STACEY ASTFALK
Pittsburgh,PA
Summary
Twenty-two years of professional work experience with concentrations in general and specialized administrative, recovery, medical, human resources, administrative, data entry and organization, accounts payable and receptionist duties. Experience in software programs including Microsoft Office Suite, Adobe/comparable PDF editors, Docuware and Oracle, EPIC, Qgenda. Working independently as well as being a team playing while keeping legal documents confidential.
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
22
22
years of professional experience
Work History
Administrative Assistant - Associate
UPMC Children's Hospital of Pittsburgh
03.2023 - Current
- Under direct supervision, provides general administrative support to a department or group of professionals.
- Orders office supplies and maintains office equipment.
- Helps supervisor and department prepare presentations (i.e., edits, prints, basic formatting functions).
- Sorts, distributes, prioritizes and composes routine correspondence following established procedures not requiring management review. (i.e., reads correspondence/ highlights important items and sends to supervisor, sends emails sent on behalf of dept head, writes and sends meeting reminders, forwards emails to appropriate distribution list on behalf of department head).
- Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains varied office files, logs, and records office activities.
- Assists in researching, drafting, and/or abstracting routine reports. Compiles and analyzes basic information.
- Answers, screens, and routes incoming calls and messages. Responds to routine questions.
- Maintains supervisor's calendar (i.e., schedules meetings and recurring events, schedules large conference rooms, orders food, ensures applicable equipment is available and ready for meeting, may take meeting minutes).
- Reduced errors in data entry tasks by implementing standardized procedures for inputting information into databases or spreadsheets accurately.
Project Administrator
P.J. Dick Incorporated
07.2022 - 03.2023
- Assist President of company with expense reports, travel arrangements, presentations, schedule meetings
- Organizing and processing variety of company and owner documents for numerous construction projects, working on multiple tasks and shifting priorities simultaneously and managing deadlines
- Prepares and manages owner contract documents, prepares subcontractor/supplier documents as needed (change orders, releases, joint check agreements, correspondence, etc.)
- Collect and review certified payroll from subcontractors
- Varied responsibilities encompassing projects from beginning to end
- Ordering and review of P&P Bonds
- Request Insurance Certificates for each new project
- Pre-qualify all new subcontractors and renew previous subcontractors, NDAs
Human Resources Assistant
Tetra Tech, Inc
01.2022 - 07.2022
- Assist with confidential electronic onboarding paperwork, MVR, background checks in HireRight
- Keep hiring managers up to date on new employees
- Meet with new hires and complete and run I9 forms
- Add promotion increases into Taleo, keep track of open positions past 90 days
- Promoted
Senior Administrative Assistant
Tetra Tech, Inc
11.2019 - 01.2022
- Provides administrative and word processing support for the Pittsburgh office and other Tetra Tech offices
- Formatting, printing, and assembling various report, converting documents into PDF, burning documents onto CDs along with creating CD labels, scanning, and filing insurance certificates for the contracts and procurement department
- Operating main switchboard, routing calls, taking detailed messages, scheduling conference rooms, making travel arrangements, and assisting office staff as needed
- Assists with QA for Sunoco Pipeline Project, mailing invoices for the accounting department, and preparing materials for office staff for upcoming meetings or gatherings
- Served as a reliable point of contact for both internal and external stakeholders, demonstrating strong problem-solving skills to address any issues that arose.
- Kept files and records in content management systems such as MS SharePoint, EXCEL and others.
Medical Administrative Assistant
Gateway Rehabilitation Center
08.2019 - 03.2020
- Coordinate and process patient drug screening, supports operations of doctor/nurse day, including scheduling appointments, authorization and ordering patient medication and communication with pharmacies on MAT days.
- Process patient's evaluations, admissions and discharges
- 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.
- Maintained cleanliness and organization within the reception area, creating a welcoming atmosphere for patients and visitors alike.
- Casual
Data Records Specialist
Tetra Tech
10.2018 - 11.2019
- Company Overview: United States Navy; NAVFAC Atlantic and Pacific Area of Responsibility (AOR)
- Organized, converted, and formatted various Microsoft Word, PowerPoint, Excel and Outlook files to a Portable Document Format (PDF) then indexed and processed to a proprietary web-enabled Document Management System (DMS)
- United States Navy; NAVFAC Atlantic and Pacific Area of Responsibility (AOR)
- Safeguarded sensitive information from unauthorized access using encryption technologies and strict adherence to confidentiality policies.
- Scanned paper records to transfer to digital filing systems.
