Sylvia Martinez
San Antonio,TX
Summary
Dynamic administrative professional with extensive experience at the University of the Incarnate Word, excelling in project management and cross-functional coordination. Proven track record in optimizing processes, enhancing efficiency by 25%, and leading teams to achieve high-quality results. Skilled in Excel and adept at fostering collaboration across departments.
Overview
16
16
years of professional experience
1
1
Certification
Work History
Administrative Coordinator
University of the Incarnate Word: School of Osteopathic Medicine (UIWSOM)
San Antonio, TX
01.2022 - Current
- Managed executive calendars and scheduled appointments for senior leadership team.
- Coordinated cross-functional teams to deliver high quality results within tight timelines.
- Lead cross-functional coordination of healthcare education programs, streamlining program efficiency.
- Provide support via research, department liaising, collaboration, and follow-ups.
- Prepared high-level documents, presentations, and reports for board meetings.
- Coordinated internal meetings, including scheduling, logistics, and catering.
- Understanding of clinical care fundamentals and operational procedures.
- Events, student ceremonies, and gatherings, including volunteer and facility management.
- Coordinated communication between departments, university-wide, to streamline workflows and enhance collaboration.
- Oversaw travel arrangements for staff, including flight bookings, accommodations, and itineraries, optimizing budget and preferences.
- Trained employees on best practices and protocols while managing teams to maintain optimal productivity.
- Recommended solutions related to staffing issues and proposed procedural changes to managers.
- Oversaw project management processes to ensure timely completion of initiatives.
Executive Assistant: Experiential Programs
University of the Incarnate Word: Feik School of Pharmacy (UIWFSOP)
San Antonio, TX
05.2018 - 01.2022
- Reviewed and analyzed contract terms for compliance and risk management.
- Coordinated contract negotiations between stakeholders and legal teams.
- Implemented process improvements for contract review workflows.
- Instituted and monitored contracts, MOUs, affiliation agreements, and facility service agreements for simulation equipment.
- Coordinated logistics for large-scale meetings, trainings, evaluations, reviews, and project lead for all supplies distribution for learners in clinical settings.
- Maintained credentialing database, including updating records as needed.
- Provided administrative support for the credentialing process including data entry and tracking of applications.
- Assisted in preparing reports related to provider data and credentialing activities.
- Processed payments related to renewal fees, license renewals as part of the overall credentialing process.
Accounts Payable Specialist
University of the Incarnate Word (UIW)
San Antonio, TX
05.2016 - 05.2018
- Processed and verified over 300 invoices monthly, ensuring accuracy and compliance with university standards and vendor agreements.
- Managed weekly check runs, ACH payments, and wire transfers totaling over $500k per cycle.
- Maintained vendor agreements and updated all expiry dates with renewals and updated information.
- Maintained detailed records for audits, month-end close, and 1099 reporting, ensuring timely and compliant documentation.
- Researched and resolved payment inquiries and disputes from vendors, often within 48 hours, reducing vendor escalations.
- Improved invoice processing time by 25% through organization and system optimization in Excel using vlookups, macros, and university system, Banner.
Executive Assistant- Asst. Superintendent of Budget/Fin
Northside ISD (NISD)
San Antonio, TX
03.2012 - 05.2016
- Coordinated schedules for senior leadership and prioritized appointments effectively.
- Assisted in organizing district-wide events and facilitated logistics for participants.
- Trained new administrative staff on office policies and software applications.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Coordinated meeting and work schedules for staff teams and executives.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
Accounting Specialist
Biodynamic Research Corporation (BRC)
San Antonio, TX
08.2009 - 03.2013
- Managed accounts payable and receivable processes for Biodynamic Research Corporation.
- Reconciled bank statements with internal records to maintain data integrity.
- Coordinated audits by providing necessary documentation and responding to inquiries.
- Trained new team members on accounting procedures and software applications.
- Assessed data and information to check entries, calculations, and billing codes for accuracy.
- Performed monthly, quarterly and annual closing activities for assigned areas.
- Collaborated with other departments on various projects or initiatives that require cross-functional teams.
- Reviewed, processed and reconciled accounts payable invoices and payments.
- Created journal entries as needed to record transactions in the general ledger.
- Developed and documented business processes and accounting policies to maintain and strengthen internal controls.
Education
Master of Arts & Administration - Healthcare Admin
University of the Incarnate Word
San Antonio, TXBachelor of Science - Public Administration
University of the Incarnate Word
San Antonio, TXPost-Grad Certificate - Data Analytics and Data Science
University of Texas, McCombs School of Business
Austin, TXSkills
- Excel proficiency
- Business administration
- Administrative support
- Logistics management
- Event coordination
- Document preparation
- Calendar organization
- Travel planning
- Self-motivation
- Information confidentiality
- Project management
- Calendar management
- Cross-functional coordination
- Contract negotiation
- Credentialing processes
- Travel arrangements
- Process improvement
- Report preparation
- Problem solving
- Staff training
- Document management
- Proficient in G-Suite
- Schedule management
- File organization
- Office inventory management
- Project management experience
- Office administration
- Vendor management
- Event planning
- Budget optimization
- Tech-Savvy
Certification
Notary Public of Texas, 2028
References
References available upon request.
Timeline
Administrative Coordinator
University of the Incarnate Word: School of Osteopathic Medicine (UIWSOM)
01.2022 - Current
Executive Assistant: Experiential Programs
University of the Incarnate Word: Feik School of Pharmacy (UIWFSOP)
05.2018 - 01.2022
Accounts Payable Specialist
University of the Incarnate Word (UIW)
05.2016 - 05.2018
Executive Assistant- Asst. Superintendent of Budget/Fin
Northside ISD (NISD)
03.2012 - 05.2016
Accounting Specialist
Biodynamic Research Corporation (BRC)
08.2009 - 03.2013
Master of Arts & Administration - Healthcare Admin
University of the Incarnate Word
Bachelor of Science - Public Administration
University of the Incarnate Word
Post-Grad Certificate - Data Analytics and Data Science
University of Texas, McCombs School of Business
Similar Profiles
Carlos ShepherdCarlos Shepherd
Technical Support Specialist at University of the Incarnate Word – Rosenberg School of OptometryTechnical Support Specialist at University of the Incarnate Word – Rosenberg School of Optometry
Brittany JohnsonBrittany Johnson
Coordinator of Optometry Operations at University of the Incarnate Word – Rosenberg School of OptometryCoordinator of Optometry Operations at University of the Incarnate Word – Rosenberg School of Optometry
Sara RodriguezSara Rodriguez
Intern at University of the Incarnate WordIntern at University of the Incarnate Word
Valerie FaustoValerie Fausto
Director of Sales and Marketing at Holiday Inn San AntonioDirector of Sales and Marketing at Holiday Inn San Antonio
Zachary PedenZachary Peden
Fraud Operations Specialist at CitibankFraud Operations Specialist at Citibank