Spencer Davis
Administrative Specialist
Goodyear,AZ
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
7
7
years of professional experience
Work History
Administrative Coordinator II
University Corporation For Atmospheric Research
Boulder, CO
01.2023 - 09.2023
- Responsible for overall travel functions for CPAESS visitors and staff.
- Works directly with travelers to complete complex domestic and international travel arrangements for
- UCAR visitors and employees using the CONCUR travel system per UCAR policy and travel regulations
- Process travel paperwork (including expense reports, per diem rate calculation, foreign currency, etc.) per UCAR and CPAESS procedures.
- Communicate with travelers when necessary (travel changes to events or dates) and with CPAESS sponsors and managers (obtain approval for travel expenditures).
- Partner with Event Planners to manage travel support for meeting participants, sometimes managing concurrent events and large groups.
- Coordinate and assist with event logistics (venue searches, arranging catering, preparing meeting materials, submitting invoices for payment, providing onsite support, and other event support as needed).
- Reconcile invoices for goods and purchased services and resolve discrepancies
- Provide administrative and logistical support for CPAESS staff.
- Perform backup functions for CPAESS staff as needed.
- Draft, edit, and proofread general correspondence.
- Worked closely with others to accomplish timely invoicing and accounts receivables.
- Collaborated in timely processing of billing and accounts receivables.
- Prepared detailed documents and reports in adherence administrative processes.
- Greeted visitors with professionalism and enthusiasm to provide support and direct guests to appropriate department.
Administrative Specialist
International Rescue Committee, IRC
Phoenix, AZ
01.2022 - 01.2023
- Perform reception duties such as greeting visitors to the office and connecting them to appropriate staff.
- Identified communication channels to set a roadmap to distribute information.
- Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Offered technical support and troubleshooting issues to enhance office productivity.
- Handled mail, packages, emails, document transmissions, and other data types with manual and automated tracking strategies.
- Assess documentation of visitors to determine their eligibility for services.
- Schedule appointments for all programs depending on the eligibility of the client.
- Answer and direct incoming phone calls.
- Assist staff with clerical and administrative duties.
- Display sensitivity to cultural and personality differences of refugee clients.
- Respect their beliefs and values. Adhere to IRC policies, particularly those related to confidentiality and client privacy.
- Communicate effectively in person and by telephone—other administrative duties as assigned.
- Sorted, opened, and routed mail and deliveries to meet business requirements.
- Prepared project documents, reports and brochures.
Operations Assistant (Operation Allies Welcome)
International Rescue Committee, IRC
Holloman Air Force Base, NM
09.2021 - 11.2021
- Handled highly-confidential information for In-Processing Data Entry
- Operations Support (logistics planning, scheduling, and administrative work).
- Guided evacuee clients.
- Worked in association with USCIS, the Department of State, and the Department of Defense.
- Provided administrative support with accurate document preparation and data entry.
- Managed and maintained file system covering expenses, reports, and support documentation.
- Supported new employee training and onboarding, providing documentation and training materials on operational processes and procedures.
- Assisted operations manager with planning of routine operations and special projects.
Administrative Assistant
Banner Health
Phoenix, AZ
12.2020 - 09.2021
- Create or draft correspondence and reports, and edit grammar, punctuation, or spelling as needed.
- Transcribe/dictate with general business and healthcare vocabulary. Prepare, collate, and distribute various reports promptly and accurately (including completing/handling recurring projects as directed by the department chair.
- Screen telephone calls and visitors. Director appropriate parties to correct the areas.
- Provide information to callers requiring detailed knowledge of the department's area of responsibility and general knowledge of company policies, practices, and operations.
- Perform confidential administrative functions occasionally where errors could substantially affect costs with customers or outside agencies.
- Taking, transcribing, and distributing minutes of important meetings.
- Coordinate department chair and department schedules, including scheduling meetings/appointments.
- Reconcile invoices and expenses.
- Arrange travel and hotel accommodations.
- Open/Screen/Deliver mail and packages.
- Maintain supply inventory levels.
- Handle highly confidential information.
- Delegate tasks as needed
- Originate/Maintain required federal/state forms, certifications, documents, records, and personnel record files regularly.
- Answered multi-line phone system, routed calls, delivered messages to staff, and greeted visitors.
- Create, maintain, and/or reconcile records, logs, files, and reports for organizational or governmental purposes.
- Originate, monitor, and modify training materials and visual aids.
- Edit and proofread all documents and or graphics for accuracy and or corrections.
Office Manager & Administrative Assistant
Georgetown Living
Georgetown, TX
07.2019 - 10.2020
- Provided clerical and administrative services and assistance for 1 Executive Director & 3 Department Directors
- Screened telephone calls and visitors and directed them to appropriate parties.
- Provided information to callers, required a detailed and general knowledge of company policies, practices, and operations.
- Performed confidential administrative functions occasionally where errors could moderate costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies, as well as taking, transcribing, and distributing minutes of important meetings.
- Coordinated Executive Director, multiple department directors, and department calendars, including scheduling meetings and appointments.
