Tracy Smith
Centreville,USA
Summary
Driven and resourceful administrative professional with over 25 years of experience and 8 years of experience in Research Administration. Skilled in working under pressure while still providing attention to detail. Successfully manages high-volume workloads in rapidly changing environments.
Overview
28
28
years of professional experience
Work History
Contract and Grant Award Analyst
The University of Alabama at Birmingham, Sponsored Programs
Birmingham, AL
09.2024 - Current
- Conduct comprehensive review and organization of all post-award documentation to ensure accurancy.
- Conduct thorough assessments of compliance approvals to facilitate federal grant funding.
- Executed review and processing of incoming federal subawards utilizing FDP template.
- Execute retrieval of award documents from ERA Commons, Department of Education, G5, and Grants.gov platforms.
- Executed monthly quality control assessments of federal awards entered in the ERA system to uphold reporting accuracy.
- Guided PIs and staff through New Era System integration.
- Assist with training of data management team for award processing.
- Communicate with campus personnel to clarify budgetary concerns and ensure accurate budget information is provided to Grant Accounting.
- Managed grant application processes, ensuring compliance with federal and institutional regulations.
Contract and Grant Assistant
The University of Alabama, Sponsored Programs
Tuscaloosa, AL
01.2019 - 09.2024
- Analyzed and reviewed incoming federal, state, non-profit, and industry award documents to ensure accuracy.
- Engaged with specialists to ensure accurate implementation of award setup and necessary modifications.
- Engaged with deans, ADRs, and PIs to ensure accurate dissemination of award information.
- Updated award information promptly upon notification of amendments and contractual changes to ensure compliance and accuracy.
- Created a streamlined process for providing immediate access to award data, facilitating informed leadership actions.
- Designed and implemented a system to monitor advance spending authorizations, ensuring timely acquisition of anticipated grants.
- Analyzed and verified weekly award amounts to maintain precise data records.
- Conducted thorough reviews of award totals on a monthly and yearly basis to ensure accuracy in reporting.
- Generated comprehensive monthly and annual financial reports to support strategic decision-making.
- Managed new user set-up and maintenance of user and departmental data in ERA management system.
- Addressed and resolved ERA system issues to enhance operational efficiency for OSP and PIS.
- Designed and implemented training sessions and outreach strategies to enhance faculty and staff engagement.
- Delivered comprehensive training sessions to stakeholders on post-award-related challenges and optimized use of the ERA management system.
- Assisted with continuous process improvement regarding post-award and sub-award actions.
- Conducted thorough review of data integrity to facilitate seamless transition to new era system.
- Collaborated in the development and execution of training initiatives aimed at empowering ORED fellows.
- Assisted with special projects and data collection, such as review, and analysis of data and metrics as needed.
- Executed data collection tasks to ensure comprehensive input for NSF HERD survey analysis.
- Assisted OSP as needed for submission review and processing while OSP was short-staffed.
- Prepare and submit monthly sub-award reports in the Subaward Reporting System as required by the Federal Funding Accountability and Transparency Act.
- Participated in annual Cayuse conference to enhance knowledge of new functionalities and process improvements.
- Participated in NCURA Fundamentals of Sponsored Project Administration training program.
Office Associate, II
The University of Alabama, ORED
Tuscaloosa, Alabama
07.2018 - 01.2019
- Addressed inquiries from callers to provide accurate information and support.
- Greeted incoming visitors professionally and provided friendly, knowledgeable assistance.
- Executed reconciliation of purchases within Concur system to ensure accurate financial reporting.
- Facilitated efficient communication by receiving and routing business correspondence to appropriate departments and staff members.
- Managed travel logistics by booking airfare, securing hotel accommodations, and coordinating conference registrations for multiple employees.
- Managed supply restocking and executed purchase orders to ensure optimal inventory levels of office supplies.
- Managed comprehensive log of incoming checks to OSP to ensure financial accountability.
- Supported VP and Assistant VP of ORED by managing special projects and initiatives.
- Administered content updates on OSP website through WordPress to ensure information accuracy and relevance.
- Directed efforts of student employees in the systematic migration of records from old era system to new era system, ensuring accuracy and efficiency.
- Evaluated duas and facilitated routing for signature approval.
- Coordinated office operations and administrative functions to support departmental objectives.
- Supported financial operations by tracking expenditures and ensuring accurate processing of purchase orders.
- Guided new staff through office procedures and software applications, ensuring effective onboarding and operational readiness.
Senior Judicial Assistant
Alabama Administrative Office of Courts
Centreville, Alabama
01.2003 - 07.2018
- Served as Office Manager for the District Judge’s Office.
- Attended District, Child Support, and Traffic court proceedings to hear arguments and document necessary case information to be reviewed by the judge.
- Acted as the Judge’s liaison to assist and inform litigants, attorneys, law enforcement personnel, and witnesses concerning court procedure and policy.
- Managed court sessions and maintained attendance records for court proceedings.
- Discussed, advised, and debated potential outcomes of cases with the judge.
- Reviewed complaints, petitions, motions, and pleadings to determine admissibility.
- Conducted case law review using an electronic database such as Lexis-Nexis.
