Tricia Gage
Murrieta,CA
Summary
Experienced supervisor in office and administrative support, adept at managing daily operations and improving workflow efficiency. Proficient in team leadership, process optimization, and conflict resolution, driving operational effectiveness and staff productivity. Proven track record of implementing policies that enhance organizational procedures. Dedicated to promoting professional development within teams while ensuring accuracy and compliance.
Overview
17
17
years of professional experience
Work History
Administrative Specialist Supervisor
Marine Corps Community Services (MCCS) Family Advocacy Program
Camp Pendleton
06.2019 - Current
- Organizes flow of operational program processes, establishes status of actions on numerous project and program operations.
- Reviews and interprets directives and regulations.
- Develops internal policies, procedures, and work methods affecting administrative matters.
- Advises staff on development and implementation of local administrative directives and procedures.
- Supports Program Manager and Assistant Manager by performing a variety of administrative functions, to include preparation of Incident Determination Committee (IDC) meeting agendas, tracking allegations for adding to IDC agendas, review IDC determination letters for accuracy before IDC meetings are held, attend IDC meetings and operate the computer for the decision tree.
- Attend and prepare minutes from quarterly Family Advocacy Committee (FAC) meetings for which members include senior installation personnel.
- Prepare, submit, and track all taskers from Behavioral Health Branch, Marine and Family Programs (M&FP) Headquarters.
- Taskers include, expiring licensing and credentialing of Clinical Staff, Alpha Roster, Staffing Vacancies, Critical Billets, Table of Organization, Maintenance Requests tracker, Command Chronology, and Commanding General reports.
- Approve leave requests and time for direct reports.
- Conduct quarterly and annual appraisals, verbal and written counseling, and bi-weekly supervision meetings with direct reports.
- Brief Program Manager on issues and concerns of direct reports.
- Prepare and distribute minutes for weekly staff meetings.
- Distribute information received from Branch and Division levels to all staff.
- Direct liaison between IT and program staff.
- Generate System Authorization Access Requests (SAAR) for all new and current employees.
- Coordinate archiving of Family Advocacy records as required by the Marine Corps Order for the program.
- Responsible for the Asset Inventory of the Family Advocacy Program which includes over $150,000.00 in assets.
- Completed Freedom of Information Act requests.
Administrative Specialist
MCCS Headquarters
Camp Pendleton
08.2017 - 06.2019
- Supported senior management by performing a variety of administrative functions, to include scheduling and tracking of calendars, preparing presentations, and arranging travel.
- Originated, reviewed, and interpreted multiple correspondence, directives, and regulations ensuring proper Naval Correspondence formatting.
- Generated, compiled, and submitted reports utilizing Microsoft Excel.
- Prepared travel orders and travel vouchers for reimbursement, verified accuracy, and routed to the appropriate office for signature.
- Tracked, updated, and uploaded documents to SharePoint.
- Established status of actions on numerous projects and programs operations.
- Maintained official files.
- Advised staff on development and implementation of local administrative directives and procedures.
- Developed internal policies, procedures and work methods affecting administrative management operations.
- Received telephone callers, visitors, complaints and outside contacts and directs them to appropriate contacts when necessary.
- Distributed information to all personnel aboard the installation regarding MCCS events and programs.
- Worked with Division level administrative staff to ensure all documents routed to the Command Deck were correct and in proper Naval Correspondence format.
Administrative Specialist
MCCS Family Care Branch
Twentynine Palms, CA
12.2014 - 08.2017
- Provided, coordinated, and executed direct administrative support to the Branch Head who oversees three different programs staffed with over 150 employees.
- Reviewed and interpreted directives and regulations.
- Advised staff on development and implementation of local administrative directives and policies.
- Prepared information papers, letters of instruction, and position papers in proper Naval Correspondence format.
- Enforced and trained staff of the Family Care Branch on proper naval correspondence rules, correct grammar, spelling, capitalization and punctuation.
- Interfaced on a daily basis with 20 plus managers and staff and ensured compliance by reviewing and revising reports, correspondence, for accuracy and format.
- Maintained official files, regulations and directives.
- Collected, compiled and organized information and data to meet administrative requirements.
- On a weekly basis, managed upwards of 250 individual documents.
