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Sylvia Smith
Office Manager
College Park,MD
Summary
Enthusiastic, goal oriented and self-motivated team player who loves being a bridge to justice for human trafficking survivors and demand accountability from traffickers, from governments, and from corporations. Skilled professional with a Masters of Science in Criminal Justice and Specialization in Forensic Science with offerings of comprehensive legislative abilities and the willingness to learn with an exceptional track record of team building and multitasking skills to ascertain optimal effectiveness. My flexibility to adapt to changes and proficiency in utilizing technology will ascertain high level performance even in challenging environments. This will be key in maintaining and enhancing the organization’s efficiency and long tern success. Collaborative leader with dedication to partnering with coworkers to promote engaged, empowering work culture. Documented strengths in building and maintaining relationships with diverse range of stakeholders in dynamic, fast-paced settings. Motivated to learn, grow and excel in the Department of Labor community.
Overview
5
5
years of post-secondary education
12
12
years of professional experience
Work History
Human Task Force Volunteer
Prince George's County Human Trafficking Task
Upper Marlboro, MD
01.2021 - Current
- Briefed task force members on capabilities and limitations of components and adjusted resources as conditions warranted to maximize effectiveness.
- Received briefing reports and conducted personal observations based on work expectations to monitor progress and performance during operational period.
- Participated in continuous improvement by generating suggestions, engaging in problem-solving activities to support teamwork.
Office Manager
National Institute of Neurological Disorders and Stroke, NINDS
Bethesda, MD
03.2020 - Current
- Review annual Purchasing Online Tracking System reports and submit ~100 procurement requests per month for labs, following various procurement threshold guidelines.
- Prepare incoming and renewal personnel packages per month using Personnel Action Management System (PAMS).
- Updated online administrative resource using HTML on DotNetNuke (DNN) platform.
- Arrange domestic, international, and sponsored travel via Concur Government Edition for 4 people, processing ~Travel vouchers per month.
- Serve on annual committees and revitalized the semi-monthly administrative meetings to be more about professional development and engagement, doubled the turnout from 30 to 75 colleagues.
- Support five Senior Investigators and their lab staff with administrative needs, purchasing, travel requests, FedEx shipping requests, etc.
- Established workflow processes, monitored daily productivity and implemented modifications to improve overall effectiveness of personnel and activities.
- Managed budgets, appointment scheduling, employee and event itineraries and accounts to improve productivity initiatives.
- Initiated timely project management within budget constraints for multi-faceted problems concerning executive leaders.
- Communicated corporate objectives across all divisions through regular correspondence and scheduled status updates.
- Arranged corporate and office conferences for company employees and guests.
- Evaluated employee records and productivity to complete employee evaluations.
- Maintained computer and physical filing systems.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Managed office operations while scheduling appointments for department managers.
- Developed standard operating procedures for all administrative employees.
Mentor Volunteer
S.H.I.N.E. Community Development Corporation
Landover, MD
06.2018 - 06.2021
- Volunteered with groups and organizations to help make measurable differences for program recipients.
- Freed full-time employees up for more critical work by completing clerical tasks and office work.
- Assisted program manager with planning and fundraising responsibilities.
- Adhered to organization procedures and instructions to maintain safety for program participants and other workers.
- Encouraged donations by supporting community fundraising events and campaigns.
- Supported program leaders with administrative support duties, including phone calls, data entry and photocopying.
- Provided immediate responses to questions from volunteers.
- Coordinated food, clothing and household items for disadvantaged individuals and families.
- Coordinated individual referrals to obtain community services, advocated for client needs and resolved roadblocks.
- Met with other volunteers and program leaders to discuss new service opportunities.
- Teamed with community organizations and government agencies to increase outreach and service utilization.
- Assisted with special events or programs.
- Developed monthly schedules and assignments for volunteer staff.
- Supported engaging, fun and smooth-running events by helping with organization and planning.
- Assisted with recordkeeping to maintain data for ongoing grant funding and regulatory compliance.
- Engaged in community outreach to aid program mission centered on community support and enrichment.
- Organized and managed events and projects as part of community support services.
- Maintained clean, neat and operational facilities to serve all program needs.
- Spoke with community organizations to boost outreach and highlight programs successes.
- Used strong interpersonal communication skills to convey information to others.
- Planned and delivered numerous activities and special events for programs and services.
- Supported staff with clerical work and other office tasks.
- Coordinated work of project dedicated to raise awareness of need, applying strong project and team leadership to enhance success.
- Sent email reminders regarding upcoming volunteer events to community leaders and civic groups.
