
Georgia Gwinnett College
08.2018 - 11.2018
- Processed student integrity and academic integrity cases utilizing the electronic Student Conduct System (Maxient)
- Reviewed student sanctions assigned by hearing officers
- Scheduled student/staff appointments utilizing Microsoft Outlook
- Utilized the student database system (Banner)
- Maintained confidential records in accordance with FERPA
- Provided administrative support to the Director of Student Integrity and other team members
- Managed office and provided front office coverage
- Completed and submitted College and Foundation expense reports, prior approvals, and payment requests and prepared Travel and Expense reports for Director and direct reports
- Assisted Director with fiscal and administrative operation of the Office of Student Integrity
- Reviewed student Criminal History records and scheduled appointments for the Associate Vice President for Student Affairs/Dean of Students with potential and/or current students regarding their Criminal History review
- Coordinated all travel/reimbursement logistics for Office of Student Integrity staff members
- Supervised work-study student(s) for the Office of Student Integrity.
Receptionist / Recruiter (Contract)
Happy Faces Personnel Group
07.2018 - 08.2018
- Managed multi-line switchboard, screened calls, answered general questions, and transferred to appropriate personnel
- Maintained Employee availability list for temporary assignment placement
- Screened applications, scheduled interviews, and assisted walk-ins with the application process
- Provided clerical support to Executives and the department
- Directly supervised administrative support staff and maintained office management
- Assisted with recruitment by conducting interviews in person and over the phone
- Processed criminal backgrounds and pertinent identification documentation
- Maintained office accounting and tabulations
- Utilized job boards to search for qualified candidates for vacant positions
- Managed, maintained, and updated electronic database of sensitive employee information.
Compensation Analyst (Contract)
LexisNexis Risk Solutions
12.2017 - 03.2018
- Responsible for the administration, analysis, development, implementation, training, and assistance in new or existing compensation programs as well as conduct research on future-forward programs
- Participated in salary surveys and other special projects
- Managed Timekeeping and Time entry for the department utilizing FieldGlass
- Heavy Compensation Consulting providing senior-level partnership support to specific Business Units within the division
- Conducted job evaluations and price jobs according to the market; ensure consistency in job titles; maintaining internal alignment
- Ongoing audits of internal HRIS data to reveal trends, averages, and outliers (internal comparability studies) to ensure regulatory compliance
- Ensured FLSA compliance through regular review of all position descriptions
- Prepared management reports for equitable administration of salary administration and various incentive plans
- Prepared analysis and recommendations to support the validity of evaluations including external market pricing analysis and internal comparability analysis
- Maintained job descriptions; created new descriptions or update current documents as needed, conducted job evaluations and price jobs according to the market; ensured consistency in job titles; maintained benchmarked jobs; and revised grade and salary structures as necessary
- Managed the annual Incentive Payouts and ESOS process
- Modeled and analyzed variable incentive plans
- Developed and distributed Annualized Incentive Kickoff and Summary Statements
- Performed audits to ensure that controls, compliance, and accurate documentation exist within assigned areas
- Participated in wage and salary surveys; analyzed survey results and recommended changes to the compensation program to maintain compensation objectives and competitive position in the marketplace
- Participated in the implementation and administration of short-term variable pay programs (e.g., annual performance review, merit increase, and bonus process); monitored the effectiveness of such programs and recommended changes as appropriate
- Prepared periodic or special reports as requested
- Partnered with HR Team on all compensation items
- Provided guidance and recommendations as requested for the hiring process
- Reviewed salary offers and escalated “out of scope” issues to the supervisor for review
- Designed and produced ad-hoc reports as requested; completed analysis and provided recommendations as needed
- Assisted in developing training and/or presentation materials
- Maintained an ongoing understanding of current trends in compensation practices.
Human Resource Personnel Technician 2
Georgia Department of Juvenile Justice
04.2015 - 11.2017
- Provided a wide range of Human Resource duties within a secured facility
- Served as the liaison and field Human Resource Technician and the agency's Central Office Human Resource Regional Technician
- Processed Personnel Transactions and resolved related issues
- Provided active and newly hired staff with State Health Benefits Plans and Flexible Benefits as well as Team Georgia benefits such as 401K, ERS, and employee discounts
- Assisted staff with electing benefits, answered general questions, provided plan information such as eligibility, qualifying events, and coverage options, and administrative procedures regarding benefits programs
- Processed and reconciled agency benefits, retirements, deferred compensation, defined contributions, and benefits
- Ensured compliance by following the best Human Resources practices
- Advertised vacant positions, posting on agency careers job board, Taleo, and the department of labor
- Certified and screened applications, hosted career fairs
- Followed agency guidelines throughout the onboarding hiring process
- Directly supervised the facility administrative support staff
- Trained all administrative support staff on front-end processes and procedures
- Managed timekeeping, time entry, Schedule inputs, managing audits, converting FLSA to OT, running and reports, and timecard reconciliation, and approval for roughly 300 facility staff
- Training Leads, Supervisors, and Managers on Kronos Basic View to review and reconcile their direct staff
- Assisted with executive administrative duties as assigned
- Managed and maintained leave balances
- Exported data to Excel Spreadsheets to generate and maintain weekly and monthly reports
- Updated Employee rosters semimonthly.
