Vanessa Ruark
Pensacola,FL
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
13
13
years of professional experience
Work History
Office Manager/Bookkeeper
NOF Technologies
09.2021 - Current
- Oversee the day-to-day office administration
- Process bi-monthly payroll
- Perform accounting duties, billing, AR/AP, and collections
- Coordinate facilities maintenance
- Communicate with customers/vendors/project managers/technician
- Maintain HR files and office organization.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
Practice Administrator
Quality Urgent Care & Wellness
10.2018 - 09.2021
- Oversee office operation of two healthcare facilities to ensure smooth workflow daily as well as managing daily and scheduling staff in an efficient and cost-effective manner
- Hire, train healthcare and administrative staff, address staff issues, and conduct ongoing performance reviews
- Oversee finances, medical billing, budgeting, processing and submission of health insurance claims
- Comply and stay current with federal, state, and local regulatory requirements, including industry trends and best practices.
- Developed and updated policies and procedures, maintaining compliance with guidelines relating to HIPAA, benefits administration and general liability.
- Assessed processes and procedures, complying with OSHA, and HIPAA regulations.
- Identified areas for cost reduction by conducting regular audits of operational expenses.
- Successfully negotiated insurance contract renewals to create increased revenue.
- Ordered all office supplies and kept check on inventory levels.
- Fostered a positive work culture by promoting open communication, teamwork, and professional development opportunities among staff members.
- Addressed and remedied all patient or team member issues.
Director of Clinical Operations
Synergy Laboratories
09.2016 - 09.2018
- Responsible for setting up systems, processes, and monitoring them to ensure clinical and administrative duties for the assigned areas are completed effectively, accurately, high quality, and within established timeliness
- Develop a system for clear communication for staff, including but not limited to holding regular meetings to facilitate dissemination of up-to-date information, preparation, and distribution of weekly memos, one-to-one communication
- Ensure systems that are put in place provide a means for effective communication across all shifts, teams, division, and between consultants, and outside agencies
- Develop and implement systems to monitor and assess the quality of services of assigned programs as well as in full compliance of rules, regulations including but not limited to ensuring internal and external audits are conducted in a timely manner, overseeing the peer review process, direct observation of staff, reviewing and providing timely feedbacks of reports
- Attend, develop, present, and coordinated training related to the operations and clinical management of teams of assigned areas
- Conducted routine facility inspections, identifying areas needing improvement and eliminating hazards posed to staff and residents for continued compliance with associated regulations.
- Ensured regulatory compliance by staying informed of industry standards and maintaining thorough documentation practices.
- Coached and trained newly hired employees so that each understood job responsibilities and requirements of positions.
- Evaluated vendor contracts and service agreements, ensuring cost-effective procurement of essential supplies and equipment for clinical operations.
Lab Support Manager
Quest Diagnostics
09.2015 - 09.2016
- Responsible for overseeing recruiting, onboarding, training of all laboratory support personnel, all daily operations within laboratory related support departments, ensure all compliance policies are followed, have low error rate, and high productivity levels within company standards
- Identified and communicated customer needs to supply chain capacity and quality teams.
- Set aggressive targets for employees to drive company success and strengthen motivation.
- Worked closely with clinical administration and information services staff in identifying opportunities for improving cost and quality care through in-depth process and cost of care analysis, forming recommendations to drive significant operational changes
- Implement, monitor, and evaluated all quality initiatives to ensure positive patient outcomes
- Oversee patient access and patient satisfaction initiatives
- Create processes and efficiencies to drive performance excellence
- Maintain training files/records and administer appropriate examinations and certification.
Training Specialist
Quest Diagnostics
02.2011 - 08.2015
- Led the growth and development of the learning department while aligning projects and goals of the company
- Managed corporate learning and development projects and initiatives
- Facilitate training classes at the regional office and in the field
- Aligned learning and development programs with overall business goals to develop strategies and guidelines
- Maintain files and documents to ensure regular compliance in accordance with established procedures and guidelines
- Evaluated success of training programs and recommended improvements to upper management to enhance effectiveness.
- Verified proper tracking in newly created databases of students and instructors leaves, attendance, scores and overall performance.
- Write and update procedures and training materials
- Implement roll out and required training of new procedures
- Develop training material for customized training
- Develop training material for new hire training module
- Coordinate, schedule, and conduct training via classroom, conference call, OJT, webinars, and/or onsite
- Conduct train the trainer trainings
- Work with instructional designer to improve CBT content for enabling better learning environment via voice of the customer
- Develop and administer staff competency testing.
Education
Bachelor of Science - Business Management
Troy University
06.2011
Associate of Science - Medical Administrative Assistant
Phillips Jr. College
10.1990
Skills
- Employee Development
- Managing Operations and Efficiency
- Workflow Planning
- Organizational Skills
- Onboarding and Orientation
- Office Management
- Billing
- Administrative Oversight
- Employee Training
- Financial Reporting
- Hiring and Training
- Human Resources Management
References
- Renee Cambray, (603) 759-44011, Former colleague and personal friend
- Terrence Moraczewski, MD, (678) 773-2752, Former colleague and personal friend
- Shaun White, (706) 289-0647, Personal friend
Timeline
Office Manager/Bookkeeper
NOF Technologies
09.2021 - Current
Practice Administrator
Quality Urgent Care & Wellness
10.2018 - 09.2021
Director of Clinical Operations
Synergy Laboratories
09.2016 - 09.2018
Lab Support Manager
Quest Diagnostics
09.2015 - 09.2016
Training Specialist
Quest Diagnostics
02.2011 - 08.2015
Bachelor of Science - Business Management
Troy University
Associate of Science - Medical Administrative Assistant
Phillips Jr. College
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