Sharon Hillis
Summary
Seasoned administrative professional with extensive expertise in office management and operations. Proven ability to enhance team productivity and operational efficiency across various sectors. Adept in human resources, executive support, event planning, and budget management.
Overview
19
19
years of professional experience
1
1
Certification
Work History
Administrative Operations Coordinator
The Rosenblum Companies
Albany, NY
10.2022 - Current
- Maintained front desk operations, ensuring positive first impressions and adherence to service protocols.
- Managed calendars for Principals and assigned managers, optimizing scheduling and minimizing conflicts.
- Executed onboarding and offboarding processes while serving as a primary HR support contact.
- Coordinated travel arrangements for Principals and assigned managers to enhance operational efficiency.
- Oversaw sponsorship coordination, managing logistics, payments, and budget tracking.
- Organized office supply inventory and maintained overall cleanliness of workspaces.
- Facilitated quarterly meetings and employee appreciation events to foster engagement.
- Updated CRM information and provided general administrative support across departments.
Hiring Manager
Accent Health Care Services
Troy, NY
07.2021 - 10.2022
- Executed recruitment and hiring of Personal Care Aides, Home Health Aides, and trainees following Accent’s Employee Application Process Policy.
- Conducted ongoing recruitment for certified Home Health Aides and Personal Care Aides.
- Reviewed employment applications while scheduling interviews efficiently.
- Guided candidates through application processes, detailing required documentation for hire.
- Collected personnel file information in compliance with State, Federal, and NYS DOH regulations.
- Established relationships with training schools and agencies for recruitment support.
- Created job advertisements and maintained online presence for job postings.
- Monitored employee health and dental eligibility, managing annual benefit offerings.
Senior Secretary
Trinity Health
Troy, NY
12.2020 - 07.2021
- Provide full secretarial support to the IV Nursing Supervisor & Nursing Staff.
- Screen and direct incoming calls effectively with considerable use of tact, diplomacy, and courtesy.
- Assisting patients, families, visiting nurses and supervisors.
- Assisting with scheduling nursing visits and IV hook-ups/disconnects.
- Management of the Right Fax system.
- Processing Registered Nurses' payroll.
- Process a variety of reports including case load, medication requisitions and notice of Medicare non-coverage.
- Management of patients' medical charts.
- Compile, record, and monitor admission charts.
- Temperature logs for nursing teams.
- Tracking & scheduling new hire training.
Secretary to the District Superintendent & District Clerk
Wynantskill Union Free School District
Troy, NY
08.2013 - 10.2020
- Provide direct support to the Superintendent and serve as Clerk to the Board of Education.
- Coordinate elections for the Board of Trustees and other elections.
- Serve on Emergency Management Team: schedule and attend meetings and prepare communications.
- Respond to inquiries from culturally diverse parties from the school, community, and government.
- Prepare Superintendent's and Board President's correspondence, informational literature, and vacancy notices.
- Evaluate and respond to situations of a sensitive or confidential nature.
- Maintains District Policy Manual.
- Coordinate building use including scheduling and invoicing.
- Monitors and coordinates budget and approves expenditures as directed.
- Manages RFP bids for the district.
- Oversee school asset management: inventory control, reports, input of data and audits.
- Prepare purchase orders and send copies to suppliers and to departments originating requests.
- Review requisition orders to verify accuracy, terminology, and specifications.
- Manages Cap Com School Banking program.
- Maintain calendar including travel arrangements for the Superintendent and the School Board.
- Research a variety of information such as current practices, contracts, policies, rules, and regulations.
- Organize and maintain a variety of print and electronic documents, files and records including student learning objectives.
- Records Management Officer respond to and fulfill public records requests.
- Maintain personnel records for employees, student file information and licensed personnel tracking.
Early Intervention Community Secretary & Evaluation Coordinator
Capital District Beginnings
Troy, NY
01.2013 - 08.2013
- Delivered full secretarial support to 70 professionals at Capital District Beginnings.
- Prepared correspondences, permissions, and calendars for evaluations.
- Compiled and maintained confidential data for reports.
- Corresponded with physicians regarding Occupational and Physical Therapy scripts.
- Communicated with 11 counties on Early Intervention files and meetings.
- Proofread and edited Early Intervention reports for medical professionals.
- Led Early Intervention Subrogation management with effective leadership.
- Maintained accurate daily files and records for approximately 138 Early Intervention children.
Administrative Manager
National Trade Publication
Latham, NY
03.2009 - 01.2013
- Delivered comprehensive administrative support for trade publication company.
- Coordinated on-site and off-site event planning, including travel arrangements and hospitality services.
- Provided direct assistance to Director of Cleaning Management Institute and Publisher of Cleaning Management.
- Maintained training and event calendar, managed website, and oversaw mailings and social media engagement.
- Streamlined department operations to enhance productivity and efficiency.
- Processed orders, composed quotes, communicated with vendors, and managed shipping logistics for NTP Media.
- Executed purchase orders, payments, tax exemptions, and maintained vendor invoices and audit records.
- Organized membership database and communications while managing discounts, services, and payment processing.
Media Relations Administrative Associate
Rensselaer Polytechnic Institute
Troy, NY
03.2006 - 03.2009
- Delivered executive administrative support in Vice President's office for media relations and purchasing.
- Created press packets for events and commencement to enhance media visibility.
- Managed purchasing of media space for RPI Presidential events to ensure effective outreach.
- Maintained electronic calendars and coordinated travel arrangements for executives.
- Organized Employee of the Month program, including plaques and announcements.
- Directed incoming calls and assisted with inquiries to streamline communication.
- Compiled and updated outreach lists for Presidential mailings and annual research reports.
- Edited Sage TV recordings into videos for internal dissemination.
Education
Associate of Applied Science - Executive Office Assistant
Hudson Valley Community College
Troy, NYBachelor of Art - Business Administration
Ashford University
Clinton, IASkills
- Event coordination and planning
- Calendar and travel management
- Onboarding and training processes
- Budgeting and tracking
- Document and compliance management
- Customer service excellence
- Team collaboration and support
- Time management strategies
- Problem solving techniques
Certification
Notary Public
Timeline
Administrative Operations Coordinator
The Rosenblum Companies
10.2022 - Current
Hiring Manager
Accent Health Care Services
07.2021 - 10.2022
Senior Secretary
Trinity Health
12.2020 - 07.2021
Secretary to the District Superintendent & District Clerk
Wynantskill Union Free School District
08.2013 - 10.2020
Early Intervention Community Secretary & Evaluation Coordinator
Capital District Beginnings
01.2013 - 08.2013
Administrative Manager
National Trade Publication
03.2009 - 01.2013
Media Relations Administrative Associate
Rensselaer Polytechnic Institute
03.2006 - 03.2009
Associate of Applied Science - Executive Office Assistant
Hudson Valley Community College
Bachelor of Art - Business Administration
Ashford University
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