Summary
Overview
Work History
Education
Skills
Timeline
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Ursula L. Swan

Ursula L. Swan

Cloverdale,CA

Summary

Strong leader and problem-solver dedicated to streamlining operations to decrease costs and promote organizational efficiency. Uses independent decision-making skills and sound judgment to positively impact company success.

Overview

22
22
years of professional experience

Work History

Volunteer Administrative Asst.

Big Boy Kettle Corn
08.2016 - Current
  • Improve daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
  • Interact with vendors, and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Manage filing system, enter data, and complete other clerical tasks.
  • Restocked supplies and submitted purchase orders to maintain stock levels.
  • Greeted over 200 incoming visitors/customers per event professionally and provided friendly, knowledgeable assistance.
  • Provide clerical support by copying, faxing, mailing, and filing documents.
  • Draft memos, letters, and applications to support business objectives and growth.
  • Built relationships with customers to increase repeat business.
  • Perform cash, and card transactions to complete customer purchases.
  • Arranged travel, hotel accommodations, and transportation as needed.

Human Resources

Northern Circle Indian Housing Authority
04.2019 - 08.2023
  • Handled confidential and sensitive information with discretion and tact, while updating databases and records.
  • Participated in recruitment and selection process for new hires.
  • Set up orientations, onboarding, and initial training for new employees and coached new employees on company policies and procedures.
  • Created, processed, and completed personnel action forms for hires, terminations, and title changes.
  • Administered compensation, benefits, and performance management systems.
  • Developed and implemented policies and procedures to use for recruitment, employee relations, and benefits administration.
  • Training of sexual harassment for management and employees
  • Conducted exit interviews with terminated employees.
  • Used critical thinking and collaboration to break down problems, evaluate solutions, and make decisions.
  • Updated, maintained, and monitored employee attendance and performance to verify punctuality and absences, addressing issues in accordance with company policies and procedures.
  • Aided management with evaluating and delivering employee performance reviews and conveyed constructive feedback to improve skills, for additional training or advancements.
  • COVID coordinator from 2019 to 2023 with memos, protocols, testing, investigations, CDC guidelines, County guidelines, etc
  • Excellent communication skills, both verbal and written.
  • Organized, self-motivated, adaptable, detail-oriented, and strong work ethic.
  • Managed compliance to keep our organization operating within professional, safe, legal, and regulatory guidelines.
  • Managed executive calendars, scheduling meetings and appointments, and coordinating travel arrangements to optimize time.
  • Organized and coordinated conferences and monthly meetings.
  • Took notes and dictation at meetings.
  • Used advanced software to prepare documents, reports, and presentations.
  • Coordinated events and worked on ad hoc projects.
  • Ongoing research, and law updates, to minimize legalities.

Executive Assistant

Windsor Unified School District
06.2018 - 01.2019
  • Managed office by coordinating calendars, maintaining necessary data, and records, and performing administrative support.
  • Community liaison with Superintendent, parents, community, and staff, surrounding questions, issues, or concerns
  • Composed, compiled, and prepared electronic and/or paper communications.
  • Handled and maintained professionally complex and confidential files and records.
  • Handled logistics, catering, agendas, and travel arrangements for meeting and event planning for Board, Superintendent, and Management.
  • Supported School Board of Trustees, calendar schedule, meeting agenda, minutes, and materials edited and distributed actions following each meeting.
  • Facilitated District-wide communication and training for School site secretaries
  • Used Google Suite; Email, Calendar, and Docs daily.

Administrative Assistant

Dry Creek Rancheria - Gaming Commission
11.2017 - 06.2018
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
  • Restocked supplies and placed purchase orders to maintain adequate stock levels.
  • Received, sorted, recorded, dispatch and distributed all incoming mail.
  • Maintain personnel files with complete confidentiality
  • Recording Secretary; meetings, appeals, forms, reports and memorandums
  • Completed intake assessment forms and filed clients' charts.
  • Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
  • Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
  • Assisted with bi-weekly payroll for 30 employees.
  • Obtained background check data on characters, financial statuses, and personal histories.
  • Conducted comprehensive interviews with applicants, employers, references, and other individuals.
  • Uploaded information into case management system each day.
  • Proven ability to learn quickly and adapt to new situations.
  • Excellent communication skills, both verbal and written.
  • Completed data entry tasks with accuracy and efficiency.