- Managed Medicare/Medicaid and Private insurance/Tricare prior authorization and insurance verifications.
- Maintained computer and physical filing systems.
- Coordinated meetings and training classes/schedules, registration, and preparation of materials.
- Presented classes on HR/Employee Matters.
- Developed meeting/classroom fliers and materials, prepared attendance summary data, and reconciled invoices and expenses.
- Arranged travel and hotel accommodations for Supervisor(s) and Director.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Evaluated employee records and productivity and submitted evaluation reports.
- Managed office operations while scheduling appointments for department managers.
- Opened and screened mail directed. Composed responses to routine inquiries.
- Provided clerical and administrative support to facility staff and maintained high confidentiality on all sensitive information.
- Handled HR documentation for former and current 30+/- full-time and part-time employees, ensuring that their certifications, training, and vaccinations were up-to-date, in line with our company policies, and compliant with state requirements.
- Managed all documentation for new hires, orientation, and drug screenings.
- Screened potential employee candidates and handled all HR documentation, including background checks, prior employment verification, and references.
- Scheduled interviews with the hiring manager(s).
- Handled Resident Chart coordination, verified 32+/- residents personal information, power of attorney and end-of-life documentation, physician orders, medical history information, medical treatment information, insurance, and medication list/information; due to the need for accurate and up-to-date information, this required a weekly, bi-weekly, and monthly review.
- Handled new admission files and created/completed charts as needed to make sure that the transition into the resident living facility was smooth and accurate.
- Handled all federal/state/local compliance binders confirming they were current, up-to-date, and filled with accurate information
- Handled all payroll issues.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Coordinated special projects and managed schedules.
- Updated reports, managed accounts, and generated reports for company database.
- Created, maintained and updated filing systems for paper and electronic documents.
- Reported to senior management on organizational performance and progress toward goals.
- Managed compliance to keep organization operating within legal and regulatory guidelines.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
Executive Administrative Assistant
Zero Point Industrial
07.2016 - 06.2019
- Manage all incoming and outgoing mail, packages, and faxes.
- Used software to coordinate meetings, appointments, and tasks for senior executives.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Documented and distributed meeting notes to identify, analyze, and improve workflows.
- Handled scheduling for the executive's calendar and prepared meeting agenda and materials.
- Organizing documents, files, packages, and supplies.
- Troubleshoot problems and develop successful solutions for tech problems and transition to digital platforms.
- Perform general office duties, including answering multi-line phones and routing calls and messages.
- Monitored Maintenance Manager's work calendar and scheduling, appointments, meetings, and travel.
- Prepare packages for shipment with FedEx, UPS, DHL, or dispatch courier services.
- Greeted visitors and customers professionally and provided friendly, knowledgeable assistance.
- Handle all domestic and international travel arrangements and reservations. Also, Passport or Visa applications.
- Compose and proofread memos, letters, and reports to verify error-free communication.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Handled confidential and sensitive information with discretion and tact.
- Used advanced software to prepare documents, reports, and presentations.
- Initiated contracts and addressed necessary negotiations and adjustments.
- Monitored incoming contracts and service agreements for correct pricing and information.
- Drafted, reviewed and revised contracts for accuracy and completeness.
- Stored and filed contract documents in orderly, organized systems.
- Adhered to legal and contractual requirements for compliant contract processes.
- Communicated with vendors and distributors to negotiate prices and purchase contracts.
Education
High School Diploma -
Madison-Grant High School
FairmountCertificate - Political Science And Government
Ball State University
Muncie, INAssociate of Arts - Business Admin, Communication
Central Texas College
Killeen, TXSkills
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, One Note, etc)
Google Suite (Docs, Forms, Sheets, Slides, etc)
Adobe Acrobat, DocuSign & QuickBooks
Yardi & SharePoint
Travel arrangements coordination
Cost reduction and budgeting
Correspondence preparation
Tech-savvy
Project management experience
Schedule Management
Meeting coordination
Organizational/Multi-Task Skills
Handling Confidential Information
Timeline
Administrative Coordinator II
University Corporation For Atmospheric Research
01.2023 - 09.2023
Administrative Specialist
International Rescue Committee, IRC
01.2022 - 01.2023
Operations Assistant (Operation Allies Welcome)
International Rescue Committee, IRC
09.2021 - 11.2021
Administrative Assistant
Banner Health
12.2020 - 09.2021
Office Manager & Administrative Assistant
Georgetown Living
07.2019 - 10.2020
Executive Administrative Assistant
Zero Point Industrial
07.2016 - 06.2019
High School Diploma -
Madison-Grant High School
Certificate - Political Science And Government
Ball State University
Associate of Arts - Business Admin, Communication
Central Texas College
Additional Information
- 2007 U.S. Senate Page (Indiana Sen. Richard Lugar)
- 2008 - 2010 Congressional Intern (Indiana 5th District, Rep. Dan Burton)
- 2010 - Rachel's Challenge (Event Organizer & Fundraiser over $25,000)