- Promoted
Senior Administrative Assistant/Receptionist
Tetra Tech, Inc
03.2017 - 10.2018
- Answer incoming calls, assist accounting department sending monthly reports, assist human resources department distributing resume to hiring managers
- Manage and disposition candidates in a timely manner, performing background and MVR's, assist with the drug testing program, distributing mail, maintain delivery log, make travel arrangements, reserve conference rooms, type and format letters, manage supply orders, problem solving, convert documents
Administrative Assistant
Keystone Mountain Lakes Regional Council of Carpenters
02.2016 - 05.2016
- Processed letters and reports for Executive Staff, submitted new wage rate request for new construction, entered monthly union dues, installed, and trained all employees on Docuware
First Energy Medical Program Coordinator
Mobile Medical Corporation
08.2014 - 01.2016
- Tracked confidential monthly drug screen results and report with an excel spreadsheet, invoiced results for all testing, assisted new clients on procedure to enter First Energy plant
- Facilitated regular meetings with team members to discuss progress updates, address challenges, and brainstorm solutions for ongoing success.
Staff Accountant
TUDI Mechanical Systems, Inc
10.2013 - 08.2014
- Head Docuware projects, transferred information to electronic file, processed checks for all vendors, reviewed confidential business files while entering into system
- Promoted
Receptionist
TUDI Mechanical Systems, Inc
04.2012 - 10.2013
- Tracked and updated Trane comfort site surveys in excel, managed office and postal supplies, entered daily time for commercial service department
Program Coordinator
Mobile Medical Corporation
10.2010 - 04.2012
- Informed company representative of union members eligibility, close communication with labs regarding updated specimen results, launched group testing for 12 local unions
- Established strategic partnerships with external organizations, expanding program reach and impact.
- Promoted
Administrative Assistant / Receptionist
Mobile Medical Corporation
07.2010 - 10.2010
- Booked complex travel arrangements for CEO and other Program Coordinators, performed everyday reception duties, worked closely with lab tracking specimens before entering into access
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
Medical Case Manager / Front End Assistant
Work Well
01.2009 - 07.2010
- Assist Doctors with various medical procedures including physical, Prepare charts for all patients, Distribute medical supplies to clinics
- Performed Drug and Alcohol testing for Pre- employment, Reasonable suspicion, follow up hair or urine testing
- Managed support services and fostered communication among social workers, therapists, hospital staff, and patients.
- Promoted
Medical Intake Coordinator
Work Well
05.2007 - 01.2009
- Entered patient data into oracle, scheduled appointments and testing, compiled reports
- Ensured high-quality customer service by actively listening to patient needs, answering inquiries professionally, and resolving issues promptly.
Data Entry / Customer Service
Leggett & Platt, Inc
06.2002 - 05.2007
- Developed PowerPoint presentations for new product launches, Reconciled consignment inventories, Assisted account department with account receivable/payable
- Completed data entry tasks with accuracy and efficiency.
Education
Some College (No Degree) - Business
Community College of Allegheny County
Pittsburgh, PA01-2027
High School Diploma -
Chartiers Valley High School
Bridgeville, PA06-2002
Skills
- Senior Administrative
- Confidentiality
- Communication
- Data entry
- Conversions
- Formatting
- Auditing of documents
- Scheduling meetings
- Coordination
- Accounting skills
- Organization
- Proficient in microsoft office
Area Of Expertise
- Senior Administrative
- Confidentiality
- Communication
- Data Entry
- Conversions
- Formatting
- Auditing of Documents
- Scheduling Meetings
- Coordination
Timeline
Administrative Assistant - Associate
UPMC Children's Hospital of Pittsburgh
03.2023 - Current
Project Administrator
P.J. Dick Incorporated
07.2022 - 03.2023
Human Resources Assistant
Tetra Tech, Inc
01.2022 - 07.2022
Senior Administrative Assistant
Tetra Tech, Inc
11.2019 - 01.2022
Medical Administrative Assistant
Gateway Rehabilitation Center
08.2019 - 03.2020
Data Records Specialist
Tetra Tech
10.2018 - 11.2019
Senior Administrative Assistant/Receptionist
Tetra Tech, Inc
03.2017 - 10.2018
Administrative Assistant
Keystone Mountain Lakes Regional Council of Carpenters
02.2016 - 05.2016
First Energy Medical Program Coordinator
Mobile Medical Corporation
08.2014 - 01.2016
Staff Accountant
TUDI Mechanical Systems, Inc
10.2013 - 08.2014
Receptionist
TUDI Mechanical Systems, Inc
04.2012 - 10.2013
Program Coordinator
Mobile Medical Corporation
10.2010 - 04.2012
Administrative Assistant / Receptionist
Mobile Medical Corporation
07.2010 - 10.2010
Medical Case Manager / Front End Assistant
Work Well
01.2009 - 07.2010
Medical Intake Coordinator
Work Well
05.2007 - 01.2009
Data Entry / Customer Service
Leggett & Platt, Inc
06.2002 - 05.2007
Some College (No Degree) - Business
Community College of Allegheny County
High School Diploma -
Chartiers Valley High School
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