William Lewis
Tamarac,FL
Summary
Energetic Administrative Coordinator dedicated to assisting highly effective administrative teams and managing office operations with efficiency and grace. Excellent communication and relationship-building skills with proficiency in MicroSoft Office.
Overview
27
27
years of professional experience
1
1
Certification
Work History
Administrative Specialist
US Food & Drug Administration
10.2019 - Current
- Analyze current onboarding procedures and create new process and documents to ensure compliance with administrative and federal policies
- Human Resources liaison for Office of Cellular Therapy and Human Tissue, including management of the FTE staff fellowship program covering approximately 6 term-appointment staff
- Preparation and quality control of personnel packages, including new appointments, extensions, pay adjustments (grade- and step-equivalent increases)
- Liaison with FDA Human Resources to ensure complete and timely processing of these personnel actions
- Purchase Card holder for the Office of Cellular Therapy and Human Tissue and 6 branches, with a nominal monthly purchase limit up to $125,000 per month
- Audit requests and justifications for conference attendance and make recommendations to Division and Office management
- This includes budget considerations and reviewing/processing SF-182 (Authorization, Agreement and Certification of Training) forms
- Keep track of division budget more than over $6 Million
- Property Custodial Officer for Office of Cellular Therapy and Human Tissue, including computer and other IT equipment and other materials valued at over $500,000
- Preparation of complex domestic, foreign, and sponsored inspection and conference travel authorizations and reimbursement vouchers for Office of Cellular Therapy and Human Tissue staff ensuring completeness, appropriateness, and relevance to the OTAT mission, and compliance with the Federal Travel Regulation and the HHS Travel Manual
- Mentor and train junior administrative employees
- IT Coordinator, responsible for needs analysis, ordering, and receipt of computer equipment, and approval of requests for network resource access for all Office of Cellular Therapy and Human Tissue staff
- Also responsible for maintenance and tracking of staff iPhones and other mobile devices (cell phones, air cards)
- Create and maintain a tracking system and budget implementation and expenditures
- Assist the Division Director in developing spending plans and funds distribution to the branches each fiscal year
- Apply analytical and evaluative techniques of program operations to determine potential issues and better practices
- Present this information to Division management in the form of briefings and status reports
- Identify potential solutions for problem areas and implement changes when warranted
- Prepare request for procurement of supplies, equipment, maintenance and repairs adhering to federal rules and regulations
- Once approved, execute procurement, receiving and distribution
- As a Contracting Officer Representative, I kept track of all equipment contracts in 8 laboratories
- Perform timekeeping duties for approximately 40+ employees
- Worked on behalf of senior leaders to complete project requirements according to schedules and within budgetary limitations.
- Monitored and managed expenses with allotted budgets and reviewed and approved expense reports.
- Maintained supplies inventory by checking stock to determine inventory level and ordering new supplies when inventory runs lows.
- Resolved customer concerns efficiently to promote satisfaction and loyalty.
- Assisted coworkers and staff members with special tasks on daily basis.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Volunteered to help with special projects of varying degrees of complexity.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
Administrative Officer
US Food & Drug Administration
06.2019 - 10.2019
- Human Resources liaison for Office of Strategic Programs, including management of the FTE staff fellowship program covering approximately 12 term-appointment staff
- Preparation and quality control of personnel packages, including new appointments, extensions, pay adjustments (grade- and step- equivalent increases and tenure review packages)
- Liaison with FDA Human Resources to ensure complete and timely processing of these personnel actions
- Purchase Card holder for the Office of Strategic Programs and branches, with a nominal monthly purchase limit up to $80,000 per month, with peak season purchase authority up to $120,000 per month
- Audit requests and justifications for conference attendance and make recommendations to Division and Office management
- This includes budget considerations and reviewing/processing SF-182 (Authorization, Agreement and Certification of Training) form
- Property Custodial Officer for Office of Strategic Programs, including computer and other IT equipment and other materials valued at over $1,000,000
- Preparation of complex domestic, foreign, and sponsored inspection and conference travel authorizations and reimbursement vouchers for Office of Strategic Programs staff ensuring completeness, appropriateness, and relevance to the CDER mission, and compliance with the Federal Travel Regulation and the HHS Travel Manual
- Serve as the Office of Strategic Programs Coordinator, responsible for needs analysis, ordering, and receipt of computer equipment, and approval of requests for network resource access for all Office of Strategic Programs staff
- Also responsible for maintenance and tracking of staff Blackberries and other mobile devices (cell phones, air cards)
- Executive assistant to Office of Strategic Programs Director and Deputy Division Director, including oversight of their daily calendars, organizing, and scheduling meetings, identifying, and reserving conference rooms, and direct handling of routine requests for information, reporting, or actions on their behalf
- Create and maintain a tracking system and budget implementation and expenditures
- Assist the Division Director in developing spending plans and funds distribution to the branches each fiscal year
- Apply analytical and evaluative techniques of program operations to determine potential issues and better practices
