Stacey J. Finn
Summary
Professional with strong background in executive, physician and Board support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
25
25
years of professional experience
Work History
Administrative Specialist II
Kaiser Permanente
06.2025 - Current
- Coordinated office operations to enhance workflow efficiency and support staff productivity.
- Managed scheduling and calendar appointments, optimizing time management for executives.
- Developed and implemented administrative procedures, improving organizational effectiveness.
- Maintained staff data bases for employment requirements.
- Coordinated travel and logistics for leadership and physicians
- Prepared meeting agendas, presentations and follow up action items.
- Conducted regular audits of office supplies and resources, maintaining adequate inventory levels.
- Collaborated with cross-functional teams to streamline communication and enhance project outcomes.
- Safeguarded sensitive information through the proper handling of confidential documents and secure storage methods.
- Handled mail, packages, emails, document transmissions and other types of data with both manual and automated tracking strategies.
- Expedited project completion times by effectively prioritizing tasks based on deadlines and resource availability.
- Minimized errors in documentation through meticulous proofreading, editing, formatting skills.
- Facilitated communication between departments, organizing meetings and distributing essential information.
- Managed schedules, appointments, and travel arrangements for executives, ensuring seamless coordination of events.
- Handled incoming and outgoing mail.
- Boosted employee morale by planning team-building activities and corporate events.
- Streamlined office processes by implementing efficient document management and filing systems.
- Maintained and optimized manager's calendar and scheduled appointments and meetings and addressed conflicts with adequate time for preparation, follow-up and planning.
- Scheduled meetings booked meeting rooms and prepared meeting agendas.
- Assisted in recruiting qualified candidates for open positions, conducting initial screenings and interviews.
- Continually sought methods for improving daily operations, communications with stakeholders, recordkeeping, and data entry for increased efficiency.
- Managed filing system, entered data and completed other clerical tasks.
- Managed bi-weekly payroll/time system for 70 staff.
Administrative Coordinator
Bay Health, LLC
11.2024 - 06.2025
- Managed scheduling for executive meetings, optimizing time management and resource allocation.
- Developed and maintained filing systems, enhancing document retrieval efficiency and organization.
- Collaborated with cross-functional teams on project planning, contributing to successful execution of initiatives.
- Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
- Maintained a well-organized filing system to ensure easy access to important records and documents.
- Enhanced communication between departments with timely and accurate preparation of reports and documents.
- Provided exceptional administrative support to executive staff members through meticulous organization skills and attention to detail.
- Supported project management efforts by tracking deadlines, maintaining documentation, and communicating progress updates to stakeholders.
- Increased staff morale, planning team-building activities that fostered positive work environment.
Administration and Medical Staff Manager/Executive Assistant to the CEO
Sonoma Valley Hospital
01.2022 - 01.2024
- Provided sophisticated calendar management for President & CEO and other C Suite Leaders. Prioritize inquiries and requests while troubleshooting conflicts, make recommendations to ensure smooth day to day engagements; arrange appointments; plan and organize meetings; communicate with wide-range of internal and external individuals to gather and convey information on behalf of the President & CEO; maintain confidential files, reports and records, executive-level correspondence, handle/route incoming/outgoing mail.
- Coordinated all Executive Team meetings and retreats and assist with staff meetings and events as needed.
- Provided 'gatekeeper' and 'gateway' role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
- Managed projects for the Executive Team, Board of Directors and Medical Staff.
- Worked with the Executive Team to coordinate the CEO's outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
- Assisted in preparation and distribution of select Executive and Staff meeting agendas, packets and presentations by gathering information/data from multiple sources and reviewing and editing reports; draft reports, memos and spreadsheets; record meeting notes and follow up items.
- Managed highly confidential material and information in relation to the CEO, Board of Directors, Medical Staff and patient records.
- Lead, trained, evaluated, coached, professionally developed and motivated direct report staff to attain department goals to the executives they are assigned to. Set and monitored performance goals. Promoted a work environment that encourages involvement, initiative and teamwork.
- Management of staff including hiring recommendations, determining workload, delegating assignments, training, monitoring and evaluating performance, initiating corrective or disciplinary actions, and/or terminations.
- Promoted interdepartmental teamwork and coordination across all departments to assure consistent excellence in cross functional administrative services. Convenes regular administrative team meetings to improve service offerings.
- Ensured compliance with policies and procedures. Review, revise and approve appropriately Administrative, Medical Staff and Board of Directors policies and procedures.
- Responsible for special project management. Including assessment, creation, implementation, evaluation, and timeliness of assigned project.
- Prioritized conflicting needs; handles projects expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures.
- Prepared the CEO expense reports for approval by the Board of Directors.
- Provided oversight and guidance on contract readiness and process for CEO and CFO approval.
- Two years as the lead of the Rewards and Recognition Team for hospital wide events. Including management of the budget, planning and execution of events.
- Five years as the Coordinator of the Emergency Preparedness Team for hospital wide disaster planning and true disaster events.
- Management of two direct reports, Medical Staff Coordinator and Clerk of the Board.
- Developed and managed departmental budget and costs including identification and implementation of opportunities for improved services, value enhancement, and cost reduction/management.
- Managed appropriate local, state, and federal filings on behalf of the CEO, Hospital and Board of Directors.
- Timekeeping for the Executive Administrative Team and direct reports.
- Managed call schedules for Administrators and Physicians monthly.
Medical Staff Coordinator/Executive Assistant to the Chief Medical Officer
Sonoma Valley Hospital
01.2019 - 01.2022
- Managed scheduling
- Coordinated scheduling and staffing for medical personnel across multiple departments.
