Stephanie Vos
Buckley,WA
Summary
Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through 9 years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths. Experienced individual providing high-quality administrative support to various departments. Highly organized and detail-oriented with great multitasking and task prioritization skills.
Overview
13
13
years of professional experience
Work History
ADMINISTRATIVE OFFICER (STAFFING)
Federal Aviation Administration
10.2022 - Current
- Knowledgeable in WTTS, APAT, DELPHI, REGIS, Aviator, PMC, PD Repository, PASS Collective Bargaining Agreement, as well as other Policies /Procedures.
- Updated reports, managed accounts, and generated reports for company database.
- Improved communication within the organization through regular updates on policies, procedures, and key events.
- Facilitated cross-functional collaboration by acting as a liaison between departments for task coordination and information sharing.
- Expedited decision-making processes by preparing detailed reports that presented relevant data in an easily digestible format.
- Coordinated complex logistics for meetings with minimal supervision.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Created and maintained databases to track and record customer data.
- Managed files and records for clients and adhered to safety procedures to prevent breaches and data misuse.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
- Created, prepared, and delivered reports to various departments.
- Consulted with company management to assess requirements and develop operational enhancements to streamline processes and increase team performance.
- Prepared reports to assist business leaders with key decision making and strategic operational planning.
- Prepared agendas and took notes at meetings to archive proceedings.
MANAGEMENT & PROGRAM ASSISTANT
Federal Aviation Administration
06.2021 - 10.2022
- Assisted with planning and coordinating day-to-day and special program activities.
- Created and updated records and files to maintain document compliance.
- Managed both digital and physical filing systems and retrieved documents as required.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Prepared clearly written and formatted documents and reports.
- Conducted research to assist with routine tasks and special projects.
- Offered technical support and troubleshot issues to enhance office productivity.
- Drafted agendas, recorded minutes and generated documents to facilitate meetings.
- Conducted research and analyzed data to inform program decisions.
Medical Program Analyst
Federal Aviation Administration
06.2018 - 06.2021
- Responded to the needs of 1300+ Air Traffic Control Specialist (ATCS) among 7 states throughout the Northwest Mountain Region.
- Comprehensive knowledge of regulations, guidelines, and policies associated with ATCS health program to include new COVID-19 guidelines.
- Analyzed unstructured information to derive key insights pertaining to Air Traffic Controllers.
- Reviewed program implementation plans to assess risk and feasibility.
- Validated results and performed quality assurance to assess accuracy of data.
- Helped solve diverse program problems with in-depth analysis.
- Optimized resource allocation through careful analysis of program requirements and constraints.
- Trained team members on new software tools, improving overall productivity and efficiency.
- Facilitated effective communication between team members, Air Traffic Managers, Operation Managers, fostering a positive work environment conducive to collaboration.
- Produced detailed and relevant reports for use in making business decisions.
- Gathered, documented, and modeled data to assess accurate information and ensure Air Traffic Controllers held current medical clearances.
- Created and optimized records management strategies to coordinate and protect information.
- During the COVID -19 pandemic, I was able to restructure procedures through coordination with compliance director to create and execute projects.
Advanced Medical Support Assistant
US Department Of Veteran Affairs
05.2016 - 02.2017
- Mailed patient appointment letters.
- Maintained and obtained medical records.
- Verified and updated clinical records.
- Provided backup support to office staff by completing billing and filing tasks, answering phones and scheduling appointments.
- Built positive rapport with patients to make patients feel comfortable during uncomfortable procedures.
- Determined nature and urgency of patient requests to refer patients to appropriate medical staff.
- Scheduled appointments for patients with The Department Of Veterans Affairs.
- Organized patient records to research records, extract medical information and review records for completeness and accuracy.
- Enhanced patient satisfaction by efficiently managing appointment schedules and providing timely reminders.
- Streamlined front desk operations for improved workflow and reduced wait times.
- Contributed to increased clinic efficiency by accurately maintaining electronic health records and promptly updating patient information.
- Managed high call volume, addressing patient inquiries and concerns with professionalism and empathy.
- Maintained strict compliance with HIPAA regulations, ensuring the protection of sensitive patient information.
- Provided exceptional customer service to patients, visitors, and colleagues, fostering a welcoming environment at all times.
- Supported efficient office operations through proficient handling of administrative tasks such as filing, data entry, and record maintenance.
- Promoted effective communication among medical staff by serving as a reliable liaison between physicians, nurses, and administrative personnel.
- Eased patient anxiety through clear explanation of procedures, treatments, and upcoming appointments while addressing their concerns respectfully.
- Ensured accurate documentation in medical charts by meticulously transcribing physician notes into electronic health record systems.
- Facilitated positive relationships with external providers through effective coordination and communication of patient referrals.
- Performed medical records management, including filing, organizing and scanning documents.
- Collaborated with medical and administrative personnel to maintain patient-focused, engaging and compassionate environment.
- Obtained client medical history, medication information, symptoms, and allergies.
- Scheduled appointments, registered patients, and distributed sample pharmaceuticals as prescribed.
