Summary
Overview
Work History
Education
Skills
References
Timeline
Generic

Stephanie Hogan

Pleasanton,CA

Summary

Reliable and highly organized Administrative Assistant with 3 years of experience supporting teams and executives in fast-paced environments. Proven track record in office management, scheduling, and document preparation, with the ability to handle multiple tasks efficiently. Known for being punctual, dependable, a quick learner, and a team player. Committed to providing exceptional support to colleagues and contributing to a positive work environment. Passionate about team collaboration and always seeking opportunities to grow, learn, and build on my existing skills. Eager to join a dynamic team where I can continue to develop professionally and make a meaningful impact.

Overview

10
10
years of professional experience

Work History

Administrative Assistant/ Courier

SRRMC
01.2020 - Current
  • Successfully balanced dual roles by transitioning into an Administrative Assistant position while maintaining responsibilities as a Mail Courier, ensuring efficient operations and delivering high-quality results in both areas
  • Served as the first point of contact for visitors, clients, and vendors, providing a professional, welcoming experience while managing incoming calls, emails, and inquiries.
  • Managed daily office operations, ensuring smooth workflows and supporting various teams with administrative tasks.
  • Coordinated interview scheduling with recruiters, arranged travel logistics (flights, accommodations, transportation), and ensured timely arrivals for interviewees.
  • Prepared all interview materials, including detailed itineraries, agendas, and relevant company documentation, while managing room reservations and other logistical details to ensure a smooth process.
  • Scheduled room reservations for meetings, conferences, and special events, ensuring proper space and resources were available.
  • Assisted with governing board meetings, including taking meeting notes, preparing meeting minutes, and organizing and formatting board packets for distribution.
  • Ordered holiday gifts for over 600 employees, ensuring budget adherence, timely delivery, and proper customization.
  • Managed calendars and schedules for executives and staff, coordinating meetings, appointments, and travel logistics.
  • Handled and processed expense reports for directors, ensuring accuracy, proper documentation, and compliance with company policies.
  • Laminated documents and assisted with other office tasks, contributing to overall office efficiency and support.
  • Restocked office supplies daily and placed orders through Staples, ensuring sufficient inventory for office needs.
  • Managed the inventory of office and kitchen supplies, regularly checking stock levels and ensuring timely restocking to maintain an efficient work environment.
  • Provided customer service by answering incoming calls, responding to emails, and directing inquiries to appropriate departments.
  • Organized and maintained office files, both electronic and physical, ensuring easy access and proper document management.
  • Prepared and formatted reports, presentations, and other documents for meetings, projects, and client presentations.
  • Assisted with planning and executing company events, including staff meetings, training sessions, and employee appreciation events.
  • Coordinated travel arrangements for executives and staff, including booking flights, hotels, and transportation for business trips.
  • Collaborated with other team members to ensure the efficiency and effectiveness of internal processes and office operations.

Mailroom Courier

SRRMC
11.2017 - 02.2020
  • Greeted recipients, delivered packages, and parcels and acquired proper signatures for all deliveries.
  • Completed daily delivery assignments while adhering to strict time constraints, ensuring consistent service quality.
  • Operated vehicle safely in highly congested areas with no traffic violations.
  • Followed company policies and procedures during shift.
  • Kept vehicles clean and up to date with service, ensuring reliable performance for daily use.
  • Handled sensitive documents securely, maintaining confidentiality and protecting client information.
  • Supported team members during peak times, demonstrating strong teamwork and flexibility.
  • Ensured timely delivery of critical materials while adhering to health and safety protocols for handling biological and pharmaceutical products.
  • Maintained accurate records of all deliveries, including tracking and confirming receipt of sensitive items.
  • Scribed for Nurses during Covid Clinics.
  • Supported clinic staff in coordinating patient check-ins, managing patient queues, and guiding individuals through each step of the vaccination process.

Hospital PBX Operator

SRRMC
07.2017 - 11.2017
  • Maintained a high level of professionalism while assisting callers in various situations, including emergencies and complaints.
  • Trained and mentored new PBX operations employees.
  • Operated switchboard and routed incoming calls to appropriate departments
  • Worked collaboratively with cross-functional teams from various departments throughout organization on projects related to improving processes associated with operating our company's PBX system
  • Preserved telephone roster of extensions for staff and departments to transfer callers to appropriate extensions
  • Announced codes for fires, code blues and other extremely important disaster calls
  • Monitored emergency and code alarms, made emergency announcements and route emergency calls to appropriate location
  • Operated telephones, switchboard, intercoms, two-way radios, and public address systems
  • Maintained records of daily data communication transactions, problems, and remedial actions taken.

Medical Records Clerk/ Birth Registrar

SRRMC
06.2014 - 07.2017
  • Ensured HIPAA compliance by adhering to strict confidentiality guidelines when handling sensitive patient information.
  • Obtained necessary signatures on information release forms to obtain medical and treatment records from other service providers
  • Assisted with typing, data entry and answering incoming calls as required
  • Retrieved requested medical records in a timely manner while maintaining confidentiality of protected health information
  • Organized release of medical information to authorized personnel
  • Provided customer service to patients by answering questions regarding their records
  • Scanned medical records in digital format for easy retrieval and accessibility.
  • Printed and photocopied documents to provide patients with copies of medical records.
  • Maintained patient records systems by archiving, scanning and indexing important documents and files.
  • Assisted in training new staff on medical record processing and filing procedures.
  • Responded effectively to requests for medical records from legal representatives, insurance companies, and other authorized parties in a timely manner.
  • Uploaded physician progress notes, history and physicals into electronic medical records
  • Interviewed families and constructed birth certificates
  • Assisted families with obtaining copies of vital records, including birth certificates and social security cards, in a timely manner.
  • Streamlined the birth registration process, resulting in faster issuance of birth certificates.
  • Educated new parents about the importance of registering their child''s birth within mandated timeframes for legal purposes.
  • Improved accuracy in patient records by meticulously reviewing and verifying birth data.

Education

Bachelor of Science - Business Administration- HR Management

SNHU
02.2026

Associates Degree - Social and Behavioral Sciences

Las Positas College
06-2022

Cosmetology License -

Paul Mitchell The School
03-2014

High School Diploma -

Amador Valley High School
06-2012

Skills

  • Customer service
  • Computer skills
  • Time management
  • Dedicated team player
  • Expense reporting
  • Office administration
  • Administrative support
  • Data entry
  • Scheduling
  • Office management

References

References available upon request

Timeline

Administrative Assistant/ Courier

SRRMC
01.2020 - Current

Mailroom Courier

SRRMC
11.2017 - 02.2020

Hospital PBX Operator

SRRMC
07.2017 - 11.2017

Medical Records Clerk/ Birth Registrar

SRRMC
06.2014 - 07.2017

Bachelor of Science - Business Administration- HR Management

SNHU

Associates Degree - Social and Behavioral Sciences

Las Positas College

Cosmetology License -

Paul Mitchell The School

High School Diploma -

Amador Valley High School

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Stephanie Hogan