- Coordinated Human Trafficking and Know Your Rights conferences with community organizers for the past three years in the District of Columbia, Maryland, and Virginia metropolitan area, while educating and equipping our youth about the modern-day slavery and injustice that occur within America.
- Coordinated activities providing safety requirements for participation.
- Provided positive role modeling for youngsters at all times, including dress and managing personal behaviors.
- Provided guidance and support to participants to promote memorable experiences.
Executive Assistant
S.H.I.N.E.-Community Development Corporation
Landover, MD
06.2018 - 06.2021
- Develops and implements innovative non-profit concepts, company mission statement/ values, corporate drug/alcohol policies,.
- Enhances staff development by facilitating training and supervising new program leaders.
- Prepares daily memorandums and correspondence, transcribing meeting minutes, managing files/ records/ documents, and providing inventory management.
- Organizing schedules and preparing documents in supporting the Executive Director.
- Ensures adherence with company regulations regarding the non-profit sector.
- Manages financial operations by performing accounting functions and processing invoices for departmental purchases.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Orchestrated successful conferences, including associated travel for all speakers and attendees, facilities and support services.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Worked with senior management to initiate new projects and assist in various processes.
- Organized and coordinated conferences and 10 to 20 monthly meetings.
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Screened calls and emails and initiated actions to respond or direct messages for 5 managers.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Researched, proposed and implemented vendor agreements to decrease costs and improve services.
Internship Student
Prince George’s County State’s Attorney Office
Upper Marlboro, MD
06.2019 - 03.2020
- Conducted victim and witness interviews.
- Assisted with formal plea procedures and trial preparation.
- Assist with jury selection and jury trials.
- Routinely accompanied prosecutors to court to observe and help with court dockets, hearings, and trials.
- Produced high-quality documents, spreadsheets and presentations for internal and customer-facing needs.
- Delivered clerical support by handling range of routine and special requirements.
- Answered incoming telephone calls, took down messages and provided information.
- Sorted and organized files, spreadsheets and reports.
- Helped with administrative support, including managing incoming calls, coordinating files and sorting mail.
- Reported back to instructor to receive day-to-day tasks and responsibilities.
- Completed range of simultaneous job tasks to support professor's academic, research and operational needs.
- Communicated effectively with faculty and staff and accepted critiques and suggestions for areas of improvement.
- Interacted with customers by phone, email or in-person to provide information.
- Searched at library and in scholarly databases to locate necessary information for research projects.
- Analyzed problems, identified solutions and made decisions.
- Completed research, compiled data, updated spreadsheets and produced timely reports.
- Upheld office schedule and calendar to coordinate workflow and meetings.
- Maintained organized inventory by checking stock to determine supply levels, expediting orders and delivering materials to work stations.
- Collaborated in professional team to solve workflow issues.
- Maximized productivity by analyzing protocols and identifying areas for improvement.
- Worked on projects using knowledge gained in classes to put together recommendations for issues.
- Took detailed meeting minutes, prepared meeting rooms and compiled paperwork to support department.
- Built rapport with clients to facilitate trusting relationship and provide setting conducive to growth.
Administrative Assistant
National Institutes of Health, National Eye Institute, IAMB/ EAMB
Bethesda, MD
08.2018 - 03.2020
- Performs general clerical assignments in support of office functions including assisting with property management and procurement services.
- Assists with maintaining primary office line, arranges phone coverage schedule when needed, maintains phone tree for office meetings and conferences, Branch phone roster, web directory and intercom.
- Receives and directs callers and visitors, providing information about the organization and referring them to appropriate office/person.
- Provides support with timekeeping duties for federal employees.
- Reviews domestic and foreign travel authorizations and vouchers to include sponsored travel.
- Conducts thorough review of personnel action packets.
- Personnel packets include new appointments, renewals, terminations, credentialing, position adjustments or changes for Full Time Employees (FTE), non-FTE and contract personnel.
- Follow Standard Operating Procedures and checklists to ensure all required documents are included in packages before submission to the Administrative Officers within established timelines.
- Creating budget reports, travel, personnel, procurement and other overall program management tasks.
- Assisting with maintenance of conference room and providing reservations to requestors.
- Planning and arranging meetings, including securing space, preparing agendas, managing room and equipment setup and receiving meeting attendees.
- Prepares memorandums and correspondences for the Branch Chief.
- Responsible for collecting performance data and input of monthly employee performance data into MS Excel.
- Assisted Extramural Administrative Chief with various administrative roles during the interim of Administrative Technician recruitment.
