Summary
Overview
Work History
Education
Skills
References
Timeline
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Tiffanie Samatra Montalvo

Hercules,CA

Summary

Results-driven Administrative Assistant with a strong focus on research and system enhancement, delivering measurable organizational improvements. Demonstrated success in collaborating with teams to resolve procedural challenges and enhance operational efficiency. Extensive experience in financial administration, business development, and operations leadership, with a flexible approach to diverse tasks. Proven track record in evaluating processes and implementing actionable recommendations for continuous improvement.

Overview

19
19
years of professional experience

Work History

Administrative Analyst

UCSF-Health
01.2019 - 06.2023
  • Provided administrative and project management support to Chief Nurse Informatics Officer and senior leadership team.
  • Managed multiple calendars, scheduled meetings, and coordinated correspondence with utmost confidentiality.
  • Oversaw logistics for meetings, workshops, and retreats involving internal and external faculty and staff.
  • Acted as liaison between UCSF Health, Medical Center, affiliates, and executive offices.
  • Facilitated onboarding and offboarding processes for Affiliates users while updating necessary access records.
  • Handled reception duties and covered executive phone lines during peak times following service excellence standards.
  • Supported finance-related tasks by sending invoices, matching them, and creating requisitions for Clinical Systems.
  • Performed data entry using Word, Excel, Access, and Outlook to maintain operational efficiency.

Administrative Assistant

UCSF
03.2018 - 12.2018
  • Organized and maintained filing systems for physical and electronic documents, ensuring record accuracy and confidentiality.
  • Entered data into spreadsheets using Microsoft Excel to support administrative functions.
  • Managed incoming calls, providing information or transferring callers to appropriate personnel.
  • Supported executive team with meeting scheduling and calendar management.
  • Served as liaison for satellite offices, coordinating communication for approximately 50 faculty members, including Executive Vice Dean and 3 Associate Deans.
  • Acted as primary contact for Medical Education faculty and staff regarding operations-related inquiries.
  • Coordinated annual emergency preparation process across 10 medical education sites to ensure compliance with campus policies.
  • Provided audiovisual support for meetings, assisting faculty and staff with videoconferencing equipment.

Interim Executive Assistant / Analyst

UCSF
05.2016 - 03.2018
  • Supported three managers and two executive leaders in implementing compliance elements enterprise-wide.
  • Coordinated and managed board and staff meetings for effective communication.
  • Ensured adherence to patient confidentiality, Code of Conduct, and Compliance Principles.
  • Created detailed expense reports and capital expenditure requests for financial oversight.
  • Maintained leadership calendars to optimize scheduling efficiency.
  • Triaged incoming phone calls to appropriate departments for prompt resolution.
  • Assisted External Audit and Investigations Manager with Medicare, RAC, and ROI processes.
  • Served as liaison among finance, IT, and marketing departments for seamless operations.

Senior Staff Assistant

Kaiser Permanente Health Connect
04.2006 - 05.2016
  • Provided comprehensive administrative support for Emergency Room and Inpatient Clinical Consulting Managers overseeing 216 staff members.
  • Coordinated calendars, scheduled meetings, and prepared meeting minutes along with Visio and PowerPoint presentations for two directors.
  • Served as liaison for inpatient and technical teams, managing logistics, catering, lodging, and expense reports through One Link.
  • Collaborated with IT to address cell phone, pager, and computer software/hardware issues efficiently.
  • Generated detailed expense reports and reimbursement requests in a timely manner.
  • Answered incoming calls and triaged inquiries to appropriate personnel promptly.
  • Maintained inventory of office supplies to ensure operational efficiency.
  • Screened resumes and coordinated interviews for prospective candidates.

Executive Assistant / Project Management Assistant

Swinerton Management & Consulting
02.2004 - 04.2006
  • Supported six construction managers within a 75-person contracting firm.
  • Organized calendars and scheduled meetings for six executive managers.
  • Tracked expenses and maintained office supply inventories.
  • Oversaw new bid projects and ensured timely execution.
  • Coordinated travel arrangements and planned itineraries for six managers.
  • Distributed invitations for upcoming bids via email, mail, and flyers.
  • Entered commitment data into Swinerton cost reporting system and requisitions into California State Community online accounting system.
  • Notified subcontractors of change orders and followed up on quotes.

Education

Bachelor of Arts - Business Administration

Colorado Tech University
Colorado Springs, CO

Skills

  • Lean management
  • Office administration
  • Attention to detail
  • Accounting analysis
  • Team collaboration
  • Multitasking skills
  • Database management
  • Time management
  • Spreadsheet proficiency
  • Microsoft Office suite
  • HIPAA compliance
  • Payroll processing
  • Accounting principles
  • Budget planning
  • Meeting coordination

References

References available upon request.

Timeline

Administrative Analyst

UCSF-Health
01.2019 - 06.2023

Administrative Assistant

UCSF
03.2018 - 12.2018

Interim Executive Assistant / Analyst

UCSF
05.2016 - 03.2018

Senior Staff Assistant

Kaiser Permanente Health Connect
04.2006 - 05.2016

Executive Assistant / Project Management Assistant

Swinerton Management & Consulting
02.2004 - 04.2006

Bachelor of Arts - Business Administration

Colorado Tech University

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