Administrative Assistant II, Math, Science, and Health Services Resume

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Administrative Assistant II, Math, Science, and Health Services Resume Nadia Hail Administrative Assistant II, Math, Science, and Health Services (815) 555-7631 nadia.hail@example.com linkedin.com/example/nadiahail Rockford, IL 61107 STRENGTHS Academic Office Support Keeps faculty records, schedules, syllabi, and course information organized. Colleagues rely on clear follow through when deadlines converge. Customer Service Provides complete, accurate information to students, employees, vendors, and community members. Calm routing made difficult questions easier. Meeting Coordination Handles invitations, rooms, agendas, minutes, catering, and follow up. Teams gained a dependable record of decisions and next steps. Financial Administration Tracks requisitions, transfers, contracts, and grant expenses through source documents. Careful follow up kept unresolved transactions visible. Staff Training Provides daily direction and trains student employees on office workflows. Practical guidance helped coverage continue during absences. SKILLS Customer service ERP systems Data entry Reporting Outlook Calendar management Meeting coordination Event logistics Program reviews Course proposals Grant documentation Faculty scheduling Payment requisitions Budget transfers Proofreading LANGUAGES English Native 40 Spanish Intermediate 20 MY CAREER 6.8 Years Senior Administrative Assistant at Rock River Technical College (2.8 Years) Administrative Assistant II at Northern Prairie College (1.4 Years) Administrative Assistant at Midstate Community College (2 Years) Office Services Coordinator at Central Illinois Learning Center (7 Months) SUMMARY Administrative support professional with six years of progressive experience in higher education, coordinating academic office operations , executive support, customer service, reporting, events, records, and financial transactions. Supports administrators, department chairs , faculty, students, employees, vendors, community members, and external partners across multiple academic departments. Experienced with ERP data entry and reporting , Outlook calendar management, meeting logistics, agendas, minutes, academic scheduling records, course section support, faculty documentation, payment requisitions, budget transfers, contract tracking, and grant expenditure records. Produces accurate presentations, forms, reports, procedure manuals, and communications while managing competing deadlines. Brings dependable follow through, careful proofreading, practical staff training, and strong knowledge of college processes. Prepared to contribute steady service, organized records, and timely administrative support in a community college setting. EXPERIENCE Senior Administrative Assistant Rock River Technical College January 2024 - Present Rockford, IL Coordinate administrative operations for several academic departments, supporting administrators, chairs, faculty, students, vendors, and community partners. Manage academic records, ERP reporting, meetings, events, institutional documentation, financial workflows, procedure manuals, and staff coverage. Coordinated academic office workflows across departments, improving timely service for faculty, students, vendors, and partners. Maintained ERP records for schedules, syllabi, office hours , assignments, stipends, load reports , and course sections. Prepared agendas, presentations, invitations, facilities requests, minutes, and service arrangements for academic meetings and events. Compiled program review, accreditation, course proposal, grant, and institutional reporting files for administrative review. Processed requisitions, budget transfers , contracts, and grant expenditures, then followed up on unresolved ERP transactions . Trained student employees , updated procedure manuals , and provided dependable administrative coverage during staff absences. Administrative Assistant II Northern Prairie College July 2022 - December 2023 DeKalb, IL Supported academic administrators and chairs across science and health programs through calendar management, records administration, customer service , reporting, meeting coordination, financial tracking, and polished document preparation. Supported science and health administrators through calendars, records, student inquiries, and faculty documentation. Generated ERP reports and corrected routine discrepancies through source document review and careful record comparison. Organized committee and department meetings from scheduling through final minutes, preserving clear decision records. Prepared institutionally formatted forms, reports, presentations , and communications through careful proofreading and document review. Tracked purchases, payment requests, budget adjustments, contracts, and grant expenses with complete supporting documentation. Coordinated rooms, invitations, services, schedules, and