- Present this information to Division management in the form of briefings and status reports
- Identify potential solutions for problem areas and implement changes when warranted
- Perform timekeeping duties for approximately 55 employees
- Prepare request for procurement of supplies, equipment, maintenance and repairs adhering to federal rules and regulations
- Once approved, execute procurement, receiving and distribution
- Create, edit, and manage written communications for internal and external customers including, but not limited to, memos, agendas, emails, and requests for letters of recommendation
- Division Performance Management Appraisal Program (PMAP) Coordinator
- Establish new PMAPs for 55 division staff annually and after promotion or title change
- At mid-year, ensure that all staff are rated and PMAPs are submitted on time
- During closeout, ensure all PMAPs are properly scored, signed and reward selections are made
- Create tracking mechanism for annual PMAP ratings
- Provide logistical support for meetings within and outside FDA
- This includes visiting and surveying local hotels and conference sites, as well as negotiating necessary amenities
- Certified Federal Agency Travel Administrator (FATA) and travel arranger preparing travel authorizations and vouchers for local, domestic and international travel for FDA staff and invited speakers
- Provide administrative updates at monthly staff meetings
- Supervised and guided new employees and responded quickly to questions to improve understanding of job responsibilities.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Updated reports, managed accounts, and generated reports for company database.
- Maintained inventory of office supplies and placed orders.
- Increased profitability and productivity by minimizing downtime and streamlining quality control procedures.
- Volunteered to help with special projects of varying degrees of complexity.
- Planned and coordinated logistics and materials for board meetings, committee meetings, and staff events.
- Streamlined office operations by effectively monitoring and addressing client correspondence and data communications.
- Increased customer service success rates by quickly resolving issues.
- Completed daily logs for management review.
- Performed wide-ranging administrative, financial and service-related functions.
Program Support Specialist
Food and Drug Administration
01.2017 - 06.2019
- Human Resources liaison for Division of Plasma Protein Therapies, including management of the FTE staff fellowship program covering approximately 12 term-appointment staff
- Preparation and quality control of personnel packages, including new appointments, extensions, pay adjustments (grade- and step- equivalent increases and tenure review packages)
- Liaison with FDA Human Resources to ensure complete and timely processing of these personnel actions
- Purchase Card holder for the Division of Plasma Protein Therapies and branches, with a nominal monthly purchase limit up to $80,000 per month, with peak season purchase authority up to $120,000 per month
- Audit requests and justifications for conference attendance and make recommendations to Division and Office management
- This includes budget considerations and reviewing/processing SF-182 (Authorization, Agreement and Certification of Training) form
- Property Custodial Officer for Division of Plasma Protein Therapies, including computer and other IT equipment and other materials valued at over $1,000,000
- Preparation of complex domestic, foreign, and sponsored inspection and conference travel authorizations and reimbursement vouchers for Division of Plasma Protein Therapies staff ensuring completeness, appropriateness, and relevance to the OTAT mission, and compliance with the Federal Travel Regulation and the HHS Travel Manual
- Serve as the Division of Plasma Protein Therapies Coordinator, responsible for needs analysis, ordering, and receipt of computer equipment, and approval of requests for network resource access for all Division of Plasma Protein Therapies staff
- Also responsible for maintenance and tracking of staff Blackberries and other mobile devices (cell phones, air cards)
- Contracting Officer Representative Assistant
- Draft specifications and statements of work for service contracts and equipment leases
- Create and maintain a tracking system and budget implementation and expenditures
- Assist the Division Director in developing spending plans and funds distribution to the branches each fiscal year
- Apply analytical and evaluative techniques of program operations to determine potential issues and better practices
- Present this information to Division management in the form of briefings and status reports
- Identify potential solutions for problem areas and implement changes when warranted
- Perform timekeeping duties for approximately 55 employees
- Prepare request for procurement of supplies, equipment, maintenance, and repairs adhering to federal rules and regulations
- Once approved, execute procurement, receiving and distribution
- Create, edit, and manage written communications for internal and external customers including, but not limited to, memos, agendas, emails, and requests for letters of recommendation
- Division Performance Management Appraisal Program (PMAP) Coordinator
- Establish new PMAPs for 55 division staff annually and after promotion or title change
- At mid-year, ensure that all staff are rated and PMAPs are submitted on time
- During closeout, ensure all PMAPs are properly scored, signed and reward selections are made
- Create tracking mechanism for annual PMAP ratings
- Provide logistical support for meetings within and outside FDA
- This includes visiting and surveying local hotels and conference sites, as well as negotiating necessary amenities
- Certified Federal Agency Travel Administrator (FATA) and travel arranger preparing travel authorizations and vouchers for local, domestic and international travel for FDA staff and invited speakers
- Provide administrative updates at monthly staff meetings
- Responsible for coordinating meeting and setting up Audio/visual equipment
- Investigated issues and provided knowledgeable responses to resolve customer concerns.
