Tamara Zeferjahn
Topeka,KS
Summary
Experienced Executive Administrative Assistant adept at managing schedules, coordinating meetings and travel arrangements, and maintaining office workflows. Known for strong organizational skills and ability to handle multiple high-priority tasks concurrently. Proven track record of improving efficiency and communication in the office environment. Ready to apply these skills in a challenging new role.
Overview
18
18
years of professional experience
Work History
Program Specialist
Positive Connections LLC
Topeka, KS
10.2017 - 09.2024
- Engaged in team-building activities to enhance teamwork
- Delegated tasks to staff and volunteers during organized events.
- Assigned volunteers strategically to optimize support for initiatives
- Linked individuals with essential community services
- Established cooperative relationships with similar organizations to amplify focus on crucial topics
- Ensured confidentiality of patient documentation to avoid data breaches.
- Organized meetings and conferences seamlessly
- Organized filing system for records and correspondence
- Kept inventory well-stocked by coordinating regular purchases of supplies and equipment
- Delivered administrative support to management group
- Answered phone calls and responded to emails
- Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
- Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
- Organized company events including holiday parties, team building activities .
- Managed office inventory and placed new supply orders.
- Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
- Oversaw receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
- Remained calm and professional in stressful circumstances and effectively diffused tense situations.
- Interviewed prospective employees and provided input to HR on hiring decisions.
- Maintained relationships with key stakeholders in the local community.
- Developed partnerships with organizations that serve similar communities in order to share resources.
- Actively promoted positive messaging about the organization's mission throughout the region.
- Attended conferences, seminars, and other professional development opportunities as needed.
- Coordinated volunteers who assist with special projects or events sponsored by the organization.
- Coordinated the daily operations of a food pantry, including stocking shelves and managing volunteers.
- Provided education on nutrition, budgeting, and other resources to clients utilizing pantry services.
- Tracked client data using electronic systems to monitor usage trends over time.
- Researched best practices in food security programs to identify potential improvements.
- Ensured compliance with all applicable safety regulations when handling food items.
- Recruited, trained, supervised, evaluated, and supported volunteers working in the pantry.
- Answered customer questions about program eligibility and maintained pantry records.
- Coordinated, scheduled and supervised food pantry volunteers.
- Maintained cleanliness of volunteer center and warehouse areas.
- Assisted with stocking shelves and removing expired items.
- Unloaded packages and deliveries from food trucks and transported items to appropriate locations.
- Greeted customers upon arrival and gave directions to appropriate facility locations.
- Facilitated day-to-day operations to promote welcoming, well-stocked and hygienic food pantry.
- Implemented safety measures during food distribution events to ensure compliance with health regulations.
- Assisted in inventory management to track food supplies and prevent shortages.
- Prepared reports on volunteer activities and food bank operations for management review.
- Recruited, interviewed, and hired volunteers and staff.
- Delivered education programs on risk behaviors to community members
- Created a database to track progress and outcomes related to various prevention activities.
- Attended coalition meetings with community partners to formulate strategies to reduce sexually transmitted infections
- Maintained records documenting outreach activities conducted within the community.
- Coordinated outreach events to promote HIV testing services in targeted areas.
- Collected data on client demographics, risk behaviors, results of tests administered., and analyzed it to inform decision making around program design.
- Participated in local coalition meetings focused on public health initiatives related to HIV and AIDS.
- Implemented compliant storage systems ensuring client data security within HIPAA regulations
- Performed venipuncture and other blood collection procedures according to established standards.
- Maintained a clean, safe, and organized work environment.
- Verified patient information prior to specimen collection.
- Followed all safety protocols when handling hazardous materials.
- Ensured compliance with federal regulations governing laboratory procedures.
- Documented patient information into electronic medical records system.
- Provided excellent customer service while interacting with patients.
- Provided swift and thorough response to confirmed positive HIV diagnoses
- Performed centrifugation and specimen aliquoting for sample preparation.
- Utilized aseptic techniques to prevent infection and cross-contamination during blood collection.
- Adhered to all healthcare regulations, including HIPAA and OSHA standards.
- Maintained patient comfort and safety throughout the phlebotomy process.
- Labeled blood vials with critical information like time of collection, date and patient name.
- Counseled patients to ease fears, explain procedures, and enhance cooperation during blood draws.
- Collected specimen samples and transported to laboratory for processing.
- Interacted with patients to gather and record data prior to blood draws.
Administrative Specialist
Washurn University
Topeka, KS
01.2007 - 09.2017
- Assisted students with completing financial aid applications, providing instructions and guidance.
- Responded to inquiries from students regarding the status of their financial aid application or award package.
- Monitored changes in state and federal regulations concerning student loans and other forms of financial assistance.
- Analyzed student budgets to determine eligibility for need-based grants or scholarships based on income levels.
- Prepared correspondence for distribution to students regarding their individual financial aid packages.
- Advised students of any additional documents required for processing their applications.
- Performed quality control checks on all processed documents for accuracy and completeness.
- Resolved discrepancies between reported family income levels on tax returns versus those stated on FAFSA forms.
- Verified enrollment status of current students prior to disbursing funds.
- Answered telephones, directed calls, and took messages.
- Identified issues and utilized emotional intelligence and diplomatic communication to defuse.
- Provided administrative support to senior management team.
- Scheduled meetings, appointments, and events for professors
- Managed inventory of office supplies and placed orders as needed.
- Handled customer inquiries in a timely fashion while maintaining high standards of customer service.
- Produced and distributed memos, newsletters, and other forms of communication.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
- Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
Education
Bachelor of Arts - Communication Studies
Washburn University of Topeka
Topeka, KS05-2015
Skills
- Master calender management
- Scheduling
- File Management
- Confidentiality
- Office Management
- Calendar Management
- Travel Arrangements
- Event Coordination
- Customer Service
- Nutrition education
- Specimen Preparation
- Paperwork Processing
- Infection Control
- Sample and specimen collection
- HIPAA Compliance
Community Organizationa Member
- Member of Greater Topeka Partnerships
- Member of American Fundraising Professionals
References
References available upon request.
Timeline
Program Specialist
Positive Connections LLC
10.2017 - 09.2024
Administrative Specialist
Washurn University
01.2007 - 09.2017
Bachelor of Arts - Communication Studies
Washburn University of Topeka
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