- Received telephone calls, visitors, complaints and directed them to appropriate contacts, frequently dealing with 50 interactions per day.
- Received and delivered messages to staff members.
- Arranged and maintained appointment calendars for Branch Head.
- Routed incoming mail to proper staff, working with approximately 300 pieces per week.
- Composed meeting minutes at all Branch staff meetings, types and distributes minutes to all staff in attendance.
- Trusted with handling daily situations that are confidential and sensitive in nature.
- Ensured compliance of Personally Identifiable Information (PII).
- Conducted quality assurance reviews of reports and correspondence sent into Branch Head, around 25 per week.
- Provided input on and tracked budget and spending for the Branch and reporting programs; around $3M.
- Reviewed all Purchase Requests from Branch programs for accuracy and correct budget tracking.
- Trained and coordinated assignments for lower-graded administrative personnel.
- Communicated with outside agencies and personnel on behalf of Branch.
- Communicated with other branches and programs within MCCS and other agencies (potentially approximately 10K personnel), to include Family Advocacy and PMO often with sensitive matters pertaining to the Family Care Branch and Child and Youth Programs.
- Purchase cardholder with a credit limit of $15K.
- Assisted with Combined Federal Campaign Fund.
Director
MCCS Family Child Care and Resource and Referral
Kaneohe Bay, HI
11.2013 - 11.2014
- Responsible for the management of the FCC Program and Resource and Referral Office aboard Marine Corps Base Hawaii, Kaneohe Bay.
- Supervised FCC and Resource and Referral staff, to include creating performance appraisals, discipline documentation, individual development plans and time keeping of employees for both programs, all-inclusive 20-25 staff and providers.
- Recruited new FCC providers and promoted FCC Program at public, unit sponsored and installation events attended by roughly 500 people at a time.
- Interviewed prospective FCC Providers.
- Developed and facilitated 40 hour training on a bi-monthly basis for new FCC providers.
- Created and delivered monthly training of all FCC providers to ensure compliance of Head Quarters Marine Corps (HQMC) training standards.
- Facilitated training to FCC providers and staff of the Family Care Branch in First Aid and CPR.
- Identified training needs of FCC Providers and Family Care Branch Staff.
- Documented training hours and maintained records of training for FCC Providers and Family Care Branch Staff.
- Ensured the quality and consistency of developmental programming within the FCC homes.
- Conducted observations of FCC Providers to assess competency and knowledge of 13 standardized training modules.
- Role modeled appropriate behaviors and techniques for working with children.
- Planned, coordinated, and executed administrative and logistical requirements for trainings and other events facilitated by FCC; with typically 30 or more individuals in attendance.
- Coordinated with subject matter experts to provide necessary trainings to FCC Providers.
- Developed integrated budget input and prepared justification for funding of programs, food service, subsidies and other resource requirements.
- Monitored and tracked spending and expenses with a budget around $50K.
- Maintained accurate and complete records on each FCC provider, their families, and the children enrolled in their care.
- Maintained accurate and complete records of each employee under direct supervision.
- Created and maintained records in Children and Youth Management Systems (CYMS) for all FCC providers, totaling 90 plus records.
- Represented FCC and Resource and Referral during annual unannounced HQMC and Multi-Disciplinary Inspections.
- Assigned and distributed work and supervised daily operations and staff of the Resource and Referral Office.
- Compiled, maintained and provided information and resources to families aboard the installation to include available services on and off base, finding care and enhanced referrals from community outreach.
- Maintained resources for families regarding Special Needs services both on and off base.
- Participated in Special Needs Evaluation Review Team Meetings (also known as Inclusion Action Team Meetings) for children enrolled in FCC with special needs.
- Represented FCC and the Family Care Branch at outreach events, Welcome Aboard Briefs and other unit sponsored functions.
- Distributed marketing materials for programs generated by HQMC and MCCS.
- Communicated with unit Family Readiness Officers regarding child care at unit events and in cases of Military members requiring Emergency Child Care.
- Coordinated Emergency Child Care with Provost Marshall Office as well as Respite Care for EFMP families.
- Responsible for maintaining 24 hour Emergency Child Care support.
- Maintained and updated FCC Standard Operating Procedures along with FCC Provider and Parent Handbooks.
- Assured FCC homes were in compliance with health, fire, safety, and environmental standards per regulatory guidance from HQMC and DoD Instruction.