attendee information for academic events and external activities. Administrative Assistant Midstate Community College June 2020 - June 2022 Normal, IL Provided front office and academic administration support, serving students, faculty, employees, and community members while maintaining calendars, records, reports, meetings, purchasing workflows, and absence coverage. Answered student, faculty , employee, and community inquiries, routing complex questions for timely resolution. Maintained Outlook calendars , shared files, faculty records, meeting documents, supplies, and recurring deadlines. Entered college system data, verified source records , and extracted routine reports for academic scheduling. Prepared committee agendas and minutes , coordinated rooms and invitations, and preserved working group records. Assembled requisition documentation, tracked approvals, and followed up on incomplete purchasing transactions. Updated procedure guides and cross trained colleagues for reliable coverage across neighboring administrative functions. Office Services Coordinator Central Illinois Learning Center October 2019 - May 2020 Bloomington, IL Managed reception and clerical workflows for an education focused office, combining customer service, records, scheduling, document preparation, meeting support, supplies, and operational reporting . Managed reception workflows, providing timely information to students , instructors, visitors, and service providers. Created and proofread correspondence, forms , schedules, presentations, and internal notices with consistent organization. Maintained electronic files, paper records, calendars, meeting documents, and supply inventories for quick retrieval. Coordinated workshops through scheduling, room preparation, materials, attendee communications, and service arrangements. Entered operational information into office systems and prepared recurring spreadsheets after checking source records. Balanced customer service , records, scheduling, document preparation, and backup support during high volume periods. PROJECTS Academic Records Reporting Improvement 2024 Standardized recurring academic records and reporting workflows across departments, giving administrators clearer source documentation and more consistent follow up for institutional requests. Faculty Documentation Coordination 2023 Organized faculty schedules, syllabi, office hours, assignments, stipends, and load documentation, supporting accurate academic planning and timely administrative review. LEADERSHIP & AWARDS Selected for expanded senior administrative responsibilities after demonstrating dependable service across multiple academic departments. Recognized by academic teams for accurate meeting records, careful proofreading, and steady follow up on financial documentation. Trusted to train student employees and provide administrative backup during absences, breaks, and high volume periods. EDUCATION Associate of Applied Science in Office Administration Rock Valley College GPA: 3.5 2019 Rockford, IL Coursework: Office procedures, business communications, records management, accounting fundamentals CERTIFICATIONS Microsoft Office Specialist: Associate 2021 Higher Education Administrative Operations Certificate 2022 TECHNICAL SKILLS Office Productivity: Microsoft Word, Microsoft Excel, Microsoft PowerPoint Calendar Systems: Microsoft Outlook, shared calendars, meeting scheduling ERP Administration: ERP data entry, ERP reporting, transaction review Academic Records: Syllabi, office hours, course sections Faculty Documentation: Assignments, stipends, load reports Institutional Reporting: ICCB reporting, HLC reporting, program reviews Financial Processing: Payment requisitions, budget transfers, grant expenditures Meeting Administration: Agendas, minutes, committee records Document Management: Central files, procedure manuals, records retention Event Coordination: Invitations, facilities requests, catering services Communication Support: Forms, presentations, correspondence Customer Service: Student inquiries, vendor support, community service SKILLS Customer service ERP systems Data entry Reporting Outlook Calendar management Meeting coordination Event logistics Program reviews Course proposals Grant documentation Faculty scheduling Payment requisitions Budget transfers Proofreading PROFESSIONAL AFFILIATIONS Higher education administrative support professional serving academic departments, faculty, students, and community partners. Community college operations contributor with ongoing involvement in committees, advisory groups, meetings, and institutional reporting. LANGUAGES English (Native) Spanish (Intermediate) ADDITIONAL INFORMATION Work Status : Authorized to work in United States. No sponsorship required. ADDITIONAL INFORMATION Work Status : Authorized to work in United States. No sponsorship required. REFERENCES AVAILABLE ON REQUEST

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