- Created documents, reports, and spreadsheets detailing program information.
- Assisted in gathering of program data to compose thorough monthly reports.
- Scheduled conference rooms, prepared agendas, and maintained calendars to prepare for meetings and events.
- Communicated clearly with program staff and participants through written and digital correspondence.
- Analyzed program information to present innovative solutions to program supervisors.
- Managed information flow on behalf of program supervisors using digital organizational systems.
- Streamlined office operations by effectively monitoring and addressing client correspondence and data communications.
- Planned and coordinated logistics and materials for board meetings, committee meetings, and staff events.
- Volunteered to help with special projects of varying degrees of complexity.
- Completed daily logs for management review.
- Managed data and correspondence to secure information across complex landscapes of organizational departments.
- Followed detailed directions from management to complete daily paperwork and computer data entry.
- Increased customer service success rates by quickly resolving issues.
Expanded Function Dental Assistant
Naval Postgraduate Dental School DOD
03.2016 - 01.2017
- Provides oral hygiene instructions, brushing and flossing techniques and care of prosthetic appliances
- Assists dentist during examination and treatment in all phases of prosthetic dentistry including full dentures, partial dentures and fixed bridges and crowns
- Performs chair-side assisting (four-handed dentistry) in performing all phases of restorative dentistry
- Provides oral hygiene instructions, brushing and flossing techniques and care of prosthetic appliances when required
- Took over 30 x-rays per week.
- Applied fluoride varnish and sealants.
- Assisted in coronal polishing.
- Recorded patients' health histories, documented current symptoms, and pulled up records from prior visits for dentists to view and evaluate.
- Cleaned and sanitized dental tools and equipment, straightened treatment rooms, and restocked supplies to prep for next patient and maintain health and safety practices.
- Sanitized trays, instruments, and surfaces for clean dental office setting and patient safety.
- Exposed, developed and mounted dental x-rays.
- Designed dental report card to explain patient dental health status and treatment plans.
- Created dental impressions used for diagnostics, opposing models and study casts to make crowns, bridges, and other dental prosthetics.
- Prepared and sterilized instruments and materials for use by dentists.
- Assisted in chair-side dental procedures by filling cavities and taking impressions.
- Educated patients on dental hygiene, pre-surgical instructions and post-surgical care.
- Prepared patient X-rays and images for review by dentist.
- Scheduled and confirmed patient appointments.
- Staged tray for procedures by arranging dental instruments and equipment.
- Monitored patient comfort and safety during dental procedures.
- Entered patient data into computer system, adhering to strict privacy laws and maintaining high level of accuracy.
- Helped dentists restore teeth by applying permanent and temporary fillings and crowns.
- Measured and recorded vital statistics by taking patients' blood pressure, temperature, and pulse.
- Assisted dentists, hygienists, and other personnel by handing appropriate tools and supplies needed for procedures.
Education
Associate in Science - Nursing Track
Anne Arundel Community College
Arnold, MD05.2012
Skills
- Microsoft Word
- Microsoft Excel
- Outlook
- PowerPoint
- SharePoint
- Office record management
- Travel arrangement scheduling
- Payroll and benefits administration
- Meeting planning
- Account reconciliation
- Travel arrangements
- Purchasing coordination
- Recruiting
- Customer relations
- Expense reporting
Skills
Microsoft Word, Microsoft Excel, Outlook, PowerPoint, SharePoint, Analytics Boot Camp - Excel Essentials, Contract Officer Representative Level II, Budget Execution (Management Concepts), FATA Certification (PSC), Leading at All Levels (FDAU), Six cash awards for non-ratings-based performance., Six cash awards for ratings-based performance., Eight time off awards for ratings and non-ratings-based performance.
Certification
Contracting Officer Representative Level II
Timeline
Administrative Specialist
US Food & Drug Administration
10.2019 - Current
Administrative Officer
US Food & Drug Administration
06.2019 - 10.2019
Program Support Specialist
Food and Drug Administration
01.2017 - 06.2019
Expanded Function Dental Assistant
Naval Postgraduate Dental School DOD
03.2016 - 01.2017
Contracting Officer Representative Level II
Associate in Science - Nursing Track
Anne Arundel Community College
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