- Coordinated with other entities such as Federal Fire, Base Safety Directorate and Preventative Medicine for about 30 initial and annual inspections of FCC homes.
- Conducted Unauthorized Child Care visits with the Base Inspector General and Housing Office.
- Handled monthly-unannounced inspections of FCC Homes to ensure they are operating within HQMC requirements and standards as well as meeting Fire, Safety and Preventative Medicine standards.
- Coordinated Provider appreciation events.
- Ensured compliance of Personally Identifiable Information and Privacy Act for all files within FCC and Resource and Referral.
- Prepared monthly newsletter received by more than 50 individuals.
Monitor
MCCS Family Child Care Program
Kaneohe Bay, HI
11.2011 - 11.2013
- Inspected FCC Homes on at least a monthly basis to ensure compliance with established HQMC and installation requirements.
- Assisted development team with the implementation of the DoD pilot launch of the MilitaryChildCare.com online Child Care waitlist.
- Maintained and updated accurate FCC provider information and records in Children and Youth Management System (CYMS), typically in the area of 90 or more records.
- Coordinated with USDA Food Program to ensure proper training of FCC providers.
- Processed monthly Subsidy (Direct Cash Payment Program) invoices for FCC Providers, often totaling $10K.
- Created and compiled reports for Child and Youth Programs (CYP) Administrator, Family Care Branch Head and HQMC.
- Promoted FCC Program at various public events aboard the installation, typically attended by 300 or more individuals.
- Recruited and interviewed potential FCC Providers.
- Delivered New Provider training (40 hours) to include CPR/First Aid Training and Child Abuse.
- Ensured the quality and consistency of developmental programming within the FCC homes.
- Conducted observations of FCC Providers to assess competency and knowledge of standardized training modules.
- Role modeled appropriate behaviors and techniques for working with children.
- Coordinated and planned training with outside entities and subject matter experts such as Federal Fire, Base Safety and Better Business Bureau.
- Planned and coordinated bi-monthly play mornings.
- Created monthly FCC Newsletters, sent to 50 or more individuals.
- Assisted FCC Director with Unauthorized Child Care Visits with the Base Inspector General and Housing Director.
- Assisted with planning and set up of quarterly CYP events open to all aboard the installation, often attended by more than 700 individuals.
- Attended outreach events representing CYP and FCC.
- Coordinated Special Needs Training of Providers with EFMP staff and CYP Nurse.
- Conducted Quarterly Parent Advisory Board Meetings.
- Ensured compliance of Personally Identifiable Information and Privacy Act.
Program Assistant
MCCS Stuart Mesa CDC
Camp Pendleton, CA
05.2008 - 09.2011
- Lead caregiver in the Infant/Toddler classroom setting.
- Prepared daily schedules and weekly lesson plans with age appropriate activities and utilized the curriculum to promote learning tools that aided in the development of the 14 children in my care at one time.
- Conducted observations of the children in my care to tailor the lesson plans to their developmental requirements.
- Worked closely with the families of the children to ensure their child’s emotional and developmental needs were met while making sure any issues or concerns were properly addressed.
- Assisted in creating a controlled environment that emphasized child safety and educational enrichment.
- Provided feedback to management and training staff on techniques of working with children with behavior concerns.
- Ensured my classroom met HQMC requirements for developmentally appropriate programs.
- Filled in other classrooms as needed.
Education
Bachelors of Business Management -
Western Governors University
Skills
- Structured
- Adaptive thinking
- Attention to detail
- Diligent
- Dependable
- Database administration
- Teamwork and collaboration
- Staff management
- Microsoft Office
- Documentation and recordkeeping
References
Available upon request.
Timeline
Administrative Specialist Supervisor
Marine Corps Community Services (MCCS) Family Advocacy Program
06.2019 - Current
Administrative Specialist
MCCS Headquarters
08.2017 - 06.2019
Administrative Specialist
MCCS Family Care Branch
12.2014 - 08.2017
Director
MCCS Family Child Care and Resource and Referral
11.2013 - 11.2014
Monitor
MCCS Family Child Care Program
11.2011 - 11.2013
Program Assistant
MCCS Stuart Mesa CDC
05.2008 - 09.2011
Bachelors of Business Management -
Western Governors University
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