Suzanne's Professional Resume 4-2016

5229 Shereen Court, Sacramento, CA 95841 (916) 475-6237

[email protected]

OBJECTIVESTo obtain a challenging position as an Executive/Administrative Assistant that will

fully utilize my knowledge, skills and abilities.

EDUCATIONFoothill Senior High

06/1980 Diploma

EXPERIENC EUC Davis Medical Center

2521 Stockton Blvd., Sacramento, CA 95817Administrative Assistant III October 2006 – Present

Administrative Assistant to three Otolaryngology surgeons; 1st - the Department Vice Chair & Clinical Director, 2nd - the Past President of the American Association of

Facial Plastic and Reconstructive Surgery and the Director of our Facial Plastic & Reconstructive Surgery Department & FP Fellowship Program, and the 3rd –

Pediatric Otolaryngology Fellowship Program/Cleft and Craniofacial Program Director. I am the coordinator for both the Pediatric Otolaryngology Fellowship

Program and the Facial Plastic and Reconstructive Surgery Programs. Responsibilities include: -Plan, organize and prioritize administrative tasks assuring

that deadlines are met, appropriate policies are followed, and that faculty and departmental objectives are achieved. -Prepare and maintains academic, research and patient related materials to support academic requirements of the faculty. -Communicates knowledgeably with all contacts. -Independently organizes and

prioritizes assigned work, consistent with faculty needs. -Maintains faculty calendars, coordinating schedules of all activities, clinic, surgery, administrative

appointments, lectures, meetings and interviews in such a manner that conflicts in scheduling are avoided. -Communicates information according to defined timeline to

department and clinic for construction of master calendars, and reports as

SUZANNE MCINISHSUZANNE MCINISH

necessary. -Prepares and submits absence requests and monitors call, clinic and surgery schedules to assure time is blocked appropriately. - Arrange all travel,

national and International. -Receives, screens and prioritizes mail. –Coordinate the search, recruitment and hiring of two fellowship programs. -Develops and maintains filing systems in a manner that ensures prompt retrieval of information relating to

projects, research, grants, manuscripts, professional organizations and other subjects. -Prepares faculty correspondence, manuscripts and forms, including

patient related information, transcribes documents or tracks dictation, assuring appropriate distribution, all the while guaranteeing confidentiality. –Research issues and generates correspondence for review and independently assumes responsibility for issues that do not require faculty involvement. –Prepares manuscripts and grant

proposals. –Receives all telephones calls for faculty, screens for priority and problem solving, obtains all relevant information, communicates clearly and

thoroughly with faculty via calendar, cell and work telephone and pager. –Prepares and maintains faculty specific information for their curriculum vitae, licenses, CME

credits, presentations made, lectures given, student and resident contact, publications, and research activities to support personnel actions and credentialing procedures, according to departmental guidelines. –Produces slides on Power Point

from faculty outlines. –Supports meeting attendance, coordinating itineraries, transportation, lodging, registration, and reimbursement. –Schedules coordinating meetings and prepares all necessary materials, agendas, and attachments, etc. –

Assists with surveys, including gathering and compiling data for review, searching literature, editing information, and submission of completed materials. –Prepares

purchase orders and check requests for books, subscriptions, professional memberships, licenses, using Kuali, maintaining backup for departmental review

and ledger reconciliation. –Facilitates invoicing of attorneys for services provided by faculty, consistent with UCD policy and departmental practices. –Follows up on

delinquent shipments, back-orders, and troubleshoots problems. –Provides backup to departmental Cleft Program Coordinator as requested. -Processes Kuali

transactions for Cleft program. –Coordinates meetings for large and small groups regarding clinical, academic and legal matters. –Establishes and maintains working relationships with School of Medicine and UCDHS administration, managers, and

faculty for faculty member’s program activities. –Independently prepares professional correspondence. –Develops and maintains filing systems relating to

projects, research, grants, manuscripts, and professional organizations. –Prepares, edits, proofreads, and assists in development of format for courses, panels and

academic programs. –Coordinator/liaison for Quality and Safety Program ensuring that linkages are smooth between our department and the Q&S Program Faculty

Director, Q&S Analysts, resident staff and department CAO for proper 2

documentation, completion and submission of forms, inquiries and responses. –Assures that reporting requirements and deadlines are met. –Establishes

relationships with CQI personnel for information exchange with department faculty. –Coordinates faculty, manager, medical staff and Q&S personnel schedules to establish every other month meetings. –Tracks reporting process and oversees

document preparation and submission, following through to completion. –Attends M&M conference and meetings. –Maintains all files and materials in a highly

confidential manner, providing copies to Q&S Analyst. –Promotes continuous quality improvement. –Participates in developing systems for incident/problem

identification and appropriate resolution feedback. –Assures completion of quality audits, data analysis and report preparation. –Develops, recommends and

implements process improvements. –Coordinates all room reservations and catering for meetings. –Proficient in word processing, database and spreadsheet programs. –Served at Dept. HR Coordinator until we hired new one. My duties included: preparing academic and staff appointments, personnel paperwork, medical staff and billing applications, visas, merits

and promotions & Supervisory experience including: directing the action of others, delegating tasks, assessing workload trends, assigning tasks, training staff, handling disciplinary actions and writing

performance appraisals. I have also completed the UCD Supervisory Course. –I Coordinate the annual UCD Rhinology Update Course for one of my faculty and co-coordinate the annual UCD Facial Trauma Course. – Recently, I was commissioned

on 12/8/2014 as a Notary from the Secretary of State

UC Davis Medical Center 4800 Y Street, Sacramento, CA 95817

Administrative Assistant II October 2003 – October 2006Responsibilities included: -Provide administrative support to the Practice Manager,

Nurse Manager, Analyst and Office Supervisor. -Coordinate patient appointment scheduling in person and on phone, give information to callers and redirect as

necessary with courtesy. -Resolve any complications. -Initiate follow-up. -Responsible for collection of timecards and the updating of Vacation/Sick leave

calendars, researching and correcting any discrepancies. -Compile daily/monthly clinical and research statistics. -Remain professional and courteous while coping

with difficult people and situations. -Order all department supplies and forms using UCD Buy and Eclipsys. -Responsible for preparing agendas, coordinating meetings,

securing meeting facilities and arranging for audio-visual aids. -Prepare travel advances/vouchers, secure travel and lodging reservations and prepare check

requests, insuring that all arrangements are appropriately completed. -Responsible for managing the supplies, parking stamp validation recharge, Telecomm recharges,

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updating P&P manuals and several other programs. -Serve as clinic contact and resource person for maintenance of clinic computers, printers, copiers, faxes,

PO&M service requests, etc. -Serve as the clinic Safety Coordinator. -Taking and typing minutes and distributing them as instructed. -Draft correspondence using Word & WordPerfect and proofread assuring accuracy. -Develop and/or update departmental forms. -Responsible for general maintenance of faxes, copiers and

printers. -Email correspondence using Lotus Notes. -Data Entry. -Sorting a distributing all departmental mail. -Spearhead the departments Employee

Satisfaction Committee. -Created spreadsheets various functions of my position using Excel. -Demonstrated ability to multi-task, to prioritize workload and remain productive through stressful situations. -Other duties as assigned. I was hired in

this department as a MOSC, but the department created this position specifically for me.

SKILLSPowerPointWindows

WordLotus Notes

ExcelKronos

MyTravelUCD BuyEclipsys

PeopleSoftDaFis

ExplorerAdobe

My InfoVaultExcellent letter writing

OutlookGoogle Calendar

Recommendation Letters

Available upon request

References

Available upon request

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