Program Assistant
Fulton Co. DFCS Revenue Maximization
08.2014 - 04.2015
- Under general supervision performed a variety of clerical duties in support of Revenue maximization state office, regional teams, and Quality Assurance unit
- Served as a liaison between the program and administrative operations
- Conducted comprehensive clerical research using a variety of resources to generate reports and respond to requests
- Entered data from forms, records, and reports
- Prepared memos, correspondence, forms, and generated monthly reports
- Retrieved, screened, opened, and distributed incoming mail, prepared for delivery and sending outgoing documents, case files, and other materials
- Maintained filing and record-keeping systems; ordered supplies; maintained confidential records, gathered data for reports
- Registered initial cases for Revenue Maximization operations team and assisted staff in maintaining and research and development of current cases
- Performed other duties for the program or operations staff such as maintaining daily time, updating leave reports, scheduling appointments, making travel arrangements, and maintaining state-mandated travel expense reports, etc
- Provided clerical support to 18 professional staff including the Unit Director located throughout the state of Georgia
- Maintained manual timesheets for the Unit, Maintained and updated Leave Grids with accrued and use utilized Annual, Sick, and Personal Leave
- Mail all Unit Timesheets to the State Office weekly.
Office Manager
McAfee Design & Distributing, Inc.
07.2012 - 08.2014
- Managed the filing system ensuring documents were maintained and retained and scanned them to create an electronic filing system
- Answered all incoming calls answering general questions and directed calls to appropriate personnel
- Assisted Sr
- Estimator with Invitation to Bid for Department of Transportation contract jobs
- Evaluating the Line items, creating Bid Sheets, Calculating and Tabulating line item quantities to Unit Pricing and Totaling amounts to submit for Bidding, responding to inquiries for bidding quotes, and create and submit proposals for Bids/Lettings
- Calculated receipts and invoices for current contract jobs and Assisted with Office accounting
- Managed accounts receivable and account payable
- Requested payments for invoices of completed work from Prime Contractors on current contract jobs
- Managed and updating all contracted jobs folders and documents scanned all documents for electronic filing database
- Processed Certified Payroll for Federal Contracted jobs
- Processed company Payroll, Cumulative Payroll, and processed payroll deductions and disbursement of deductions
- Assisted with writing Payroll checks and dispersed payroll checks and dispersed payments to vendors
- Processed and completed memorandums, and company newsletters, and all clerical such as faxing, e-mail messages and providing positive resolution within the office, and with employees
- Responsible for recording all hourly employees' time and corrected any payroll errors
- Built Rapport with local Department of Labor staff and scheduling company career fairs and assisting in recruitment for open positions within the company
- Processed all Criminal and Employment Back checks on new applicants
- Facilitated and oversaw the Onboarding process.
Education
PAINE COLLEGE
Augusta, GA Skills
- Highly Organized
- Efficient Strategic Planning
- Problem Resolution
- Communication Skills
- Multitasking
- Decision Making
- Motivation, Team Building
- Human Resources
- Time Management
- Scheduling, and Calendar Management
- Maintain Confidentiality
- Office Management
- Travel and Expense Reports
- Time Keeping
- Records Management
- Recruitment
- Onboarding Management
- Payroll Processing
- Compensation, Benefits
- Employee Relations
- Training and Developing
Certification
Professional Certification in The Fundamentals of Neurodiversity from Florida State University
Timeline
Administrative Assistant
Counseling And Psychological Services
05.2023 - Current
Patient Care Coordinator (Medical Administrative Support)
Emory MSK Spine Center
11.2021 - 05.2023
Patient Service Coordinator 2
Emory Healthcare
04.2019 - 11.2021
Accounts Payable Coordinator - Vendor Management (Contract)
Imerys
11.2018 - 02.2019
Administrative Assistant (Contract)
Georgia Gwinnett College
08.2018 - 11.2018
Receptionist / Recruiter (Contract)
Happy Faces Personnel Group
07.2018 - 08.2018
Compensation Analyst (Contract)
LexisNexis Risk Solutions
12.2017 - 03.2018
Human Resource Personnel Technician 2
Georgia Department of Juvenile Justice
04.2015 - 11.2017
Program Assistant
Fulton Co. DFCS Revenue Maximization
08.2014 - 04.2015
Office Manager
McAfee Design & Distributing, Inc.
07.2012 - 08.2014
PAINE COLLEGE
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