- Prepared court orders for the judge.
- Managed calendar for courtrooms.
- Prepared and managed all court dockets.
- Maintained and updated sensitive and confidential files and data professionally.
- Managed and scheduled all appointments for the District Judge.
- Issued criminal and traffic arrest warrants.
- Assisted judge with preliminary hearings by daily review of arrest, scheduling of all hearings, explaining to defendants the hearing process, and preparing all necessary paperwork.
- Assisted victims of domestic violence with obtaining protection from abuse orders and assisted them with shelter and aid if necessary.
- Monitored the collection of urine samples for drug screens.
- Communicated daily with jail staff to ensure all newly arrested inmates received required hearings.
- Planned numerous events including the annual Law Enforcement Appreciation banquet and the annual Court Square year-end luncheon.
- Prepared letters of recommendation for various non-profit programs seeking state and federal grants.
- Supervised juveniles performing community service duties.
Law Librarian
Bibb County Law Library
Centreville, Alabama
01.2003 - 07.2018
- Procurement and maintenance of library subscriptions for electronic databases and hard-copy books.
- Oversaw library membership administration and engagement processes.
- Managed financial records to ensure accurate reconciliation of library checking account.
- Collaborated with team members to develop and finalize annual budgets.
- Compiled and analyzed financial reports while ensuring meticulous record maintenance for annual audits.
- Assisted individuals with legal research.
- Facilitated training sessions for court staff on effective utilization of legal research systems.
- Managed library collections, ensuring accessibility and relevance to legal research needs.
- Conducted training sessions for patrons on utilizing legal databases and research tools effectively.
- Collaborated with local lawyers and judges to curate specialized legal materials and resources.
Office Manager/Real Estate Specialist
William D. Owings, Attorney at Law
Centreville, Alabama
01.2000 - 01.2003
- Developed and maintained spreadsheets in Microsoft Excel to enhance case management efficiency.
- Executed payroll management and facilitated accurate processing of state and federal tax obligations.
- Managed reconciliation of all attorney trust accounts and general office accounts to maintain compliance and financial integrity.
- Managed office personnel to enhance workflow and productivity.
- Executed comprehensive real estate title searches to verify ownership validity.
- Prepared title insurance policies for mortgage holders and owners.
- Executed preparation of all real estate closing documents, including property deeds, mortgages, loan closing statements, and affidavits.
- Collaborated with real estate agents and mortgage companies to facilitate seamless real estate closing processes.
- Administered attorney trust account operations to facilitate timely and compliant handling of funds associated with real estate transactions.
- Engaged in annual NALA conference to expand knowledge and skills relevant to legal assistance.
Legal Secretary
William D. Owings, Attorney at Law
Centreville, Alabama
09.1998 - 01.2000
- Managed preparation and filing of legal documents with courts on behalf of attorneys.
- Coordinated all appointments, appearances, and briefings to ensure efficient time management.
- Managed appointment logistics for attorneys, ensuring efficient time allocation and client engagement.
- Facilitated timely delivery and service of legal documents to ensure compliance with court procedures.
- Drafted and finalized legal correspondence and letters for attorneys.
- Managed incoming calls through a multi-line phone system, ensuring efficient communication.
- Managed the review and processing of appeals motions and pretrial agreements to support case preparation.
- Executed daily financial accounting and deposit reconciliation processes.
- Facilitated communication by receiving and placing telephone calls to clients and prospective clients.
- Facilitated efficient communication by screening calls and routing them to appropriate personnel.
- Facilitated efficient file management for court proceedings, ensuring timely retrieval of documents.
- Transcribed legal documents accurately to support case preparations. Assisted in documenting phone conversations for record-keeping purposes.
- Compiled and submitted attorney fee declarations to state comptroller to facilitate timely payment processing.
- Managed QuickBooks for invoices and payments.
Education
Shelton State Community College
Tuscaloosa, ALLand Title Examiner Certification - undefined
Land Title Institute
Washington, DCHigh School Diploma - undefined
Bibb County High School
Centreville, ALSkills
- Verbal and Written Communication
- Reports and Financial Statements
- Critical Thinking
- Data Research and Compilation
- Records Management Databases
- Workflow Improvements
- Microsoft Office
- Reliable and Responsible
- Detail-Oriented
- Time Management
- Administrative Support
Timeline
Contract and Grant Award Analyst
The University of Alabama at Birmingham, Sponsored Programs
09.2024 - Current
Contract and Grant Assistant
The University of Alabama, Sponsored Programs
01.2019 - 09.2024
Office Associate, II
The University of Alabama, ORED
07.2018 - 01.2019
Senior Judicial Assistant
Alabama Administrative Office of Courts
01.2003 - 07.2018
Law Librarian
Bibb County Law Library
01.2003 - 07.2018
Office Manager/Real Estate Specialist
William D. Owings, Attorney at Law
01.2000 - 01.2003
Legal Secretary
William D. Owings, Attorney at Law
09.1998 - 01.2000
Land Title Examiner Certification - undefined
Land Title Institute
High School Diploma - undefined
Bibb County High School
Shelton State Community College