- Ensured compliance with regulatory standards and Medical Staff rules and regulations and Bylaws.
- Facilitated onboarding and training processes for new medical staff members.
- Streamlined communication between healthcare providers and administrative teams.
- Managed on call payroll processing and timekeeping systems for medical staff efficiency.
- Assisted in the development of a more efficient orientation program for incoming medical staff, reducing time to full productivity.
- Streamlined credentialing processes for faster onboarding of new medical staff members.
- Expedited credentialing applications, enabling timely commencement of clinical services by newly hired physicians.
- Contributed to facility accreditation efforts by preparing necessary Medical Staff documentation and coordinating site visits from accrediting agencies.
- Developed tracking systems for mandatory licensure renewals, maintaining 100% compliance among medical personnel.
- Coordinated interdepartmental committee meetings for effective collaboration on hospital-wide initiatives.
- Served as liaison between administration and clinical staff, fostering positive relationships and promoting open communication.
Clerk of the Board/Medical Staff Coordinator
Sonoma Valley Hospital
01.2017 - 01.2019
- Managed four monthly Board of Directors meetings. Including agenda preparation, virtual meetings, room preparation, minutes, and follow-up.
- Brown Act compliance for all Board of Directors meetings and correspondence.
- Communication with Board of Directors, Hospital Executive Team, and community stakeholders.
- Calendar management and coordination for the Board of Directors and executives.
- Maintain multiple databases and documents for both the Board of Directors and Medical Staff.
- Event planning for the Board of Directors, Physicians, and hospital staff.
- Manage credentialing functions for medical and allied health staff. Including appointment, reappointment, privileges, FPPE, and OPPE.
- Work directly with the CVO on primary source verifications.
- Medical Staff file review and approval for credentialing and privileges.
- Compose and distribute correspondence to Medical and Hospital Staff.
- Ensured compliance with Medical Staff Bylaws, Rules and Regulations and Title 22.
- NPDB and Medical Board reporting and review.
- Manage multiple databases for Medical Staff credentialing files, policy management, budgets and general documentation.
- Policy and Procedure review, revision and approval.
- Management of Medical Staff dues and fees annually. Including notification of, tracking, follow up and disciplinary actions for noncompliance.
- Ensure compliance with accreditation body requirements, government filings for the Board of Directors, and executive team.
- Manage appropriate local, state, and federal filings on behalf of Board of Directors.
- Represented Medical Staff in accreditation surveys.
- Responsibility for meeting management for all Medical Staff committees.
- Calendar management for multiple executives and leadership.
- Coordinate and manage the Emergency Preparedness Program. Including drill planning and participation, ongoing membership to the Incident Command Center for COVID readiness. Participated in several large hospital disasters.
Administrative Assistant, II Pharmacy Services
Queen of the Valley Medical Center
01.2008 - 01.2017
- Supported Directors and Managers effectively in assigned project-based work.
- Liaison between Director, Managers, and staff.
- Coordination all American Heart Association classes for staff and community.
- Monitoring and maintenance of staff timecards for 80+ employees.
- Maintain and manage the database and tracking of the Clinical Education Program for 700+ employees.
- Maintain and manage database, tracking, and submission for payment of Pharmacy invoices, daily. Working closely with Accounts Payable.
- Regularly maintain, track, and update 150 policies.
- Auditing of medical records for completeness and compliance.
- Maintain and track staff adherence to policies, tardiness, absenteeism, competencies.
- Prepares, produces and/or processes all check requests or reimbursements pertaining to supervisor/departmental functions, including preparation of purchase orders/forms/requisitions in accordance with the institution's purchasing guidelines.
- Completing expense reports and reconciling accounts.
- Interaction with organizational staff, executives, clients, and vendors daily.
- Organizing the scheduling of meetings, conferences, travel and events.
- Supporting up to 10 monthly meetings, including agenda prep, minutes and follow-up.
- Policy, protocol and guideline creation, implementation and adherence.
- Event planning
Administrative Assistant II, ED & Critical Care Services
Queen of the Valley Medical Center
01.2001 - 01.2008
- Supported Directors and Managers effectively in assigned project-based work.
- Monitored and maintained the staff timecards and edits.
- Liaison between the Director and his reporting staff.
- Schedule maintenance for up to fifteen managers, leads and director.
- Travel coordination.
- Meeting support for up to 8 monthly meetings; agenda, minutes and follow-up.
- Ordering of department supplies with invoice tracking.
- Emergency Department patient billing.
- Event planning; physician training, staff training, annual parties, collaborative workshops.
Skills
- Microsoft Office 360
- Adobe Pro
- Outlook
- Sharepoint
- One Drive
- Docusign
- Zoom
- Teams
- Kronos Timekeeping
- ICIMS
- Videoconference preparation
- Document managemen
Timeline
Administrative Specialist II
Kaiser Permanente
06.2025 - Current
Administrative Coordinator
Bay Health, LLC
11.2024 - 06.2025
Administration and Medical Staff Manager/Executive Assistant to the CEO
Sonoma Valley Hospital
01.2022 - 01.2024
Medical Staff Coordinator/Executive Assistant to the Chief Medical Officer
Sonoma Valley Hospital
01.2019 - 01.2022
Clerk of the Board/Medical Staff Coordinator
Sonoma Valley Hospital
01.2017 - 01.2019
Administrative Assistant, II Pharmacy Services
Queen of the Valley Medical Center
01.2008 - 01.2017
Administrative Assistant II, ED & Critical Care Services
Queen of the Valley Medical Center
01.2001 - 01.2008