- Coordinated travel arrangements by booking airfare, hotel and ground transportation.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Managed Access databases converting complex data into easy-to-interpret data.
- Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
- Scheduled office meetings and client appointments for staff teams.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Created detailed expense reports and requests for capital expenditures.
- Executed record filing system to improve document organization and management.
- Coached new employees on administrative procedures, company policies and performance standards.
- Handled client correspondence and tracked records to foster office efficiency.
- Maintained staff directory and company policy handbook for human resources department.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Performed research to collect and record industry data.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security.
- Monitored supervisor's work calendar and scheduled appointments, meetings and travel.
- Organized weekly staff meetings and logged minutes for corporate records.
Virtual Intern
National African American Drug Policy Coalition, Inc
05.2019 - 07.2019
- Assisted with major constitutional issue in preparation for a major panel discussion at the Annual Conference of the National Bar Association on the issue of whether Peremptory Challenges should be abolished in our jury selection system.
- Researched the various Peremptory Challenges for retired Judge Burnette.
- Worked on projects using knowledge gained in classes to put together recommendations for issues.
- Built rapport with clients to facilitate trusting relationship and provide setting conducive to growth.
- Produced high-quality documents, spreadsheets and presentations for internal and customer-facing needs.
- Analyzed problems, identified solutions and made decisions.
Substitute Teacher
Enriched Schools
Washington, DC
01.2018 - 08.2018
- Fulfilled short- and long-term substitute assignments across all subject areas, effectively teaching students varied academic/age levels (grades K-12) and diverse cultural backgrounds.
- Instructed classes of as many as 30 students; communicated with teachers, administrators and parents; and build a positive rapport with students.
- Assisted teachers with lesson plans and implementing classroom management skills.
- Aided teachers with Special Education students with behavior plans and IEP’s.
Classification Specialist
St. Lucie County Sheriff
Fort Pierce, FL
09.2017 - 12.2017
- Managed department records using JMS, computer-aided dispatch, and other file and information management systems.
- Responded to records and information requests from the public, law enforcement, and various government officials via face-to-face, telephone, e-mail and mail.
- Maintained printed copies of records and oversaw the destruction of redundant records as per the mandated retention period required by law.
- Prepared and verified accuracy of information to be entered into the department's computer system.
- Processed arrest and bond reports, and distributed them where required.
Classification Clerk
08.2016 - 09.2017
- Evaluated inmate security level to determine appropriate housing assignment within the facility.
- Responded to all issues relating to the classification of inmates to ensure the safety of employees and inmates.
- Assumed additional responsibilities other than those primarily assigned to the Classification Clerk position as required by management.
Education
Master of Arts - Criminal Justice
University of Arizona Global Campus
San Diego, CA 06.2017 - 04.2021
Bachelor of Science - Political Science
Lander University
09.2013 - 05.2015
Associate of Arts - General Studies
Piedmont Technical College
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Accomplishments
- Streamlined workflow by consolidating lengthy processes and redundant documentation that resulted in more effective and timely completion of year end close for the National Eye Institute.
- Recognized by management for Employee Spotlight for being a tema player and always willing to help her colleagues every chance she can.
- Worked directly with senior leadership to develop and administer $3,000,000 BPA for contractors per year department budget.
- Implemented new, interactive employee scheduling system to monitor, gauge and project staffing needs.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
Quote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Skills
Office administration
undefinedTimeline
Human Task Force Volunteer
Prince George's County Human Trafficking Task
01.2021 - Current
Office Manager
National Institute of Neurological Disorders and Stroke, NINDS
03.2020 - Current
Internship Student
Prince George’s County State’s Attorney Office
06.2019 - 03.2020
Virtual Intern
National African American Drug Policy Coalition, Inc
05.2019 - 07.2019
Administrative Assistant
National Institutes of Health, National Eye Institute, IAMB/ EAMB
08.2018 - 03.2020
Mentor Volunteer
S.H.I.N.E. Community Development Corporation
06.2018 - 06.2021
Executive Assistant
S.H.I.N.E.-Community Development Corporation
06.2018 - 06.2021
Substitute Teacher
Enriched Schools
01.2018 - 08.2018
Classification Specialist
St. Lucie County Sheriff
09.2017 - 12.2017
Master of Arts - Criminal Justice
University of Arizona Global Campus
06.2017 - 04.2021
Classification Clerk
08.2016 - 09.2017
Bachelor of Science - Political Science
Lander University
09.2013 - 05.2015
Associate of Arts - General Studies
Piedmont Technical College
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