Human Resources Employee Relations Coordinator

Dry Creek Rancheria - River Rock Casino
03.2002 - 11.2017
  • Handled, updated, and maintained all confidential information and records professionally.
  • Coordinator of all disciplinary, complaints, terminations/resignations, and exit interviews.
  • Process new hires, transfers, and separations.
  • Maintained over 500 active and over 700 terminated personnel files, attendance calendars, grievances, and EDD correspondence with complete confidentiality.
  • Facilitate Sexual Harassment and Alcohol Awareness Training to over 500 active employees every 2 years.
  • Identified, advocated, and resolved employee issues and anticipated future needs by explaining, suggesting, and providing information to successfully perform duties.
  • Collaborated and mediated discussions between employer and employee to identify and address employee relations issues and reconcile differences.
  • Found constructive solutions for employee grievances and disputes.
  • Processed and audited data entry for employees' jobs and personal data in HRIS system for accuracy.
  • Monitored employee attendance and performance, addressing issues in accordance with company policies and procedures.
  • Modified, updated, and processed existing policies
  • Conducted comprehensive interviews with subjects, employers, associates, references, and other individuals.
  • Uploaded client case management information daily.
  • Processed travel expenses and reimbursements for Commissioners.
    Screened over 50 calls and 75 emails daily while responding accordingly in support of correspondences.
  • Transcribed meeting minutes to support business development and management teams.
  • Obtained background check data on characters, financial statuses, and personal histories.
  • Used field equipment, devices, and supplies to collect fingerprints and document findings.
  • Excellent communication skills, both verbal and written.
    Verified timekeeping records and handled any discrepancies with employees.
  • Maintained payroll information for 30 employees by calculating, collecting, and entering data.
  • Prepared vendor invoices and processed incoming payments.
    Provided clerical support, data entry, document management, email correspondence, and overseeing office equipment operation.
  • Coordinated and scheduled meetings and appointments.
    Edited and proofread documents for accuracy and completeness.

Education

Bachelor of Science - Business Management/Human Resource Management

University of Phoenix
Phoenix, AZ
06.2026

Certificate of Completion - Human Resources Management

Sonoma State University
Cotati, CA
11.2011

Certificate of Completion - Hospitality Industry

Sonoma State University
Cotati, CA
03.2010

No Degree - Business Administration and Human Resources

Santa Rosa Junior College
Santa Rosa, CA
09.2008

Skills

  • Data Confidentiality, Collection, and Entry
  • Customer Relations
  • Performance Evaluations
  • Recruiting and Hiring
  • New Employee Orientation
  • Accounts Payable and Receivable
  • Policy Development and Enforcement
  • Time Management
  • File and Records Management
  • Compensation and Benefits
  • ADP Workforce Now
  • Employee Relations
  • Microsoft Office
  • Analytical and Critical Thinking
  • Verbal and Written Communication

Timeline

Human Resources

Northern Circle Indian Housing Authority
04.2019 - 08.2023

Executive Assistant

Windsor Unified School District
06.2018 - 01.2019

Administrative Assistant

Dry Creek Rancheria - Gaming Commission
11.2017 - 06.2018

Volunteer Administrative Asst.

Big Boy Kettle Corn
08.2016 - Current

Human Resources Employee Relations Coordinator

Dry Creek Rancheria - River Rock Casino
03.2002 - 11.2017

Bachelor of Science - Business Management/Human Resource Management

University of Phoenix

Certificate of Completion - Human Resources Management

Sonoma State University

Certificate of Completion - Hospitality Industry

Sonoma State University

No Degree - Business Administration and Human Resources

Santa Rosa Junior College

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Ursula L. Swan