Viviana M. Arvelo
Fort Worth,TX
Overview
22
22
years of professional experience
Work History
Sr. Administrative Assistant
City of Fort Worth
05.2024 - Current
- Provide high-level administrative support to Public Works leadership, including Directors, Assistant Directors, Division Managers, and Engineers, by managing calendars, scheduling project meetings, and coordinating communication with internal and external stakeholders
- Assist with the preparation, review, and process Public Works contracts, construction documents, bid openings, and City Council agenda items, ensuring compliance with city procurement and legal guidelines
- Support budget preparation and monitoring for Capital Delivery division, assisting with purchase orders, vendor payments, invoicing, and tracking expenditures in accordance with city budget policies
- Coordinate logistics for events, trainings, meetings, Public Works public meetings, hearings, including securing venues, preparing presentations, and managing communications to affected parties
- Supervise and mentor junior administrative staff, providing training and guidance on city procedures, software systems, and customer service best practices
- Coordinate employee onboarding, training, and certification tracking for Public Works field and office staff, including safety training and city-mandated courses
- Maintain and oversee department IT equipment inventory to ensure availability and proper functionality
Training & Culture Coordinator
Purvis Industries
12.2022 - 10.2023
- Develop, implement, and deliver culture & training programs for branch and corporate levels
- Continually evaluate procedures to monitor and analyze course effectiveness and update curriculum as needed
- Update training records of team members
- Adherence and compliance with the company’s Certificate of Conflicts of Interest, Confidentiality and Standards of Business Ethics, and Hiring Standards
Project Cost Control/ Project Manager
Purvis Industries
08.2021 - 12.2022
- Creating budget awareness, contributing to the management process, working within a multi-cultural environment, identifying critical activities, and advising corrective action to avoid slippage
- Coordinate and work with the team to resolve project issues to ensure the delivery/completion of the project work
- Perform project costing-related reporting to the team and management review monthly to ensure that expenditures are kept within the project budget
- Control and monitor weekly established cost control tracking reports for each firm project
- Along with project progression and the production phase
Administrative Assistant to Sales and Marketing VP
Mission Foods USA
10.2018 - 12.2021
- In the absence of previously existing procedures, created a system for managing the pipeline of private label product development, which streamlined the process and minimized errors by eliminating unforeseen complications
- Collaborated with Trade Marketing managers to create a system for coupon redemptions to improve budget forecasts and financial management
- Worked closely with Procurement and Accounting to streamline the process of creating Purchase Orders
- Processed vendor invoices quickly and accurately with respective sales departments
- Provided independent administrative support for the day-to-day activities of the VP of Retail Sales to maximize executive productivity and ensure departmental efficiencies
Business Development Specialist
UHS, Inc. / Glen Oaks Hospital
12.2021 - 07.2021
- Supporting employee service activity to increase outpatient program census
- Resolving problems and complaints through proper internal channels in a professional manner
- Acting as a key and knowledgeable resource for the leading providers, counselors, and hospitals
- Growing and maintaining existing customer relationships through proactive marketing, CEU, and community outreach
- Establishing and expanding relationships with key referrals among the nearest counties
Administrative Assistant / Patient Advocate
UHS, Inc. / Mayhill Hospital
08.2016 - 09.2017
- Improved quality results by studying, evaluating, and redesigning patient complaint processes and implementing changes
- Which significantly decreased 30% of grievances
- Created training materials and delivered training for existing new employees on defining and handling grievances
- Coordinate staff’s schedules to prepare the monthly calendars
- Ensured that all pertinent information was reported to the Consulting Board, Medical Executive Committee, and Medical Staff Committee
- Attended meetings and recorded detailed minutes
- Implemented and supported facility-wide quality/performance improvement goals
- Improved office organization by implementing required processes that called for extreme attention to detail
Pre-Op Administrative Assistant
Dallas Medical Center
02.2015 - 08.2016
- Improved office organization by implementing required processes that called for extreme attention to detail
- Responsible for the day-to-day management of the PAT department
- Practiced great attention to detail while creating patient charts and files
- Improved the daily processes of the Pre-Op office by implementing an accurate and efficient organization system, resulting in a faster and more accurate way to monitor and prepare patient records
Day Surgery Unit Secretary
Dallas Medical Center
08.2014 - 02.2015
- Monitored and answered the unit phones
- Greet patients and kick off the pre-op process on surgery day
- Enter physician’s orders into the HMS system (Labs and Diet)
- Acted as a translator for physicians and patients (Spanish and English)
Previous Administrative Experience
Various
08.2003 - 06.2014
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents, among other duties as assigned.
Education
Master - healthcare administration, Change Management
Colorado State University-Global Campus
01.2020
Bachelor - Business Administration, Management, Human Resources
Interamerican University of Puerto Rico
San Juan, PR01.2005
Skills
- Full analytical and decisions skills
- Proactivity and anticipating needs
- Coordinate corporate events
- System and Process management
- Lead and work with the team
- Proficient in Microsoft Office Programs (Excel, PowerPoint, Word, Publisher, Photoshop & Premier Pro)
- Excellent communications skills (oral and writing)
- Expense reporting
- Confidentiality and discretion
- Travel coordination
- High-level multitasking
- Budget management experience
- Presentation development
- Human resources support
- Process optimization
- Strong organizational skills
- Office administration
- Critical thinking
Languages
Spanish
Native or Bilingual
English
Professional Working
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Summary
Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through 22 years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.
Accomplishments
- Recognized by customers and managers for expedient and effective service.
- Event Planning - Successfully planned and executed corporate meetings, lunches and special events for groups of 100+ employees.
- Held first-point-of-contact for all internal and external communications with executive-level officers.
- Streamlined workflow by consolidating lengthy processes and redundant documentation that resulted in more effective and timely completion of projects
- Designed a more efficient Excel template to track and manage projects budget.
Certification
- Event Planning Certificate – Meeting Professionals International(MPI).
- Texas Driver's License
Timeline
Sr. Administrative Assistant
City of Fort Worth
05.2024 - Current
Training & Culture Coordinator
Purvis Industries
12.2022 - 10.2023
Business Development Specialist
UHS, Inc. / Glen Oaks Hospital
12.2021 - 07.2021
Project Cost Control/ Project Manager
Purvis Industries
08.2021 - 12.2022
Administrative Assistant to Sales and Marketing VP
Mission Foods USA
10.2018 - 12.2021
Administrative Assistant / Patient Advocate
UHS, Inc. / Mayhill Hospital
08.2016 - 09.2017
Pre-Op Administrative Assistant
Dallas Medical Center
02.2015 - 08.2016
Day Surgery Unit Secretary
Dallas Medical Center
08.2014 - 02.2015
Previous Administrative Experience
Various
08.2003 - 06.2014
Bachelor - Business Administration, Management, Human Resources
Interamerican University of Puerto Rico
Master - healthcare administration, Change Management
Colorado State University-Global Campus
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