Medical Support Assistant
US Department Of Veteran Affairs
06.2014 - 07.2015
- Provided backup support to office staff by completing billing and filing tasks, answering phones and scheduling appointments.
- Determined nature and urgency of patient requests to refer patients to appropriate medical staff.
- Organized patient records to research records, extract medical information and review records for completeness and accuracy.
- Used VISTA and CPRS to maintain and record patient data and generate reports.
- Built positive rapport with patients to make patients feel comfortable during uncomfortable procedures.
- Worked as a PACT Advanced Medical Support Assistant in the Primary Care Clinic for the Homeless PACT Team (H-PACT) and 7 additional PACT Teams.
- Enhanced office workflow for medical staff by maintaining accurate records and timely data entry.
- Streamlined patient check-in process with effective communication and organization skills.
- Provided compassionate support, addressing patient concerns and inquiries in a professional manner.
- Assisted in the reduction of appointment wait times by coordinating schedules and optimizing available resources.
- Collaborated with interdisciplinary teams to ensure seamless coordination of patient care services.
- Maintained strict confidentiality, adhering to HIPAA regulations while handling sensitive patient information.
- Contributed to a positive work environment through proactive problem-solving and excellent teamwork abilities.
- Managed insurance claims submissions, resulting in timely reimbursements for provided services.
- Facilitated smooth transitions between appointments, effectively communicating with both patients and medical professionals on schedule updates or changes.
- Performed medical records management, including filing, organizing and scanning documents.
- Verified patient insurance coverage and collected required co-payments.
- Explained procedures to patients to reduce anxieties and increase patient cooperation.
- Conducted monthly and quarterly inventory of supplies using facility cost reporting records.
Collections Manager/Billing/Office Coordinator
Nurturing Expression LLC
01.2011 - 05.2014
- Trained and mentored new employees on collection methods, documentation requirements and performance strategies.
- Supervised staff of collectors, monitoring phone calls and letters.
- Supervised a staff of five and oversaw the day-to-day operations of the company.
- Contacted customers to discuss late payments and options for remitting amounts due.
- Researched accounts and completed due diligence to resolve collection problems.
- Accounted for approximately 900 pieces of rental equipment, valued at approximately $1.5 million, among our three locations.
- Reconciled the accounts at the end of the business day, created purchase orders, tracked shipments, reviewed resumes and conducted interviews, performed HR tasks to onboard the new employees, responded to customer inquiries and concerns.
- Attended Outreach Events for expectant mothers and launched the highly profitable Purchase Pump Program, as a result of the implementation of the Affordable Care Act on many private medical insurance policies.
- Conducted investigations of customer accounts and payment histories.
- Reviewed, researched and corrected discrepancies and customer concerns.
- Worked with legal resources and recovery teams to manage default issues.
- Performed administrative tasks such as recordkeeping, writing correspondence and gathering materials.
- Oversaw daily posting of payments to customer accounts.
- Filed and addressed employee complaints in accordance with company policies and government regulations.
- Maintained compliance with federal, state, and local regulations governing debt collections practices.
- Analyzed financial data to identify trends, risks, and opportunities for improved collections strategies.
- Created comprehensive reports on collection activities, highlighting key performance indicators and areas for improvement.
Education
Associate of Science - Pre-Nursing
South Seattle College
Seattle02.2009
Skills
- Documentation and Control
- Policy and Procedure Modification
- Budget Adherence
- Data Acquisition
- Scheduling and Calendar Management
- Relationship Building
- Workflow Planning
- Problem Solving
- Policy Implementation
- Attention to Detail
- Effective Communication
- Software Proficiency
Accomplishments
In 2021, I was awarded the Secretary's Team Award during the U.S. Secretary of Transportation 54th Annual Awards Ceremony, by Pete Buttigieg. This award was for outstanding performance while assigned to the Regional Flight Surgeon Team.
I have received an Exceeds Rating every year, while performing under the Valuing Performance structure.
References
Victor Rivas - Program Analyst Contracts COR
253-804-2907
victor.rivas@faa.gov
Rodney Lindbeck - General Manager (TWAS District)
206-315-2239
rodney.lindbeck@faa.gov
David Kopacz, MD. - Department of Veteran Affairs Psychiatrist
206-790-3623
David.Kopacz@va.gov
Virgil Reynolds - Department of the Navy
Special Agent, NCIS
619-556-1022
virgil.reynolds@navy.mil
Timeline
ADMINISTRATIVE OFFICER (STAFFING)
Federal Aviation Administration
10.2022 - Current
MANAGEMENT & PROGRAM ASSISTANT
Federal Aviation Administration
06.2021 - 10.2022
Medical Program Analyst
Federal Aviation Administration
06.2018 - 06.2021
Advanced Medical Support Assistant
US Department Of Veteran Affairs
05.2016 - 02.2017
Medical Support Assistant
US Department Of Veteran Affairs
06.2014 - 07.2015
Collections Manager/Billing/Office Coordinator
Nurturing Expression LLC
01.2011 - 05.2014
Associate of Science - Pre-Nursing
South Seattle College
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